After an e-record is created, it is stored in the Evidence Store, a secure environment in the database. You can view the e-records, and their associated documents, and print the e-records in a PDF format.
This chapter covers the following topics:
The Evidence Store provides the functionality of querying the e-records repository in the following manner:
The individual product teams determine the XML elements that can be queried upon during creation of the DTDs.
The Evidence Store window displays these elements to the user in a menu. You can select multiple XML elements from multiple menus and provide search criteria for each of them.
Individual search criteria are OR'ed or AND'ed with each other to create an aggregate search criterion, which is used to query the e-records repository.
The search results are presented on the window as multiple rows of e-records based on the number of hits returned by the query.
In the backend the query mechanism uses an intermedia text index to go through each XML document stored in the database to search for individual XML elements. This XML search ability distinguishes the Generic Query from other typical querying applications.
The window is divided into two regions, the top region lets you specify the query criteria and the bottom region shows the results of the query.
There are two options for using the generic query, a Simple option and an Advanced option. The query criteria in the simple option are Event Name, From Date, To Date, and the user id of the e-record signer. All these are individual columns in the EDR_PSIG_DOCUMENTS table. All search criteria fields let you use the standard percent sign for wildcard searching.
The bottom region of the window shows the header level information for the e-records retrieved from the database. This includes the business event name, the unique identifier of the event, the time of its creation, and the time zone in which it was created.
The Advanced option lets you query e-records by directly querying the XML element of the e-record. The Element box on the window takes its values from a LOV and the condition defaults to equals. After selecting a particular element (which corresponds to an XML element), enter a value to be searched.
Navigate to the Evidence Store window.
Select an Event Name using the list of values to search by events.
Enter the E-record ID to search by a specific ID.
Select the Signer Name of the signer to search by a specific signer.
Select a To and From date to view queries within a date range.
Click Search. The search results and their time zone display. The following information displays for each record:
Event Name displays the name of each event.
E-record ID displays the unique e-record ID for each event.
Identifier displays the identifiers used to create the event. If there is more than one identifier, then they are all listed and separated by dashes.
Identifier Value displays the values for the identifiers used in the record. If there is more than one value, then they are all listed and separated by dashes.
Event Date displays the date the event began.
Status displays the status of the event. Valid values are error, pending, complete, and rejected.
Related E-records displays if there are any child records associated to that record.
Click on the Event Name to view the details of a single record.
Select all the e-records you want to print and click Collate and Print.
Navigate to the E-record Generic Query window.
Click Advanced Search.
Select an event name using the list of value to search by events.
Select the name of the signer to search by a specific signer.
Enter the e-record ID to search by a specific ID.
Select a to and from date to view queries within a date range.
Select a query element to search by specific elements. The query elements are defined in the DTD.
Enter a query value to search on a specific value for a query element. If you do not enter a value in this field, then the search results in no records.
If you want to add more criteria, then click Add
Set the logic operator either Show e-records when all search criteria are met or Show e-records when any search criteria is met.
Click Search. The search results and the time zone display. The following information displays for each record:
Event Name displays the name of each event.
E-record ID displays the unique e-record ID for each event.
Identifier Name displays the identifiers used to create the event.Identifier Value displays the values for the identifiers used in the record. If there is more than one value, then they are all listed and separated by dashes.
Event Date displays the date the event began.
Status displays the status of the event. Valid values are error, pending, complete, and rejected.
You can sort by any column that has an arrow next to it. Click the column name to sort in ascending or descending order.
Either click on an event name or select a series of events from the Select box and click View Selected. The record displays with all signer information.
Click Collate and Print. You can select to print one document, several documents, or documents and their related events. Refer to “Printing E-records” for details.
Click Continue.
The detail that displays with each e-record is as follows:
This section displays information about the e-record.
Event Name displays the name of the event.
E-record ID displays the ID for the e-record.
Event Date displays the date of the event.
Identifier displays the name of the specific identifier.
Identifier Value display the value for that identifier.
Stylesheet displays the stylesheet name.
Style Version displays the stylesheet version.
Print Count displays how many times the document has been printed.
Requester is the person who initiated the transaction.
Attachments shows if there are any attachments for the e-record, and lets you navigate to them.
The e-record section displays all the detail information about the e-record. This includes any flexfield information entered about the e-record.
This section displays the users who have approved and signed the transaction.
Signer is the name of the person who signed the e-record.
Date Signed is the date and time the person signed the e-record.
Response is either Approve or Reject.
Reason is the reason code for why this was signed the way it was. This can be modified.
Signer Type is the type of person signing the document. For example, the signer could be the Author or a Reviewer. This can be modified.
Comments contains any comments noted by the signer.
Overriding Details displays any changes to who is signing. If rules were set up that someone else signs when you are on vacation, the information of the original signer displays here.
This section displays information about the transaction the e-record is associated with.
Status displays the current status of the record.
Acknowledgement Date displays the date the transaction acknowledgement was sent.
Acknowledged By displays where the transaction acknowledgement was sent from.
Comments displays any extra comments added.
Print E-record ID displays the unique number of the e-record.
Print Count displays the number of times the e-record has printed.
Print Requester displays the name of the person who requested the print.
Print Event Date displays the date the record was printed on.
E-record Status displays the status of the e-record at that time.
This section displays any parent or child e-records associated with this e-record.
Event Name displays the name of the event.
E-record ID displays the ID for the e-record.
Identifier displays the name of the specific identifier.
Identifier Value display the value for that identifier.
Event Date displays the date of the event.
Status displays the status of the event. Valid values are error, pending, complete, and rejected.
Parent or Child E-record displays any parent or children to that e-record.
On each window that is e-record and e-signature enabled, there is an option on the Action menu for E-record Details. This displays the same window as the generic query, but it works in the context of the current transaction.
The e-records print functionality lets you do the following:
Collate and print multiple e-records
Print e-records with the e-record ID watermark at the top left corner of the page
Print all e-record formats supported by the Oracle E-Records framework
Print related records using Related Event functionality
Specify print characteristics
Maintain audit capability on print activity
Display history along with the e-record details
The printing process collates and prints documents, and prints them out in a single document format. In addition, the collated document can have page numbers of each specific document, or a single series of page numbers for the entire newly collated document.
If you are printing a single record, then select the desired printer. If the printing functionality has signature approval required, then all signatures are required at this time. After the event is signed, the document prints, and the print count changes.
You can also print multiple documents at one time, as well as related documents. If you select to print a document that has related documents, then select the appropriate related documents to print. All related documents are not automatically printed.
You can print both text records and xdoc records. Both types are printed as PDF files. The difference is the look and feel of the document. The text document is a basic line document, while the xdoc document, having been created using an RTF template, has a much more advanced look and feel, including tables and bitmaps. If you are printing both text and xdoc, then the documents are merged together into one PDF file.
The hardcopy printout of an e-record contains standard information, including:
a watermark in the footer that displays the e-record ID, print count, and print date, as well as a message that the record has been printed from a secure account from the Evidence Store.
header information that displays the e-record ID, and all the detail from each e-record.
The document shown in the preview does not contain the watermark information shown on the hardcopy.
You can select many documents to print, or a document with related events. Either selection results in a single PDF file sent to the printer.
Select the documents, or related documents if appropriate, you want to print from the Collate E-records window.
Enable the Create new page numbers for collated documents option to print the entire document with sequential numbering.
Click Continue.
Printing the collated e-record can be set up as a secure, signed event. In addition, the print count for the printing action changes for each print job, thereby letting the administrator see how any times something has been printed. This also helps to maintain a secure environment. Also, if you have any attachments associated with the transactional data, you can see the names of the attachments when you print. These names appear on the e-record, but do not print the body of the attachments.
Select the Printer Name using the list of values from the Print Options window.
Select the Orientation.
Click Go.
Select the printer from the list.
Click Finish.
If the printing process event requires a signature, the List of Signers window displays. Complete the signature process to print the document. The Confirmation window displays.
Ensure that all the information on the Confirmation window is correct. This information includes the name of the event, the e-record ID, the identifier, the identifier value, and the current status of the e-record.
Click OK to complete the process.
Click The draft document is available for preview to view the PDF file before printing.
Close the new window when you are done viewing the document.