Creating a UDOC to Reactivate or Modify a User
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This job aid describes steps for creating a UDOC to reactivate or modify a user in CORE.
To create, you will want to follow the steps below:
If applicable, have a completed and signed Statement of Agreement (SOA) and/or a completed and signed CORE Vendor Entry Background Verification (CVEBV) form.
From the CORE search bar type UDOC and select UDOC User Maintenance (Financial).
3. Click the Create button in the upper right corner.
4. This will open a new Create Transaction window, and you will be on the Header tab of the UDOC.
5. Enter a Transaction Department (this is the user’s Home Department).
6. Enter a Transaction ID following the naming convention userIDyyymmdd (the CORE user ID followed by the current year, month, and day). In the example below the UDOC was created on 07/19/2023 for a.weasley
a. Note: Transaction IDs are limited to 20 characters. Truncate user IDs as needed to meet the 20-character limit.
7. Click the Continue button in the upper right-hand corner.
8. Now on the Header of the UDOC, enter the User ID into the associated field following the naming convention of first initial of first name, period, and last name. The User ID should be entered with all lowercase and NO special characters. In the example below a.weasley is used for Arthur Weasley
9. Click the Populate From Existing User button from the 3-dot menu on the right-hand side next to the Attachment button. This is a CRITICAL step in the process.
NOTE: The Action status will automatically change to Update.
10. In the Directory Information section, make updates to the following information, if appropriate:
Last Name
First Name
Email Address
Phone Number
Extension, if applicable.
11. In the Home Organization section, enter the user's Home Department in the Department field. You may use the Division field as an optional data entry field to pre-assign a valid D.
Note: The UDOC Validation step will not warn you if the Division code you have entered is not valid for the user’s Department. An invalid code may prevent that user from creating financial transactions they would otherwise be authorized to create. CORE Operations advises Controllers and Security Administrators who wish to use the UDOC Division field to take extreme care that only valid Division Code values are used.
12. In the Account Options section,
Locked Out equals Active
Bad Logins Count equals 0.
Bad Password Reset Count equals 0.
Use Default Home Page Window box is checked.
13. In the Password Maintenance section ensure that NO boxes are checked:
Reset Password
Generate New Password
Expire New Password
14. In the Applications section check both boxes:
ADVANTAGE Financial
PASSWORD RESET
15. If PB Access is required (including Reporting):
In addition to the items in step 14, select the ADVANTAGE Performance Budgeting box on the Applications section of the Header.
Select Add Comment button
Select the (+) add button
Enter PB Access in the Subject field
Explicitly state PB Access Approved and list all Security Orgs (e.g. PUBLIC, F, APPS-F, FUNDS-F) or use another active user id to mirror access in the Comment field
Add security role D_SW_UDOC_PBACC to the Security Roles tab
To enable Reporting, under the Header tab, make sure that the User ID is populated on the Header of the UDOC in the Reporting User Information (Needed for PB Reporting) section.
Note: As a best practice, comments should be added to a UDOC before it reaches the status of “Final”. CORE Operation will receive an automatic email notification from CORE when the PB Approval security role, D_SW_UDOC_PBACC, has been “Add”ed or “Update”d and additional security roles are “Add”ed on a user’s UDOC and it reaches the Final phase.
16. In the Dual Factor Authentication section enter:
Registered email
Registered phone (REQUIRED - cell phone with SMS text messaging enabled)
17. Attach the SOA and CVEBV if applicable:
a. Click on the Attachments link on the right-hand side of the page.
b. This opens a new page for Attachments, using the Browse and Drop links select and
attach the required documents. Click Upload.
18. Click the Save button in the upper right corner.
19. Click on the Security Roles tab.
20. To add a security role click on the “+” (insert new line) button.
Note: The Add radio button will automatically be marked for Action. All existing security roles will be marked with Action status of Update.
21. On the new line click on the Search and Select Security Role ID button.
22. Enter a unique Precedence number. As a general rule of thumb, the Precedence value for the new line is one (1) more from the last record starting at 1 adding sequentially.
⚠️ IMPORTANT: Precedence levels must be unique, and you should never re-use a precedence number from an old security role, even if the security role has been removed from the UDOC. The transaction will not throw an error when validating, but the final approver of the UDOC will not be able to approve if precedence levels are repeated.
23. Then add any subsequent rows as required until all new security roles are added repeating steps 21-23.
24. To remove a security role, click and highlight the row you want to remove. Then click on the 3-dot menu and click the X Remove link.
25. Once you click the Remove link the row will be marked with an Action of Delete and it will be struck through with a red line. You will also get a message above the Header of the UDOC that states, “Line is marked as remove, please press Submit to remove the marked lines permanently.”
26. Repeat Steps 23-25 until the necessary roles have been marked with an Action
of Delete.
⚠️ IMPORTANT: Do NOT click the trash can Delete button from the 3-dot menu to remove a security role.
27. Click the Save button
28. Click the Validate button
29. Click the Submit button
30. Click on the Business Roles tab
31. To add a new Business Role, click the “+” (insert new line) button
Note: The Add radio button will automatically be marked
32. On the new line click on the Search and Business Role ID button
33. Search and select the appropriate Business Role from the list and select OK
Note: If PB Access is required, then an applicable PB Business Role should be selected
34. Click on the Workflow Roles tab
36. On the new line click on the Search and Select Role ID button.
37. Search and select the appropriate Workflow Role from the list and select OK
38. Click the Save button.
39. Repeat steps 31-34 for any additional Business Roles.
40. Click the Validate button in the upper right hand corner.
NOTE: Users requesting access to the PB Application must receive authorization from the Controller(s) of the requested department(s). The approval to grant foreign organization access must be indicated by a comment by said Controller(s) on the UDOC listing authorized Security Orgs and Groups.
After requesting CORE PB Access, you will want to allow 2 to 5 business days for the System Administrator to process your request. (Note: Even if System Administration processes your PB Access on the same day that it was requested, you will still need to wait for the nightly cycle to process for your access to be active).
If it has been more than 5 business days and you’re having an issue accessing the PB Application, please email the CORE Help Desk (core.help@state.co.us) for further help. Please be sure to include the CORE User ID, department code, transaction type, and a brief explanation of what you are trying to do (enter, approve, modify, etc.).