Why does Documents of Record Show Error -20001 The <Document Type> valid between and already exists? (Doc ID 1553185.1)

Last updated on JANUARY 12, 2017

Applies to:

Oracle Self-Service Human Resources - Version 12.1.3 and later
Information in this document applies to any platform.

Symptoms

ACTUAL BEHAVIOR
Issue 1:
When a new document was added for the same document type with different document number but same date range, an exception was raised as below:
-20001 The <Document Type> valid between <From Date> and <To Date> already exists.

Issue 2:
Suppose an approved document of record is deleted from the application intentionally or unintentionally. In such cases, the table HR_API_TRANSACTIONS table will still have
the details for the deleted document of record with status as 'AC'.

Now, when user tries to recreate the same record, the application does not allow to create one and throws the same exception.

-20001 The <Document Type> valid between and already exists.



EXPECTED BEHAVIOR

Issue 1:
The expected behavior is that when you enter different documents of the same document type with same date range, the application should not show it as an exception.
It is very likely possible that a person can have multiple Documents of Record with different document number for same document type, for example health cards.

Similarly a person can have same visa documents for his entire family all having same valid dates if they all have been applied same time.
In such situations, the application raises an error stopping the user from capturing such documents.

Same exception is raised even if the document number is not specified. The exception is raised as long as document type and date range is same.

Issue 2:
The expected behavior is that once the document of record is deleted, the same should be allowed to recreate even if the deleted details are still captured in table HR_API_TRANSACTIONS table.



STEPS
The issues can be reproduced at will with the following steps:

Issue 1:
1. Go into responsibility 'Employee Self Service'
2. Navigate to 'Documents of Record'.
3. This opens up page 'Documents of Record for Person'.
4. Click on 'Document of Record'.
5. Next page is 'Create Document of Record'.
    Fill in the details as below:
    Document Type = Select any document type
    Valid From = 01-FEB-2012
    Valid To = 01-FEB-2013
    Document Number = A123
6. Click on 'Next' button.
7. Next page is the review page, all details to be verified and click on 'Submit' button.
8. Next, the document of record is submitted for approval and status of the document changes to 'Pending Approval'.
9. Login as approver and approve the notification to approve the document of record.
10. Now, login back as employee and navigate as 'Employee Self Service'.
11. Now, create another document record with the same document type and data range but with different document number.
      When clicked on Next button, the above exception is raised:
12. Also, try creating a new document of record with same document type and date range but no document number (as this is not mandatory).
     In this case also, the same exception is raised.

Issue 2:
1. Go into responsibility 'Employee Self Service'
2. Navigate to 'Documents of Record'.
3. Create and approve a record. The status of the record in table become HR_API_TRANSACTIONS table.
4. Delete this record. However, the record gets deleted from the base table HR_DOCUMENT_EXTRA_INFO, but not from HR_API_TRANSACTIONS table.
5. Now, login back as employee and navigate as 'Employee Self Service' > Documents of Record.
6. Now, try to recreate the same document of record and the above exception is raised.

 

BUSINESS IMPACT
This affects every employee who has to enter different document types for the same person.


WORKAROUND
Not available

Cause

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