2086712 - Admin Tools: Document Routing - Mass Route Documents - Performance Management

SAP Knowledge Base Article - Public

2086712 - Admin Tools: Document Routing - Mass Route Documents - Performance Management

Symptom

  • How do I route a group of documents to another step on the Route Map.
  • Can I mass route individual forms that are not part of a group?
  • Route all forms to completed en mass

Environment

  • BizX Platform

Resolution

Setting Permissions for Administrators:

  • To do so, you first need permission to work with multiple forms. To get the right permission, go to Admin Tools > Manage Security > Administrative Privileges > Manage Documents, and select the Mass Route Document checkbox.
     
  • Note: For the forms to be mass routed, they must have been mass launched. If the forms were launched individually, then they cannot be mass routed until they are re-grouped (see regrouping section below).

 

Mass Move forms to a specific step:

  1.  Go to "Admin Tools".
     
  2. Select "Route Document".
     
  3. Select "Form Template".
     
  4. Under "Select Template" select the specific template as per your requirement.
     
  5.  Select a group of forms by clicking on the "select" link beside the "Select a group of forms" field. (Or you can only select the template (step 4) if you want to route all the forms for that template.)
     
  6. Click on the "Search" button.
     
  7.  Here you will be able to select multiple forms at once only if the forms were mass launched, else you will have to select individual forms. Once selected click on the "next" button (bottom right corner).
     
  8.  Select the "Move the form to a specific step" option and select which step you want from the drop down and then click on “next" button (bottom right corner).
     
  9. Tip: Run reports as needed to confirm forms are now at expected step.

 

Mass Move forms to one step forward:

  1. Go to "Admin Tools".
     
  2. Select "Route Document".
     
  3. Select "Form Template".
     
  4. Under "Select Template" select the specific template as per your requirement.
     
  5. Select a group of forms by clicking on the "select" link beside the "Select a group of forms" field. (Or you can only select the template (step 4) if you want to route all the forms for that template.)
     
  6. Click on the "Search" button.
     
  7. Here you will be able to select multiple forms at once only if the forms were mass launched, else you will have to select individual forms. Once selected click on the "next" button (bottom right corner)
     
  8. Select the “Move the form one step forward” option and then click on “next" button.
     
  9. Tip: Run reports as needed to confirm forms are now at expected step.

 

Re-Grouping Forms

  • NOT ALL FORMS CAN BELONG TO A GROUP - Only forms that meet strict criteria will be a grouped.
  • Can I mass route individual forms that are not part of a group?
  • No, this is currently not supported.
  • Please refer to our main article on regrouping forms.

 

Mass Move Individual Forms

If forms cannot be regrouped then customers have these options:

  • Make each owner of the form responsible for moving their own form. It is the responsibility of the person who has the form to take action and route it.
  • Have administrators move forms via admin tools 1x1. On average 1 admin can route 100 forms an hour manually.

 

Tips To Prevent Forms From UnGrouping

  • In future cycles set up your route map with auto routing dates to automatically move forms to next step after a certain cut off date so that no manual work is required for anyone failing to move their forms.
  • Rather than have employees or managers create their own forms individually, consider if they can all be launched all at once by your administrator.
  • Admins should limit how many forms they manually modify, as this removed the form from the group.
  • Do not use the option "Automatically Insert New Manager As Next Recipient If Not Already". Not only is that option often not needed, it also removes the forms from groups when the new step is added.
  • Do not use User steps (U Steps) in the route map if possible as these will be treated as individual forms.
  • Forms routed back from signature or complated will no longer be part of a group.
  • Do NOT have support run any custom fixes to your forms (scripts) as this will break the group integrity and typically result in the entire group becoming individual forms.

 

Email Notifications

  • Before you Mass Route a group of documents, you may want to deactivate document routing email notifications affiliated with the template.  Note, email notifications will still occur even if a template is not active.  If your template is deactivated, go to Manage Templates, select the applicable module tab and reactivate the template. You will then need to deactivate the E-mail template. 

          Go to E-Mail Notification Templates>Document Routing Notification>Customize Settings for Form Templates and uncheck Enabled.

Mass Routing Forms using .csv file

As of B1605 it is possible to mass route forms using a .csv file. The new .csv file format includes a single column for Form ID. Form IDs can come from different templates. Forms in the system that match the .csv file criteria will be displayed in the results table for selection.

  1.  Go to "Admin Tools".
  2.  Select "Route Document".
  3. Select the forms to take action on and then decide to send them one step forward or one step back.

Note: Automatic processing by Job Scheduler when data volume is greater than 300 records. .csv file will support up to 50,000 records.

Keywords

KBA , sf routing maps , LOD-SF-PM , Performance Management , How To

Product

SAP SuccessFactors HCM Core all versions