Using Customer Contracts WorkCenter
Purpose: Use this document to get a basic understanding of the Contracts WorkCenter in ctcLink.
Audience: Grants and Contracts Admin/Finance Staff.
You must have at least one of these local college managed security roles:
- ZC Contracts Processing
- ZZ Contract Maintenance
- ZZ Contracts Workcenter
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
The Contracts WorkCenter is a role-based central navigational component that is designed to help users of the Grants and Customer Contracts modules organize and streamline their workload. It provides a single place to perform a broad range of tasks without leaving the WorkCenter, such as contract activation, maintenance, and process exceptions, resulting in improved efficiency, productivity, and effectiveness. The WorkCenter is a global configuration that can be tailored to individual requirements. It will be delivered with common tasks and links that are applicable to most users.
A WorkCenter is divided into a Task area and a Work area. You click on a link to perform the Task in the Work area, without ever leaving the WorkCenter. When you are finished with a Task, you can quickly select the next one, and open it in the Work area. This functionality improves efficiency and effectiveness, and reduces the need to keep navigating through the menu structure to perform your job duties.
The WorkCenter is composed of the following pagelets. Each pagelet is discussed in this Quick Reference Guide.
The pagelets are:
- My Work pagelet: Access to your most commonly-performed tasks, including exceptions and alerts for items requiring your attention.
- Links pagelet: Access your most commonly-used pages. This pagelet is similar to the Favorites menu, but more user-friendly.
- Queries pagelet: Access Query Manager, public queries, private queries, and pivot grids.
- Reports and Processes pagelet: Access reports and processes that you use most often.
Navigation: Customer Contracts > Contracts WorkCenter
Navigational hints:
- Two side arrows - select to expand/collapse the Task Panel.
- Refresh icon - select to refresh the page to see changes.
- Ellipsis or 3 vertical dots - personalize icon.
- Ten horizontal dots - select and drag up or down to view Task Panel areas.
- Before you can use any of the My Work links, you must define the required filter values. Under the My Work section, select the Edit Filters link to open the Edit Filters pagelet in the Work Area.
- Select each Configure Link(s) (pencil icon) to open the Configure Filter Values page and input filter parameters such as Business Unit.
Line items in red and require configuration; **Required filter field values not defined. Note '1 of 3' pages requires you to update each Link Label with your Business Unit. Select the next arrow(s) or the View All link to view the next category.
- Enter the appropriate field values and select the Apply button and then the OK button.
Notice the expand/collapse triangle in the bottom right hand of the Filter Values page. Select, hold and expand/collapse window to adjust.
- Repeat the above steps to activate each My Work link displayed in red. The My Work area is ready for use when all filters are activated. Once activated, links will change colors from Red to Blue or Black.
- Links displayed in Blue indicate active links that have items requiring action.
- Links displayed in Black indicate active links, but no items in that link require action.
Note: When changes are made in the Contracts WorkCenter areas, you will be prompted to refresh the pagelet to see your changes. Click on the Refresh icon in that area.
The My Work pagelet will be pre-configured with many links that can assist users in performing day-to-day Grants and Contracts Fiscal Staff duties. It will show the statuses and counts for plans or events in error and notification of pending processes. Selecting a link will open a Work area pagelet where actions can be taken, such as viewing Invoices Not Finalized or Invoices Not Generated to AR or GL, etc.
Users cannot add links to the My Work pagelet, only modify the display options.
- The My Work pagelet includes links to pages that you may want to access frequently. It includes links divided into these collapsible sections:
- Contract Setup & Maintenance
- Billing
- Revenue
- After you expand each section, you may need to resize your window. You can drag the dotted handle to resize the pagelet, when needed.
- Select the arrowhead next to the word Billing to expand the section. This is your collapse and expand button.
Once the Edit Filters have been activated, optional to personalize how the My Work section appears.
- On the Main tab, select the three dot icon and select Personalize.
- The Define User My Work Links page displays.
- On this page, you can indicate the display order, if you want the groups collapsed or expanded, if the count or link should display, or if the link should open on the Contracts WorkCenter starting page.
Field Descriptions on the Personalization Page. Please note some Link Label fields are ctcLink system defaults or possibly 'grayed out'. Optional to deselect 'Show Link' to hide selection on unnecessary Links.
| Field | Values | Description |
|---|---|---|
| Start Group Collapsed | Checked or Cleared | If checked, the Group will be collapsed when the user first accesses or refreshed the WorkCenter. Users can check or uncheck this box on their personal WorkCenters. |
| Show Count | Checked or Cleared | When checked, the number of items found by the Work Link will be displayed on the WorkCenter. Checking the box will cause a message to display that turning on counts may impact performance. Users can check or uncheck this box on their personal WorkCenter. |
| Show Link | Checked or Cleared | When checked, the Link will appear on the WorkCenter. Users can check or uncheck this box on their personal WorkCenters. |
| Starting Page | Checked or Cleared | When checked, the Link results will automatically populate the WorkCenter work area when the WorkCenter is loaded. Only one Link can be selected as the starting page. Users can check or uncheck this box on their personal WorkCenters. |
- Select the Save button to save any changes and close out the window to return to the main Contracts WorkCenter page. Note: Three pages are available for personalization.
Once inside a Transaction page of the WorkCenter, you are able to customize it further using the Grid Action Menu icon or Download results to Excel.
- Select the Personalize word link. (Note: on some pages, select the spreadsheet-looking icon called the Grid Action Menu icon for customization access).
- The Personalize Column and Sort Order window displays.
- Optional to select the item and using the up and down arrows to move items (or hide or freeze) and customize.
- Select the OK button.
The following example selects the Posted Budget Amount <> Billing Limit and adds up the Contract to the Sort Order option and is set to Descending order.
Results of the customization: Contract in descending order now visible.
Once the required field values are entered, refresh the page and view Exceptions and/or Errors.
Select the Billing Events Not Processed item to review. The number of items will come after the title, for example, this selection has '7' items to view.
Depending upon the transaction selection, optional to utilize additional navigation or analysis tools:
- The Update Status or Actions drop down arrow box to select an Action and/or process then select Update or GO.
- Select additional tabs within the Transactions page, i.e. Plan or Detail.
- Select the luggage tag icon to view the entire line item.
- Drill into the Contract ID, Billing Plan ID, or other items by selecting the blue hyperlinks.
Links in the WorkCenter take you directly to the pages that you need to perform your job functions. You can click the link to open the page in the Work Area. Or you can click the icon to the left of the link to open the page in another browser.
- Select the ellipsis or vertical three dots and then select Personalize.
- The Define User "Links" Links window displays.
- Available customizations:
- Reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
- Optional to create your own Link Group by selecting the Plus icon.
- If selecting the Plus icon, the Links Pagelet Personalization page displays.
- Under the Link Groups section, enter a new Group Label name, i.e. MY LINKS.
- Under the Link List section, select the Define link.
- The Define Link window displays. Select the Select Menu Item link.
- The main 'Navigation' options displays depending upon your security roles/view access.
- Scroll down to view various folders. Select Grants and drill into additional folders to find a link to add to your WorkCenter.
- The added menu item name window displays. Select the OK button.
- Select the Save button and select the 'x' to close out the Links Pagelet Personalization page.
Optional to add and define additional personalized links items by selecting the plus icon.
The new Links 'MY LINKS' group has been added.
The Queries section enables you to add favorite or commonly used Queries to your Contracts WorkCenter.
- Select the Reports/Queries tab to view the Queries section. Review the default queries. By selecting a default query link within the task panel, the query opens up within the transaction area.
- Select the ellipsis or vertical three dots and then select Personalize.
- The Define User Query Links window displays. As on the prior Links page, select the plus icon [+] to add your own group.
- Enter your personal Group Label name.
- Available customization:
- Enter or use the lookup tool to add Query Name. Select the plus icon [+] to add additional Queries.
- Optional reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
- To create your own Queries Link Group select the Plus icon.
- Optional to select the Override Title/Description checkbox and customize your description.
- Optional configure the display order (if the second query should display before the first, then give the second query a Display Order value lower than the first query), the show link, and starting page options.
- Select the Save button to save changes.
- A message will display to refresh the pagelet to see your changes. Select the OK button.
- Close out the Personalization page by selecting the 'x' in the upper right hand corner to return to the Contracts WorkCenter.
Refresh the pagelet to see your changes, by selecting the curved arrow icon. The added Query Group and new queries will then be available.
The Reports/Processes section includes access to frequently used reports and processes. The links in this section take you directly to the Run Control page for common reports or processes. Predefined default Reports/Processes displays.
Some of the WorkCenter Links and/or functionality is not setup within ctcLink. Optional to select the Link Group checkbox 'Start Group Collapsed', hide the unused Links by deselecting the 'Show Link' box, and/or reorder them to list the most used Links towards top and less used towards the bottom of the page.
By selecting one of the selections from the task panel, the report/process opens up in the transaction area.
Similar to the steps how to Customize the Queries Pagelet, optional to Personalize the Report/Processes section on your WorkCenter by creating your own Reporting Group. Select the ellipsis or vertical three dots and then select Personalize. Available customization:
- To create your own Reports/Process Link Group select the Plus icon.
- Enter or use the lookup tool to add Report Name. Select the plus icon [+] to add additional Reports.
- Optional reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
Navigation: Fluid Employee Customer Contracts Home Page > Fluid Contracts WorkCenter tile
Navigational hints:
- Two Horizontal Lines Icon - select to expand/collapse the Task Panel.
- Refresh icon - select to refresh the page to see changes.
- Gear Icon - select to personalize the WorkCenter and edit the filters in My Work.
- Before you can use any of the My Work links, you must define the required filter values. Select the Gear icon and the Edit Filters link to open the Edit Filters pagelet in the Work Area.
- Select each line to open the Configure Filter Values page and input filter parameters such as Business Unit. Select the Done button.
When changes are made in the Contracts WorkCenter areas, you may be prompted to refresh the pagelet to see your changes. Click on the Refresh icon in that area.
The My Work group is pre-configured with many links that can assist users in performing Grant and Contract duties. It will show the statuses and counts for various tasks that can be performed. Selecting a link will open a work area pagelet where actions can be taken to perform tasks such as setting contract billing plan events to ready status.
Users cannot add links to the My Work pagelet, they can only modify the display options.
- Select the Circle icon with 3 horizontal dots in the Actions column to perform eligible actions on the transactions. The actions available are dependent on the subsection of the My Work Group that you are in.
- To perform bulk updates to transactions, select the Sheet/Table icon on the top left of the Work area.
- Select (put a check mark) in the rows of the transactions you want to update
- Select the Action button at the top left of the Work Area and select the action you want to perform.
The Links Group contains access to common Customer Contracts pages, including; Define Contract General Info, Amendment Details, Process As Incurred Billing, and Process Other Billing Methods. The pages you see in this Group will be dependent upon your local security roles.
The Queries Group is pre-populated with common Grant and Contract queries, separated by query function. You have the option of editing the pre-populated queries and/or adding your own by selecting the Gear icon on the top left of the page.
Report Viewers and Monitors, such as Process Monitor, can be found in this group.
0 Comments
Add your comment