UpDate - Vol. 14, No. 12, Page 11
November 17, 1994
TechTalk
Q&A * Q&A * Q&A * Q&A

Q. I keep sending forms and getting them back because the addresses of
my approvers are not correct. Where can I find their correct
addresses?
  
  A. The most current listing of University e-mail addresses can be
     found in U-Discover! The Campus Directory (paper copy) also has a
     list of all staff and their preferred e-mail addresses.
          Remember, if you are sending your form from the UNIX system,
     use the full e-mail address of your approver, as the system
     reading the addresses is still the MVS system. For example, if
     you were sending the form to "ruth," you must use
     "ruth@strauss.udel.edu" as the address.


Q. If I receive a form for approval and it is fine except for one
small bit of information, can I edit that part of the form and send it
on for processing?
  
  A. No. Your options as an approver are limited to "approve,"
     "return" or "reject." You can "reject" the form and include
     comments that tell the originator why you rejected it. The form
     will go directly back to the originator, who can then edit the
     form (without having to retype the whole thing) and send it back
     to you for approval.


Q. What is the difference between "returning" and "rejecting" an
approval request?
  
  A. "Reject" and "return" have different functions for forms on which
     you can designate more than one approver (such as Journal
     Vouchers and Purchase Requisitions).
          If you have more than one designated approver, "return"
     sends the form back to the previous approver (or the originator,
     if there is only one approver). Each subsequent "return" sends
     the form back one approver (until it reaches the originator).
     "Reject" sends the form directly back to the originator.


Q. I have submitted a form and my supervisor has returned it to me
because the account code wasn't correct. How can I correct this
without having to retype the whole form?
  
  A. On MVS, you can use the "useform" command to edit the form. On
     the UNIX system, save the returned form in a file and then use
     the "ezforms " command to edit the form.


Q. I use electronic forms regularly. Most of the time, the information
I fill in is exactly the same and only some of the information
changes. Is there a way to save the standard information so that I can
fill in only what changes instead of filling out the whole form every
time I use it?
  
  A. Yes, there is. However, if the official electronic form is
     updated online, you will have to start using the new one
     (following these same instructions).
          On MVS, once you fill in a form and send it, there will be a
     copy of it in your "letters sent" folder. (To create this folder,
     under "Personal Configuration" ["P"], select "EMC2 Features" and
     turn on option "1" "File duplicate of letters sent.") Move this
     copy to another file you create, and then use the "useform"
     command on that file to edit it each time you want to use it.
          On the UNIX system, fill in the form with the information
     you need.
          Use CTRL-C to "exit" ezforms, and then, instead of pressing
     "Y" to exit, press "S" to save the form.
          Then, when you want to use it again, use the "ezforms
     " command.
                                                          -Ruth Glazer