Routing: Routing Views

Routing views are groups of units and accounts that belong to an electronic office. Office managers and delegates use routing views and sequences to control document routing.

The Routing (Master) Views page displays details for the routing views that belong to an electronic office. While viewing an office, the page can be found under the Routing tab. You can also click Routing (Master) Views in the Navigation Menu.

The page displays a table containing the following columns:

Routing (Master) View: The name chosen for a routing view when it was created. Once a routing view is created, it cannot be renamed.
Hierarchy Type: Indicates whether the unit that the routing view was created from is a funding unit, organizational unit or both.
Description: The description of a routing view. A description is required, but it can be changed at any time.
Units/Accounts: Provides a link to view the units and accounts in the routing view.
Delete View: Provides the option to delete the routing view. Only office managers and delegates will see this column.
Note: A routing view that is named after a unit code will not have a delete option. These views were automatically created when units were moved into your office and cannot be deleted. Routing views created by the office manager or delegates that contain units cannot be deleted until the units are moved to another routing view.

When a unit is added to an electronic office, a corresponding routing view is created for it. To avoid the need to set up routing for each routing view, office managers often create a new primary routing view that they move multiple units and accounts into. This reduces the number of routing views that office managers and delegates must maintain.

Create/Delete Routing Views

To create a new routing view:

Click [ADD ROUTING (MASTER) VIEW]. An entry line will appear above the table.
Type a name for the new routing view in the Name field.
Note: Routing view names must be unique across all electronic offices. A red failure message will be displayed if you attempt to add a name that already exists.
Type a description for the new routing view in the Description field.
Click Add. The new routing view will appear at the top of the table.

To delete a routing view:

Find the routing view you want to delete and click the red X in the Delete View column. A dialogue box will ask you if you are sure you want to delete.
Click OK. The routing view will no longer appear in the table.

Note: Because deleting routing views can have adverse effects on document processing, verify that it is no longer needed for document creation, processing, and approvals. Also make sure that no documents using units or accounts in the routing view are in the middle of routing.

Once a routing view has been created, it cannot be renamed; however, the description can be updated at any time. To update the description:

Click [EDIT] next to the description to unlock the field.
Type the new description.
Click Save. The updated description will appear.

Units/Accounts

The Units/Accounts column displays links that indicate how many units or accounts are assigned to routing views. Clicking [UNITS(X)/ACCOUNTS(X)] will display the Units/Accounts box, which allows you to view and update the units or accounts in the routing view.

The Units/Accounts box displays a table containing the following columns:

Type: Identifies whether the item is a unit or account.
Unit/Account: Identifies the unit or account number.
Hierarchy Type: Identifies whether a unit is a funding unit, organizational unit, or both. This column will always be blank for accounts.
Note: A unit can be a funding unit, an organizational unit, or both.
Delete: Provides the option to delete accounts from the routing view. Only office managers and delegates will see this column. Units will never have a delete option. To remove them from a routing view, they must be moved to another routing view.

A unit or account can belong to only one routing view; however, routing views can contain multiple units and accounts.

To move a unit or account to a routing view:

Click [ADD UNIT/ACCOUNT].
Select whether you are adding a unit or an account next to Type.
Type the unit or account number in the Unit/Acct field.
Hint: Masking allows you to add multiple units or accounts to a routing view. You can enter periods (.) as placeholders to include all accounts within a budget group (12345678..).
Click Add. The unit or account will appear at the top of the table.

To delete an account from a routing view:

Find the unit or account you want to remove and click the red X in the Delete column. A dialogue box will ask you if you are sure you want to delete.
Click OK. The unit or account will no longer appear in the table.

To delete a unit from a routing view, you must move it to another routing view.

Note: Because deleting units or accounts can have adverse effects on document processing, verify that they are no longer needed for document creation, processing, and approvals. Also make sure that no documents using the units or accounts are in the middle of routing.