eDoc System (User Guide)
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Contents
Contents ................................................................................................................................................ 1
Introduction .......................................................................................................................................... 1
Permissions ........................................................................................................................................... 2
System Set up........................................................................................................................................ 2
Eref Component .................................................................................................................................... 3
5.1
Transaction Details........................................................................................................................ 3
5.2
Transaction Ref Details ................................................................................................................. 4
5.3
Update/Edit Transaction Reference Details ................................................................................. 5
5.4
Transaction Referee Details .......................................................................................................... 6
5.5
Transaction Errors ......................................................................................................................... 7
PG Component .................................................................................................................................... 10
6.1
PG Transaction List ...................................................................................................................... 10
6.2
Transaction Doc Details .............................................................................................................. 11
6.3
Update/Edit Transaction Applicant Details................................................................................. 13
6.4
PG Transaction Errors ................................................................................................................. 13
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Application .......................................................................................................................................... 16
How do I update student data? .......................................................................................................... 16
How do I eliminate records from error log? ....................................................................................... 16
When are the files downloaded, uploaded or URL updated in BPM? ................................................ 16
Why do I get surname/student ID not found even when records are in SITS? .................................. 17
Can I re-run processes (download/upload/BPM) on the fly? ............................................................. 17
What does this error mean - ERROR HANDLER ACTIVATED? ............................................................. 17
Which BPM base URL does eDoc system interacts with? ................................................................... 17
How do I know which files/records will be downloaded from forms builder? .................................. 18
How do I know which documents will be uploaded to Site builder?.................................................. 18
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Introduction
This is a user guide for the eDoc system developed in-house for the University of Warwick. There are
two components within the eDoc system –
a) E-ref (reference documents)
b) PG approval (pg applications and scholarships)
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The system is designed to –
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Download documents from forms builder (through a scheduler)
Upload documents to Site builder (through a scheduler)
Update document URL along with other details in BPM(through a scheduler)
Enable staff members (Postgraduate Admissions Team) to view documents uploaded in BPM.
Staff members can view these documents -e-references, pg-approval and scholarship
documents
View/correct errors that appear because of the data mismatch between BPM and forms builder.
Permissions
eDoc system is currently accessed by a group of staff members( Postgraduate Admissions Team). These
members need to be in a particular web group (in-erefs-adminstaff) to access this system. New
members can be added only by IT staff. You would need to raise request to IT helpdesk to gain access.
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System Set up
You can configure various parameters through these menu options (one for eRef and other for PG docs).
These parameters are configurable –
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Download Submission date - download forms builder submissions from a specific URL based on
this date entered
eRef URLhttps://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/study/postg
raduate/erefs)
PG Approval Docs URLhttps://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/study/postg
raduate/apply/supportingdocuments
https://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/services/ac
ademicoffice/ourservices/saro/admissions/pgselectors/upload
Scholarship Docs URL https://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/services/ac
ademicoffice/gsp/scholarship/apply/transcripts/supportingdocumentsupload
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Download process – Download scheduler will start only if this flag is yes
Download multiple submissions – Download submissions from forms builder for multiple dates
starting from date as specified in download submission date field
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Upload Submission date – upload reference documents to site builder based on this submission
date
Base upload URL http://www2.warwick.ac.uk/services/academicoffice/ourservices/pga_approvals/erefprocess/
Upload will only happen if files have been first downloaded from forms builder through download
process
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Upload process – Upload scheduler will start only if this flag is yes
Upload multiple submissions – Upload documents corresponding to multiple forms builder
submissions if set to true
BPM Process- BPM scheduler will start only if this flag is true.
Error notification mail Id(s) –Any errors generated through eref component should be mailed to
these Ids
Max limit for multiple submissions - Upload/download scheduler will process for these many
days starting from download/upload submission date (the multiple upload /download
submission flag should be Yes in this case)
Eref Component
5.1 Transaction Details
One can view total files downloaded from forms builder, files uploaded to site builder and BPM status
through this screen. On a daily basis, files are downloaded from this URL https://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/study/postg
raduate/erefs
Forms builder files are downloaded for a particular date as set in System Setup screen (download
submission field). Files are also uploaded to site builder based on the date set in System Setup screen
(upload submission).
The download scheduler runs every morning picking up Eref data from forms builder
(http://www2.warwick.ac.uk/study/postgraduate/erefs) and generates a record in the eDoc system.
The two files are downloaded from forms builder – CSV and zip. CSV file contains the forms builder data
and zip file contains the associated reference documents. Once the download process is complete, a
Transaction Detail record gets created in the eDoc system. Also, download submission date (field in
System Setup screen) gets incremented. If the download process was successful and all files (CSV/ZIP)
are downloaded, you will be able to see a record here for that particular transaction date.
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5.2 Transaction Ref Details
Upload scheduler (running every morning) extracts data from CSV and zip files and based on that 
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creates records in transaction ref details list (screen that is shown below and accessed by
clicking Id field of Transaction Details List)
uploads all files to site builder. The base URL as -
http://www2.warwick.ac.uk/services/academicoffice/ourservices/pga_approvals/erefprocess/
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One can view the transaction reference details (applicant id, surname, course, reference documents,
etc) through this screen. In case upload scheduler is successful for a particular date, you will be able to
see records created here along with their upload site builder path. User will be able to view data here as
entered by referees through forms builder page (http://www2.warwick.ac.uk/study/postgraduate/erefs)
There is a BPM update flag that gives an indication if data (referee details, doc URL, etc) has been
successfully passed to BPM. In case data is incorrect and does not get updated in BPM (example –
surname mismatch, applicant id mismatch), you can edit that particular transaction by clicking Edit link
and update the record. This Edit link will only be displayed if the BPM update flag is false. Once BPM
updates reference doc details (BPM Update Flag = True), you will be only able to View this transaction
record. Staff can use this Edit screen if errors are generated by BPM such as “Student and surname
mismatch” and would like to change data. Once you change data in eRref system, details changed flag
will be set to true.
5.3 Update/Edit Transaction Reference Details
The following screen is displayed when you click Edit/View link of Transaction Ref Details screen. Staff
can use this screen to view/update applicant/surname details.
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5.4 Transaction Referee Details
By clicking the applicant Id of Transaction Ref Details (5.2), you can view referee details.
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5.5 Transaction Errors
BPM eRef scheduler runs every morning and passes student reference details to the BPM system. For
each transaction reference detail record, following details are passed to BPM –
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docURL
studentId
surname
referee
userId (fixed value – eRefWeb)
docType(fixed value – eReference)
originalSeen(fixed value –YES)
BPM system updates referee details if the student/surname match is found. In case there is a mismatch
or if any other issue, error is generated by the eRref system. These errors get generated daily and all
users whose mail Id is set in Error notification mail id(s) field (System set up menu screen) are notified.
You will receive an email early morning if errors are there and your mail Id is set in System set up menu
screen.
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Staff can analyse these errors and edit transaction reference details to change applicant Id or surname
(if required). This is the same screen that one can view by clicking – Transaction Details Screen/ Id
Field/Edit Link (5.3) -
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Once you change details here, system will update Ref Dtls Changed flag to true (flag you can see on
Transaction Errors screen). This transaction reference details will be passed to BPM next day through
the BPM scheduler and if details are right, BPM will be updated. Record will disappear from the error
log. There are occasions where user will have to manually update record in the BPM system directly. If
that is the case, you just click Edit field of Error Record and set manual BPM update flag as true. System
will remove this error. The aim of the staff will be to have 0 error records displayed.
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PG Component
6.1 PG Transaction List
One can view total files downloaded from forms builder, files uploaded to site builder and BPM status
through this screen below.
On a daily basis , files are downloaded from these 3 URL s (URL’s configurable through System
configuration menu option by admin staff member) https://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/study/postg
raduate/apply/supportingdocuments
https://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/services/ac
ademicoffice/ourservices/saro/admissions/pgselectors/upload
https://sitebuilder.warwick.ac.uk/sitebuilder2/forms/submissions/submissions.html?page=/services/ac
ademicoffice/gsp/scholarship/apply/transcripts/supportingdocumentsupload
Forms builder files are downloaded for a particular date as set in PG System Setup screen (download
submission field). Files are also uploaded to site builder based on the date set in System Setup screen
(upload submission).
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The download scheduler runs every morning picking up PG document and scholar ship data from forms
builder (http://www2.warwick.ac.uk/study/postgraduate/apply/supportingdocuments ,
http://www2.warwick.ac.uk/services/academicoffice/ourservices/saro/admissions/pgselectors/upload,
http://www2.warwick.ac.uk/services/academicoffice/gsp/scholarship/apply/transcripts/supportingdocu
mentsupload ) and generates a record in the eDoc system. The two files are downloaded from forms
builder – CSV and zip from three different URLs (total 6 files). CSV file contains the forms builder data
and zip file contains the associated reference documents. Once the download process is complete, a PG
Transaction Detail record gets created in the eDoc system. Also, download submission date (field in PG
System Setup screen) gets incremented. If the download process was successful and all files (CSV/ZIP)
are downloaded, you will be able to see a record here for that particular transaction date. Each forms
buider submission entry can have more than one supporting documents.
6.2 Transaction Doc Details
PG upload scheduler (running every morning) extracts data from CSV and zip files and based on that 
creates records in transaction doc detail (screen that is shown below and accessed by clicking Id
field of PG Transaction Details List)
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uploads all files to site builder under this base URL http://www2.warwick.ac.uk/services/academicoffice/ourservices/pga_approvals/pgapprovalproces
s/ )
One can view the transaction reference details (applicant id, surname, type, upload path, doc
description, document upload category, etc) through this screen. In case upload scheduler is successful
for a particular date, you will be able to see records created here along with their upload site builder
path.
User will be able to view data here as entered by staff/student through forms builder page –
STUDENT -http://www2.warwick.ac.uk/study/postgraduate/apply/supportingdocuments
STAFF http://www2.warwick.ac.uk/services/academicoffice/ourservices/saro/admissions/pgselectors/upload
STUDENT (scholarship documents)http://www2.warwick.ac.uk/services/academicoffice/gsp/scholarship/apply/transcripts/supportingdocu
mentsupload)
There is a BPM update flag that gives an indication if data (doc URL, doc type, etc) has been successfully
passed to BPM. In case data is incorrect and does not get updated in BPM (example – surname
mismatch, applicant id mismatch), you can edit that particular transaction by clicking Edit link and
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update the record. This Edit link will only be displayed if the BPM update flag is false. Once BPM updates
doc details (BPM Update Flag = True), you will be only able to View this transaction record. Staff can use
this Edit screen if errors are generated by BPM such as “Student and surname mismatch” and would like
to change data. Once you change data in eDoc system, details changed flag will be set to true.
6.3 Update/Edit Transaction Applicant Details
The following screen is displayed when you click Edit/View link of Transaction Doc Details List screen.
Staff can use this screen to view/update applicant/surname details.
6.4 PG Transaction Errors
BPM PG doc scheduler runs every morning and passes student document details to the BPM system. For
each transaction reference detail record, following details are passed to BPM –
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docURL
studentId
surname
referee
userId
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docType
originalSeen
BPM system updates PG applicant document details if the student/surname match is found. In case
there is a mismatch or if any other issue, error is generated by the eDoc system. These errors get
generated daily and all users whose mail Id is set in Error notification mail id(s) field ( PG System set up
menu screen) are notified. You will receive an email early morning if errors are there and your mail Id is
set in System set up menu screen.
Staff can analyse these errors and edit PG transaction applicant details to change applicant Id or
surname (if required). This is the same screen that one can view by clicking – PG Transaction List / Id
Field/Edit Link (6.3) -
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Once you change details here, system will update Dtls Changed flag to true (flag you can see on PG
Transaction Errors screen). This PG transaction record will be passed to BPM next day through the BPM
scheduler and if details are right, BPM will be updated. Record will disappear from the error log. There
are occasions where user will have to manually update record in the BPM system directly. If that is the
case, you just click Edit field of Error Record and set manual BPM update flag as true. System will
remove this error. The aim of the staff will be to have 0 pg error records displayed.
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Application
eDoc system can be found by typing this URL - https://eref.warwick.ac.uk
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How do I update student data?
If errors are generated in transaction error table and you would need to correct student id or surname,
then you should do this –
eRef – Clicking transaction errors/ Ref Dtls – This will take you to a screen where you can update student
details (see -Update/Edit Transaction Reference Details-5.3 )
PG Approvals – Clicking PG transaction errors/ Dtls Changed – This will take you to a screen where you
can update student details (see -Update/Edit Transaction Applicant Details-6.3 )
Scheduler will re-run the next day and records will be removed from transaction error table the BPM
system will be updated with latest details.
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How do I eliminate records from error log?
You can also eliminate records from error log by fixing student data (changing their surname or
applicant id). Scheduler will re-run the next day and records will be removed from transaction error
table.
If you have recognised that you can’t fix errors through this system and would prefer to manually
update the BPM system then you should do this eRef – Clicking transaction errors/ Edit – This will take you to a screen where you can change manual
update flag to yes. You would need to press Update Error log to save your changes.
PF Approvals – Clicking PG transaction errors/ Edit – This will take you to a screen where you can change
manual update flag to yes.
10 When are the files downloaded, uploaded or URL updated in BPM?
There are various schedulers that run early morning every day. These are configured on UNIX box in one
of the properties file. Currently these are the settings SCHEDULER
EREF
PG Approval
Download from forms builder
6 AM
6.45 AM
Upload to site builder
6.15 AM
7.00 AM
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BPM updation
6.30 AM
7.15 AM
11 Why do I get surname/student ID not found even when records are in SITS?
There is an overnight refresh process from SITS to BPM (5.30 AM) making students available in BPM. If
that process fails because of some reason, students will not be available even if they are present in SITS.
You may get this error in that case as BPM refers to its own copy rather than SITS to check students.
BPM also run a process at 7.50 AM every morning where emails are sent detailing them about new
documents uploaded in BPM based on student applications (courses).
12 Can I re-run processes (download/upload/BPM) on the fly?
No. They are run through a scheduler but there is a future enhancement where user will just click a
button and run those processes should there be a need.
13 What does this error mean - ERROR HANDLER ACTIVATED?
When BPM tries to update details based on various paras passed from eDoc system, it will genarte the
above error if value stored exceeds its limit. The only way to correct is by fixing data at eDoc side. If the
data can’t be fixed, you can manually update the flag for that transaction error (5.5- error log details
screen) and get rid of this error . Fixing of data can be done by the IT staff.
Example - if the document name was too big entered by referee, it needs fixing of document name,
upload URL in the transaction record. Also the new document would need to be uploaded at the new
site builder URL.
Normally all those checks should be done at forms builder page so that users are restricted from
entering too big field values.
14 Which BPM base URL does eDoc system interacts with?
eDoc system interacts with postgrad.warwick.ac.uk URL.
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15 How do I know which files/records will be downloaded from forms builder?
You would be able to know this by looking at download submission field of system set up screen. The
forms builder submission records will be downloaded based on this date when scheduler will re-run
16 How do I know which documents will be uploaded to Site builder?
You would be able to know this by looking at upload submission field of system set up screen. The
documents will be uploaded based on this date when scheduler will re-run (records that were submitted
on forms builder on this date). In order to upload documents, download scheduler should have first
downloaded documents.
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