Everything You Wanted to Know About Document of Record (DOR) in Oracle Fusion

1. What is Document of Record

In oracle cloud, we can create document of record to give employees flexibility to upload electronic/soft copy of the documents such as visa, passport, medical result, degree, certificates. Similarly, document of record also gives option to employer to share documents with employee like monthly payslip, tax year-end files, annual compensation letter etc.

Documents of records give rich flexibility to configure approval, configure context sensitive field, override preference and setup notification. Document of records also provides flexibility to create categories and subcategories to have different classification of the documents.

Document of record (DOR) is arguably replacement of SIT/EIT concept, which we had in oracle ebusiness suits. You can create segments of your choice and enable approval as we have been doing in Ebiz. In this article today will see all these features of document of records (DOR) one by one.

2. Business Requirement to setup Document of Record

Before we start configuring document of record, let’s have a hypothetical business requirement.

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Currently client does not have iExpense license so they want to utilize feature provided by document of records as an interim workaround. Workers should be able to raise their Travel and Visa expenses for reimbursement. When workers select reimbursement for Travel Expenses they must provide following information along with the receipt of expense.

• Purpose of Travel : Free text
• Travel Date : Actual date of travel
• Billability : Billable/Non-billable
• Project Name : List of all projects
• Reimburse Amount : Amount they want to reimburse
• Expense Type : List of values such as Per Diem/Airfare/Taxi/Hotel accommodation/Other
• Additional Comment : Comment for approver

This Travel Expense request should go to project manager for approval and then to payroll manager. Workers should not be able to update or delete approved Travel Expense request.

Similarly, for Visa Expenses worker must provide following information

• Type of visa : List of values such as Business/Employment/Other
• Visa Country : List of all countries
• Project Name : List of all projects
• Reimburse Amount : Amount they want to reimburse
• Additional Comment : Comment for approver

This Visa Expense request should go Travel Administrator for approval. Workers should not be able to update or delete approved Visa Expense request.

To achieve above requirements we will need to do following setups

• Create a category : Reimbursements
  • Create one sub category for : Travel Expense
  • Create one sub category for : Visa Expense
• Create a document types : Reimbursements
• Create contexts sensitive segments based on the document type.
• Setup approval based on the document type.

Lets begin the setup

3. Create Document Category (optional)

Document categories provide a way to group documents into meaningful categories at a higher-level .In general, you do not need to create custom categories, there are many categories delivered by oracle, which you can use out of the box. But just to demonstrate the capability an functionality we will be creating a custom category called Reimbursement.

To create a category search for the task Manage Common Lookups and then search for the lookup type DOCUMENT_CATEGORY. Under section DOCUMENT_CATEGORY: Lookup Codes you will see several categories delivered by oracle. You can make use of them or create your own category. For our business requirement, we will create a new category called Reimbursement. For the same click on + (new) icon and enter details as follows.

• Lookup Code : AP_REIMBRSE
• Enabled : Yes
• Meaning : Reimburse
• Description : Reimburse

Once you enter all these details, click on Save and Close button.

4. Create Document Subcategories (Optional)

Now as per the requirements, we will create two subcategories. To create subcategories, search for the task Manage Extended Lookup Codes. You will be on Extended Lookup Codes page. On this screen search for entry Document Category under section Lookup Types. Now scroll below and under section Document Category: Manage Extended Lookup Codes click on + Add icon, to create subcategories.

Now add one by one all your subcategories (Visa and Travel in our case) and click on save.

Once you enter all these details

Once you enter all these details, click on Save button.

5. Create Document Types

By now, we have created document category and sub categories. It is time now to create document types.

To create a document types search for the task Document Types. In the Search Results section click on + Create button and enter for each section as given below.

Document Type Information

• Name : AP Travel Reimbursement
• Country : All Countries
• Category : Reimburse
• Subcategory : Travel
• Status : Active
• Expiration Notification Period : <This is used to send notification if document is going to expire such as visa/passport/license expiry date. We don’t need this is our requirement. Leave blanl >
• Minimum Attachments : 1 <Worker has to compulsory attach at least one document.>
• Approval Required : Yes
• Allow Multiple Occurrences :Yes <This allows user to submit multiple reimbursement>
• Publish Required : No <If we want any document to be available only between specific time frame we choose Yes, since we want workers to submit reimburse anytime it is set to No.>
• Enable Document Delivery Preference : No

Document Record Preferences

• Restrict Create : No
• Restrict Update : Yes <We do not want workers to update approved reimburse request so have selected Yes.>
• Restrict Delete : Yes <We do not want workers to update approved reimburse request so have selected Yes.>

Attributes 

Once you enter all these details click on Submit button. You will receive confirmation message. Click on OK button and you will be back on Documents Type page. Once you save the record, you will not be able to change attributes highlighted in red color.

You can create another document for Visa Reimbursements. You do not need to enter all the detail from scratch. You have option to copy/duplicate existing document. Let see how it works.

When you are in Documents Type page, search for the document we just created AP Travel Reimbursement.

You will see the document in the search result section. While that document name is selected, click on the Duplicate button. This will take you to Create Document Type page. On this screen you can update/change the details as per the requirement.

For visa reimbursement, every details would be same expect following attributes, so change these values and save the record.

• Type : AP Visa Reimbursement
• Subcategory : Visa

6. Create Contexts Sensitive Segments

As per the requirement, we also need to create following context sensitive fields for Travel Reimbursement.

• Purpose of Travel
• Travel Date
• Billability
• Project Name
• Reimburse Amount
• Expense Type
• Additional Comment

To get it done, search for the task Document Records Descriptive Flexfields and open it.

You will be on Document Records Descriptive Flexfields page. On this screen, click on Edit button.

On this screen, click on Manage Contexts button, you are on Manage Contexts page. On this screen click on the + Create button under Search Results section, this will take you to Create Context. Your screen will look like this.

6.1. How to get Context code for document of record?

Now to have our segments populated based on the document type we select, we need to know the Context Code of our document type. There are two ways to get the Context Code.

6.1.1. Get context code from back end

Context code of a document type is stored in the table HR_DOCUMENT_TYPES_B

So you can run below query to get the context code of any document type.

select system_document_type,
document_type_id,
category_code,
sub_category_code,
legislation_code,
creation_date
from hr_document_types_b
order by creation_date  desc

Context codes are in uppercase and prefixed with country code. If you see the extract above, our context codes for Travel and visa expenses, (AP Travel Reimbursement and AP Visa Reimbursement) are listed below. How these codes are generated is explained in second method.

• GLB_AP_TRAVEL_REIMBURSEMENT
• GLB_AP_VISA_REIMBURSEMENT

6.1.2. Get context code from front end

You cannot really see the context code from frontend but you can figure it out with the help of some logics, which are as follows.

1. Context codes are always in upper case – Convert your document type in upper case. For example AP Travel Reimbursement will be converted to AP TRAVEL REIMBURSEMENT.
2. All blank spaces are replaced with underscore (_) If document type contains space in name then replace that with underscore (_). For example, AP TRAVEL REIMBURSEMENT will be replaced with AP_TRAVEL_REIMBURSEMENT.
3. Prefix document type with country code. If its global (for all countries) prefix with For example if AP Travel Reimbursement is configured for India, it would be IN_ AP_TRAVEL_REIMBURSEMENT. If its global it would be GLB_AP_TRAVEL_REIMBURSEMENT

Now we have got the context code, lets enter details as follows

• Display Name : AP Travel Reimbursement
• Context Code : GLB_AP_TRAVEL_REIMBURSEMENT
• API Name : Accept Default
• Enabled : Yes

Once you click on Save button, menus under section Context Sensitive Segments will become active. Now click on the + Create button under Context Sensitive Segments section. One by one enter all your segments here.

Once done, click on Save and Close button. You will be back on Manage Contexts page.

Just follow the steps above to create segments for AP Visa Reimbursement.  Click on Save and Close again and you will be on Document Records Descriptive Flexfields page. Click on Save and Close button and again and you will see below screen.

Click on Deploy Flexfield button and let the process complete.

7. How to use Document of Record? 

If you are interested for approval part also, please check this article » Learn Oracle Cloud Approval Management (BPM & Transaction Console) with examples here I have explained in details how to setup approval requirement mentioned in this article. You can still step Document of Record without configuring approval as follows

To use the document of record employee can navigate to Me » Personal Information » Document Record

You will be on Document Records page. Click on the + Add button to add document. From the Document Type list select AP Travel Reimbursement and you will see all segments we had created earlier as shown in the image below

Based on the approval setup it will go for approval, but if there is no approval setup it will reflect on employees account immediately.

8. More about Document of Record (DOR)

Hope article of of any help. if you have any questions on document of record, do post them here – Oracle Fusion Forum