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Home > Security & Workflow > Job Aids > Creating a UDOC to Reactivate or Modify a User
This job aid describes steps for creating a UDOC to reactivate or modify a user in CORE.
If applicable, please have a completed and signed Statement of Agreement (SOA) and/or a completed and signed CORE Vendor Entry Background Verification (CVEBV) form.
How to Create a UDOC to Reactivate or Modify a User in CORE:
Step 1: From the CORE search bar type UDOC and select UDOC User Maintenance (Financial).
Step 2: Click the Create button in the upper right corner.
This will open a new Create Transaction window, and you will be on the Header tab of the UDOC.
Step 3: Enter a Transaction Department (this is the user’s Home Department).
Step 4: Enter a Transaction ID following the naming convention userIDyyymmdd (the CORE user ID followed by the current year, month, and day).
In the example below the UDOC was created on 07/19/2023 for a.weasley
Note: Transaction IDs are limited to 20 characters. Truncate user IDs as needed to meet the 20-character limit.
Step 5: Click the Continue button in the upper right-hand corner.
Step 6: In the Header tab, enter the User ID into the associated field, following the naming convention of first initial of first name, period, and last name.
The User ID should be entered with all lowercase and NO special characters. In the example below a.weasley is used for Arthur Weasley
Step 7: Click the Populate From Existing User button from the 3-dot menu on the right-hand side next to the Attachment button. This is a CRITICAL step in the process.
NOTE: The Action status will automatically change to Update.
Step 8: Scroll down to Directory Information section and make updates to the following information, if appropriate:
Last Name
First Name
Email Address
Phone Number
Extension, if applicable.
Step 9: Scroll down to the Home Organization section and enter the user's Home Department in the Department field. You may use the Division field as an optional data entry field to pre-assign a valid D.
Note: The UDOC Validation step will not warn you if the Division code you have entered is not valid for the user’s Department. An invalid code may prevent that user from creating financial transactions they would otherwise be authorized to create. CORE Operations advises Controllers and Security Administrators who wish to use the UDOC Division field to take extreme care that only valid Division Code values are used.
Step 10: In the Account Options section,
Locked Out equals Active
Bad Logins Count equals 0.
Bad Password Reset Count equals 0.
Use Default Home Page Window box is checked.
Step 11: In the Password Maintenance section, ensure that NO boxes are checked:
Reset Password
Generate New Password
Expire New Password
Step 12: In the Applications section check both boxes:
ADVANTAGE Financial
PASSWORD RESET
If PB Access is NOT required, please skip ahead to step 13 and 'Continue to Complete New User UDOC'
If PB Access is required (including Reporting) then, please complete the 4 REQUIRED steps below:
Step 1a: In the Applications section, check the ADVANTAGE Performance Budgeting box and click Save.
Step 2a: At the top of the screen, select 'Add Comment'
Select the (+) add button
Enter PB Access in the Subject field
Select the arrow to expand the field
In the Comment Box, Explicitly state 'PB Access Approved' and list all Security Orgs
(e.g. PUBLIC, F, APPS-F, FUNDS-F this is an example for Cabinet F) or use another active User ID to mirror access in the Comment field.
Click 'Save' and confirm the Comment section has been updated.
Click 'Back'
Step 3a: In the 'Security Roles' Tab, click '+' to add the PB security role
Enter 'D_SW_UDOC_PBACC' in the 'Security Role ID' field and enter a UNIQUE 'Precedence.' (In the example below, the Precedence is '2')
Click 'Save'
Step 4a: To enable PB Reporting, go back to the 'Header' tab
Scroll down to 'Reporting User Information (Needed for PB Reporting)' and enter the user's USER ID in the 'Reporting User Information' field.
IMPORTANT: The 4 steps above are REQUIRED to successfully give PB Access.
As a best practice, comments should be added to a UDOC before it reaches the status of “Final”. CORE Operations will receive an automatic email notification from CORE when the PB Approval security role, D_SW_UDOC_PBACC, has been “Add”ed or “Update”d and additional security roles are “Add”ed on a user’s UDOC and it reaches the Final phase.
Continue to Complete a UDOC to Reactivate or Modify a User:
Step 13: Click on the Attachments link on the right-hand side of the page and attach the SOA and CVEBV if applicable:
Step 14: This opens a new page for Attachments, using the Browse and Drop links select and attach the required documents and click Upload.
Step 15: Click the Save button in the upper right corner.
Step 16: Click on the Security Roles tab.
Step 17: Click '+' to add a security role
Note: All existing security roles will be marked with Action status of Update.
Step 18: On the new line, click the Search and Select Security Role ID button to search and select sercurity role.
Step 19: Enter a unique Precedence number.
As a general rule of thumb, the Precedence value for the new line is one (1) more from the last record starting at 1 adding sequentially.
⚠️ IMPORTANT: Precedence levels must be unique, and you should never re-use a precedence number from an old security role, even if the security role has been removed from the UDOC. The transaction will not throw an error when validating, but the final approver of the UDOC will not be able to approve if precedence levels are repeated.
Step 20: Add any subsequent rows as required until all new security roles are added repeating steps 16-19.
Step 21: To remove a security role, click and highlight the row you want to remove. Then click on the 3-dot menu and click the X Remove link.
Once you click the Remove link the row will be marked with an Action of Delete and it will be struck through with a red line. You will also get a message above the Header of the UDOC that states, “Line is marked as remove, please press Submit to remove the marked lines permanently.”
⚠️ IMPORTANT: Do NOT click the trash can Delete button from the 3-dot menu to remove a security role.
Step 22: Click the Save button
Step 23: Click the Validate button
Step 24: Click the Submit button
Step 25: Click on the Business Roles tab
Step 26: To add a new Business Role, click the '+' (insert new line) button
Note: The Add radio button will automatically be marked
Step 27: On the new line click on the Search and Business Role ID button
Step 28: Search and select the appropriate Business Role from the list and select OK
Note: If PB Access is required, then an applicable PB Business Role should be selected
Step 29: Click on the Workflow Roles tab
Step 30: On the new line click on the Search and Select Role ID button.
Step 31: Search and select the appropriate Workflow Role from the list and select OK
Step 32: Click the Save button.
Repeat steps 26-31 for any additional Business Roles.
Step 33: Click the Validate button in the upper right hand corner.
NOTE: Users requesting access to the PB Application must receive authorization from the Controller(s) of the requested department(s). The approval to grant foreign organization access must be indicated by a comment by said Controller(s) on the UDOC listing authorized Security Orgs and Groups.
After requesting CORE PB Access, you will want to allow 2 to 5 business days for the System Administrator to process your request. (Note: Even if System Administration processes your PB Access on the same day that it was requested, you will still need to wait for the nightly cycle to process for your access to be active).
If it has been more than 5 business days and you’re having an issue accessing the PB Application, please email the CORE Help Desk (core.help@state.co.us) for further help. Please be sure to include the CORE User ID, department code, transaction type, and a brief explanation of what you are trying to do (enter, approve, modify, etc.).
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