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Release Notes (Version 1.0)
FY17 Q1 - Document Management
Federal Acquisition Service (FAS)
AAS Business Systems (AASBS)11/29/2016
Release Notes for GSA Users and Support Users
Software Version 16.22.0
Assisted Acquisition Service Release Notes v.16.22.0
Table of Contents1.0 Task Information................................................................................................................1
1.1 Task Client......................................................................................................................... 1
2.0 Task Requirements............................................................................................................12.1 Purpose............................................................................................................................. 1
3.0 Enhancements................................................................................................................... 13.1 Document Management Navigation...................................................................................13.2 Standalone Contract File Search Page..............................................................................23.3 Standalone Contract File Page..........................................................................................33.4 Editing the Contract File.....................................................................................................63.5 Adding a File Attachment...................................................................................................83.6 Editing a File Attachment.................................................................................................113.7 Deleting a File Attachment...............................................................................................123.8 Navigating to the Contract File from TOS and ITSS........................................................143.9 New General Correspondence Category for Modifications in TOS and ITSS..................16
Follow-On Support........................................................................................................................17
List of FiguresFigure 1: LifeRay Navigation to Document Management................................................................2Figure 2: Contract File Search Page – Simple Search...................................................................2Figure 3: Contract File Search Page - Advanced Search..............................................................3Figure 4: Contract File Search Page - Search Results Table........................................................3Figure 5: Not Authorized to Access Contract File..........................................................................4Figure 6: Contract File View Only...................................................................................................4Figure 7: Contract File Navigator...................................................................................................4Figure 8: Contract File................................................................................................................... 5Figure 9: Contract File Edit Button.................................................................................................5Figure 10: Cannot Edit Message...................................................................................................6Figure 11: Contract File Edit Page..................................................................................................6Figure 12: Contract File Edit Page Buttons.....................................................................................7Figure 13: Enabling the Edit and Delete Buttons...........................................................................7Figure 14: Disabling Add and Edit Buttons....................................................................................7Figure 15: Add Attachments Page.................................................................................................8Figure 16: Add Attachments Validations........................................................................................9Figure 17: Add Another Attachment.............................................................................................10Figure 18: Add Attachment Success Banner...............................................................................11Figure 19: Edit Button Error Messages........................................................................................11Figure 20: Delete File Confirmation Message..............................................................................13Figure 21: Not authorized to delete error.....................................................................................13Figure 22: Navigating to the Contract File - TOS.........................................................................14Figure 23: Navigating to the Contract File – ITSS........................................................................15Figure 24: General Correspondence Category for ITSS/TOS Mods............................................16
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Revision HistoryDate Author Version Description
11/29/2016 Jeff Lobaugh 1.0 Final Draft
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Assisted Acquisition Service Release Notes v.16.22.0
1.0 Task InformationTask Title: General Services Administration (GSA) AASBS – ASSISTDocument Title: Document Management Release Notes
1.1 Task ClientGeneral Services Administration (GSA)Federal Acquisition Service (FAS)Office of the Chief Information Officer 2100 Crystal Drive, Rm. 11052 Arlington, VA 22202
2.0 Task Requirements
2.1 Purpose The primary objective of the Document Management project for ASSIST Product Increment One was to implement a series of enhancements to the AASBS functionality formerly referred to as Central ECF. These enhancements include:
Split the ECF Order Search and ECF File Contents pages into two, standalone pages. Split the Contract File into View only and Edit pages. Update the Contract File order navigator to mimic the Central Invoice Service (CIS) fixed-
width navigator Develop new pages to add and edit attachments. Normalize, as practical, role-based privileges to add, edit and delete attachments from
the contract file. Update navigation links from ITSS, TOS and from the LifeRay portal to the new
Document Management functionality. Update RBA WEB ATTACH in TOS and ITSS to allow a user to select a General
Correspondence category when attaching files to an order modification.
A single Service Now enhancement change request, CHG95480, was established for this project.
3.0 Enhancements
3.1 Document Management Navigation3.1.1 User Impact
LifeRay landing pageo All RBA and NBA users
3.1.2 Impact to WorkflowNone.
3.1.3 Change DescriptionUsers have had the ability to access a contract file without first opening an order. This was accomplished by clicking on LifeRay links to access the order search page. This process remains unchanged with the exception of the naming of the LifeRay links.
The ASSIST Acquisition Menu link has been changed to Contract File Search, and The Direct Access to Shared Web-Services portlet link has been changed to Contract
File Search.
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Figure 1: LifeRay Navigation to Document Management
3.1.4 Interface ImpactRe-labeled LifeRay links.
3.2 Standalone Contract File Search PagePrior to this enhancement, when a user accessed search, they were navigated to a page containing two tabs. One tab contained the search functionality and the second tab contained the contract file contents for the selected Order ID. With this enhancement, when the user will be navigated to a standalone search page.
3.2.1 User Impact Contract File Search Page
o All RBA and NBA users.
3.2.2 Impact to WorkflowNone.
3.2.3 Change DescriptionWhen the user clicks on the Contract File Search link from the portal, the system navigates them to the Contract File Search page. This page is patterned after the old ECF search page and provides the same functionality allowing the user to perform a simple search by entering an Order ID, ACT Number, PIID, etc. and clicking on the Search button.
Figure 2: Contract File Search Page – Simple Search
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Similarly, Document Management retains the capability allowing the user to click on the Advanced Search button to enter more granular search filtering criteria.
Figure 3: Contract File Search Page - Advanced SearchThe search results table has been updated, but largely functions the same.
Clicking on a column header re-sorts the table Users can still export the search results to Excel and PDF formats. Clicking on an Order ID will navigate the user to the Contract File.
Figure 4: Contract File Search Page - Search Results Table
Users can navigate back to the LifeRay portal by clicking on GSA ASSIST logo or on the ASSIST Menu Home tab.
3.2.4 Interface ImpactUpdated Contract File Search page.
3.3 Standalone Contract File PagePrior to this enhancement, when selected an Order ID, they were navigated to the Electronic Contract File Contents tab in Central ECF. With this enhancement, clicking on an Order ID will navigate the user to a standalone Contract File page for the Order ID.
3.3.1 User Impact Contract File Page
o All RBA and NBA users
3.3.2 Impact to WorkflowThere are no impacts on workflow. All of the Central ECF role-based access controls that allowed, or prevented as user from accessing a contract file remain in place for Document Management. A user not authorized to access a contract file will receive a notification message indicating such.
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Figure 5: Not Authorized to Access Contract File
3.3.3 Change DescriptionIf a user is authorized to view a contract file, clicking on the Order ID from search will navigate to the View Only Contract File page. The system will present an Order Search button, that when clicked will navigate the user back to the Contract File Search page.
Figure 6: Contract File View Only
When the Contract File displays, users will notice that the sliding navigator has been replaced by a fixed-width navigator similar to that seen in the Central Invoice Service. Both RBA and NBA users have the ability to click on navigator links to:
Open the Task Overview Report Navigate to the order package by clicking on an Order Package link Navigate to CIS by clicking on the Invoices and Acceptance Reports link.
Figure 7: Contract File Navigator
The contract file, when opened, is in a View Only mode providing access to all file attachments associated with the selected Order ID. The contract file displays files:
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Attached through workflow in ITSS or TOS Attached by Central Award Service PDF generator Attached through Central Invoice Service Attached through legacy Central ECF
From within the table, users can click on the filename to open the attachment.
Figure 8: Contract File
If a user is authorized to add new attachments, or to edit or delete existing attachments, they will be presented with an Enabled Edit button at the top of the page. This edit button replaces the familiar Manage Attachments button.
Figure 9: Contract File Edit ButtonIf the button presents as disabled, this indicates that:
The user is not authorized to edit the contract file, The order has been closed, cancelled, or marked as complete.
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If the user attempts to click on the disabled edit button for a closed order, the system will display the following message.
Figure 10: Cannot Edit Message
Similar to the legacy Central ECF functionality, users still have the ability to export the contents of the contract file to Excel or PDF formats.
3.3.4 Interface ImpactNew view only Contract File page.
3.4 Editing the Contract FileAs previously mentioned in these release notes, the Manage Attachments button has been replaced by the view only Contract File page Edit button. When this button is clicked the user will be navigated to the Contract File edit page.
3.4.1 User Impact Contract File Edit Page
o All RBA and NBA users authorized to edit a contract file.
3.4.2 Impact to WorkflowThere is only minimal impact to users familiar with the legacy Central ECF Manage Attachments functionality.
3.4.3 Change DescriptionWith this enhancement, clicking on the Edit button will navigate the user to the Contract File Edit page. Users will notice that the file attachments that display in the table are only those that were previously uploaded through legacy Central ECF. Files attached by the system cannot be edited or deleted.
Figure 11: Contract File Edit Page
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Users will notice the Add, Edit, and Delete buttons displayed above the file attachments table when the Contract File is placed in edit mode. When the page displays, only the Add button will display as enabled.
Figure 12: Contract File Edit Page ButtonsBasic rules for editing the Contract File:
Users cannot add a file if an attachment record is selected in the table. Users cannot edit more than one attachment record at a time. A user must have a Contracting Officer Role to delete an attachment from the
contract file.
If a single attachment record is selected from the table, the Add button will become disabled and the Edit and Delete buttons will become enabled.
Figure 13: Enabling the Edit and Delete ButtonsIf multiple records are selected from the table, only the Delete button will become enabled. Multiple files can be selected for deletion, but only one file attachment record can be edited at a time.
Figure 14: Disabling Add and Edit Buttons3.4.4 Interface ImpactThe Contract File edit page is a new user interface, but the impact to users should be minimal as the functionality largely mimics legacy Central ECF Manage Attachments functionality.
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3.5 Adding a File AttachmentThe Document Management functionality is presented to the user on a new page, but it largely mimics the legacy Manage Attachments functionality.
3.5.1 User Impact Add Attachment Page
o All authorized RBA and NBA users
3.5.2 Impact to WorkflowNone.
3.5.3 Change DescriptionWhen the Contract File Edit Page Add button is clicked, the user will be navigated to the Add Attachments page.
Figure 15: Add Attachments Page
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The requirements and restrictions for adding a file attachment are identical to those in legacy Central ECF.
Users browse and select a file from their local machine, Users can optionally enter a description for the attachment Users are required to select a Tab Users are required to select a Category Users cannot duplicate filenames Users cannot upload files greater than 50mb Users cannot upload executable files.
If the user omits a mandatory data entry requirement, or violates the duplicate filename or file size restrictions, the system will display field level validation errors.
Figure 16: Add Attachments Validations
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Important Note: In legacy Central ECF, the system allowed all RBA users and NBA Contracting users to add an attachment and select any tab and category. However, NBA Project Managers and Group Managers were restricted to only attaching files to the Post Award Documentation tab. This restriction has been lifted under Document Management. All users authorized to add attachments to the contract file can select from all tabs and categories.
Similar to legacy Central ECF, Document Management will allow the users to add multiple attachments up to six (6) at a time. Before pressing the save button, clicking on the Add Another Attachment link will expose another set of data entry fields. Once the user has added six files, the link will disappear.
Figure 17: Add Another Attachment
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When the Save button is clicked, the system will perform all field-level validations. If there are none, the system will display a success banner message at the top of the page. The system will additionally clear all data entry fields allowing the user to add more attachments if desired. Clicking on the Cancel/Return button will navigate the user back to the Contract File Edit page.
Figure 18: Add Attachment Success Banner
3.6 Editing a File AttachmentDocument Management restricts users to editing a single attachment at a time. However, users will find that they now have the ability to edit the description field which was previously not permitted under legacy Central ECF.
3.6.1 User Impact Edit Attachment Page
o All authorized RBA and NBA users
3.6.2 Impact to WorkflowNone.
3.6.3 Change DescriptionThe process for editing a file attachment record begins with the user selecting a record from the contract file and clicking on the enabled Edit button. If the user fails to select a record, or selects multiple records and clicks on the disabled Edit button, the system will display the following error messages respectively.
Figure 19: Edit Button Error Messages
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When the user properly selects a single file attachment record and clicks on the enabled Edit button, the system will navigate to the Edit Attachments page. The system:
Will display the filename in a read-only fashion. Will allow the user to add or edit the description Will allow the user to select a new tab or category.
o If a new tab is selected, a new category must be selected. Will allow the user to cancel the edit and return to the Contract File edit page without
saving changes.
3.7 Deleting a File AttachmentDocument Management will allow one or more file attachment records to be deleted from the Contract File.
Important Note: Legacy Central ECF allowed all RBA users and NBA Contracting users to delete file attachments, but restricted NBA Project Managers from doing the same. Document Management normalizes this function to Contracting Officer users only for both RBA and NBA.
3.7.1 User Impact Delete Attachment
o All authorized RBA and NBA Contracting Officer users
3.7.2 Impact to WorkflowNon-CO RBA users accustomed to deleting file attachments will now be required to request a file to be deleted.
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3.7.3 Change DescriptionThe process for deleting a file attachment record begins with the Contracting Officer user selecting one or more file attachment records from the contract file and clicking on the enabled Delete button. The system will display a confirmation message asking the CO to confirm that they want to delete the selected file(s). The message will display a list of the selected file names. If the CO presses the Cancel button, the delete process stops. If they press the OK button, the system will proceed and delete the selected file(s).
Figure 20: Delete File Confirmation Message
If a non-Contracting Officer user attempts to select and delete a file attachment record, the system will display an error message.
Figure 21: Not authorized to delete error
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3.8 Navigating to the Contract File from TOS and ITSSThe Document Management enhancement did not change how users navigate to the contract file from within TOS and ITSS.
3.8.1 User Impact TOS Electronic Contract File link
o NBA Users ITSS ECF Order Leg Link
o All authorized RBA users
3.8.2 Impact to WorkflowNone
3.8.3 Change DescriptionTo navigate to the Contract File for a TOS order, the user will click on the Electronic Contract File navigator link and then on the Electronic Contract File page header link.
Figure 22: Navigating to the Contract File - TOS
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To navigate to the Contract File for an ITSS order, the user will click on the Electronic Contract File navigator link and then on the Electronic Contract File page header link.
Figure 23: Navigating to the Contract File – ITSS
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3.9 New General Correspondence Category for Modifications in TOS and ITSSWhen files are attached to modifications in both ITSS and TOS, the RBA Web Attach functionality pre-selects the tab to Contract Modifications and allows the user to select from categories associated with that tab. Historically, there has not been a General Correspondence category associated with this tab. Document Management adds this as a new category selection for both ITSS and TOS.
. User Impact
ITSS Add Attachments (modifications)o RBA Users
TOS ECF pageo NBA users
3.9.1 Impact to WorkflowNone
3.9.2 Change DescriptionWhen a file is attached to a modification in ITSS or TOS, the user will be able to select General Correspondence from the pre-selected Contract Modifications tab.
Figure 24: General Correspondence Category for ITSS/TOS Mods
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Follow-On SupportIf assistance is needed with an AASBS Business System, users are encouraged to contact (877) 472-4877, [email protected].
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APPENDIX A. Glossary
Term Definition
AASBS Assisted Acquisition Services – Business Systems
CO Contracting Officer
ECF Electronic Contract File
GSA General Services Administration
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