DKT Troubleshooting - Enterprise Web Access for Document Knowledge Transfer & Compliance - English - Foundation 22.1 - OnBase - Premier - external - Standard - Premier - Standard

Enterprise Web Access for Document Knowledge Transfer & Compliance

Platform
OnBase
Product
Enterprise Web Access for Document Knowledge Transfer & Compliance
Release
Foundation 22.1
License
Premier
Standard

A primary purpose of the DKT module is to ensure that every document in each Reading Group is read by intended parties.

A document added to a Reading Group will either end up in:

  • The Reading Group member queue, or

  • The Approval Group member(s) approval queue if the Reading Group is set to require approval.

The Administrators should help ensure the end goal by tracking the movement of documents in the Reading Group from the time documents are added to the time they are read by the member readers. The Document Administrator should watch to see if a document is getting stuck in the Approval or Viewing process. Unanticipated deletion of system users or documents outside of DKT may cause unintended slippages in the approval or distribution process. The Document Administrator and/or Approval Administrator should find ways to resolve the situation.

Documents will slip through the Approval Process and end up in the reader queues for these cases:

  • If no Approval Groups are selected for Auto-assigned document types of Reading Groups that are configured to Allow or Require Approval.

  • If documents are set to be approved by Approval Groups that have no Approving members in it.

Reading Group Administrators, namely, the Document, Approval and Member Administrators, should try to troubleshoot problems that may arise in the following scenarios:

  1. Scenario 1 —Three Approval Groups are selected, two of which do not have members, and the remaining one has a single approval member.
    In this case, the document will go to the approving queue and will require only that member's approval. Once the document is approved, it will be available in the reading queue.
  2. Scenario 2 —A document is added to the approving queue of two Approval Groups, each with a single member. There are two cases for this scenario:
    • Case 1 —The Approval Administrator or someone external to DKT deletes a user from either of the two Approval Groups.

      The document waits for approval from the user in the other Approval Group. Once the document is approved, it goes to the reading queue. In this case, even though the document is set to be approved by two groups, it will still be distributed when it is approved by a single user because the other user was deleted.

    • Case 2 —One user has already approved the document, and the approval administrator or someone external to DKT deletes the other user from any of the two Approval Groups.

      The approval status of document changes to approved when the second user is deleted from the system. The document goes to the reading queue.

  3. Scenario 3 —A document is added to the approval queue with only one Approval Group that has only one approval member. In this case, the document requires only one approval to enter the reading queue.
    If the approval administrator or someone external to DKT deletes the single approval member, the document automatically goes to the reading queue.
  4. Scenario 4 —A document was deleted without being removed from the Reading Group it belongs to.
    In this case, the OnBase document will no longer be displayed in Document Administration, the Approval Viewer, or the Reading Group Viewer. To re-add the document to the Reading Group, an OnBase user must first import the document to OnBase before adding it to the Reading Group.