Overview and Selecting a Position
The "Add Other Documents" function allows the Department, School/Division, or an authorized Human Resources staff member to add miscellaneous documents to the action history of a specific EPA non-faculty position in the Position Management System. This is useful to add paper documentation that the department may have on file or that is produced that is deemed useful for the permanent on-line record of the position in EPAWeb. This may include previous position approval memos, organization charts, job descriptions, and so forth which were not generated or required in the context of a specific new position or modify position action submission. Documents may be attached in any standard format such as Microsoft Word, Excel, Powerpoint, PDFs, or scanned images such as TIF or GIF files.
To add a document to a position's action history, first navigate to the "Position Mgmt" menu on the EPAWeb menu bar. Then select the "Select Position" option with your mouse. To add a document to a position, you must first tell EPAWeb which position you need to work with. This is accomplished using the Select Position function. Until you have selected a position, the Add Other Documents menu option will be greyed out on the Position Mgmt menu.
Entering Position Search Criteria
After clicking the "Select Position" menu option, you will be taken to a screen that allows entry of specific search criteria. This screen allows you to search using Position number, the UNC PID of any employee currently occupying the position of interest, the position's base department number, or the position status. After entering the desired search criteria, click the Search button and EPAWeb performs the position search. If you start entering search criteria and want to start over by entering new criteria, click the Clear button and all of the search fields will be reset and ready for new entries.
Search Results Screen
Based on the entered search criteria, EPAWeb displays a list of matching positions. To select the specific position for which documents will be added, click the position number of the desired position which is in the first column of the search results list.
Viewing the Position Details Screen
Once you select a position of interest with your mouse, EPAWeb then displays the Position Details screen. This screen contains all of the current approved position atrributes for the selected position. It also has links to view any existing position actions in progress related to this position, to print a formatted version (Pos Form) of the position details to your printer, and the ability to view a history of all prior position actions related to the displayed position.
Selecting the "Add Other Documents" Function
While the Position Details screen for the selected position is displayed, use your mouse to navigate to the Position Mgmt menu on the EPAWeb tool bar and select the "Add Other Documents" option which appears orange in color once you point to it with your mouse. Note that prior to your selecting a specific position, this menu option was greyed out and not available for selection. Click this option once to proceed to the Add Other Documents function.
"Add Other Document" Screen Data Entry Fields
This screen is used to identify and attach one or more documents. The following fields are including on this screen for your use:
Effective Date: This is for reference purposes only. Enter today's date.
Brief Title: This is a very short title which briefly descrbes the document or documents attached. This brief title will appear on the action history listing before selecting specific actions for review. So the title should be informative to help decide if this particular action history entry is the one of interest. Example brief titles might include Provost's memo, Org Chart, Job Description, etc.
Serial #: Assigned automatically by EPAWeb once your action is successfully submitted.
Document Name: You will use the "Browse..." button to point and click to the file on your computer that you want to attach to the position record in EPAWeb. Once attached, the document name and extension will be displayed in this field.
Attaching a Document Using the "Browse Button"
To attach actual documents to the position record, click the "Browse..." button with your mouse. You will then point and click to the location of the file you want to attach on your computer or network drive. Double clicking on the file once you locate it will result in its attachment and the document name and extension (e.g., approval memo,doc) will be displayed showing it has been successfully attached.
EPAWeb provides space for up to 3 document attachments. Space for additional documents can be added by clicking the "Add more attachments" button with your mouse.
Comments (optional field)
The comments box is provided to allow entry of whatever free form text is desired to describe the documents being attached.
Pause, Cancel, Clear, and Submit Buttons
Similar to the rest of the EPAWeb System, each action creation screen in position management has a series of buttons at the very top and bottom of the data entry screen. Each are selected by a mouse click and perform the following functions:
(1) Pause: Saves the current action being prepared and any entered data to the "Paused, Retracted, and Disapproved" Section of the HR Central Inbox. This action can later be selected from the your inbox and you may start where you last left off in completing data entry and submitting the action. This is helpful when you start working on preparing a new action and then are interrupted and must finish this task later.
(2) Cancel: Cancels the action being prepared on your screen. No data is saved nor may any entered data be later retrieved. Use the Pause function if you think you may later return to the action and not have to re-enter data already entered on screen.
(3) Clear: Clears any entered data on your screen and restores the rescreen to how it appeared when the screen was first presented to you after selecting the action from the menu.
(4) Submit: Once you have completed data entry, submits the entered data to the system. Once submitted, the system validates all of your entires against system business rules and any identified errors are displayed back to you with explanations in red. If there are no errors, the action is successfully submitted to the system and a confirmation screen displaying all entered data will be displayed.
Confirmation Message
Once you hit the Submit button, EPAWeb displays a final confirming message reminding you that the "Add Other Document" action unlike other position actions in EPAWeb has no further approval routing. Therefore, once it is submitted the action immediately goes to "Completed" status and may not be retracted or deleted and becomes a permanent addition to the position action history. This message gives you a final opportunity to review the document attachment(s) you have entered before finalizing your submission. If you wish to proceed with submitting the document attachments, press the OK button. If you wish to cancel to correct any entries or to then cancel the entire document attachment process without submitting this action, click the Cancel button.
Confirmation Screen
If you hit the OK button in response to the previous confirmation message, you will then receive the final confirmation screen. This screen shows you a summary of what documents have been attached and the action status displays as "Completed".
Click the "Done" button with your mouse to complete the document attachment process.
