DocFinity is a new enterprise-level document management system the Universities of Wisconsin is implementing across three phases to create, monitor, and optimize higher education-based records and administrative processes. It has replaced the previous document management systems for the purpose of storing all HR and financial documents, and upcoming phases of the project will utilize DocFinity for student records storage. This cloud-based system maximizes efficiencies system-wide, promoting security of sensitive documents.
Key capabilities and features include:
- Automation: minimize errors caused by manual data entry and standardize processes by automating the movement of data
- Enhanced security and document protection: automatically apply retention rules to documents and control file access
- Reporting capabilities: monitor all activity within DocFinity and report back on efficiency of applications, servers, and repositories
- Improved user experience: utilize integration tools to connect DocFinity with existing core business applications
- Workflow and form creation: design, input, store, and access forms from anywhere with eForms. eForms can be used to launch business workflows to meet your specific organizational needs
- Single-site storage for all documentation: a retention program which includes automated backup and disposal schedules as well as legal hold can be configured. This ensures compliance, security, and accountability.
DocFinity Frequently Asked Questions
What are the major goals of implementing DocFinity?
In implementing DocFinity, the Universities of Wisconsin aims to create a secure, cloud-based document repository that serves as a single source for all documents, files, and records. This unified system improves efficiency, strengthens security, and provides actionable reporting to support scalable resource management across the System.
What are the major milestones involved in implementing DocFinity?
DocFinity implementation is a three-phase process.
- Launched: Phase 1 implemented DocFinity Core, which designed and built the core document management system.
- Upcoming: Phase 2 decommissions legacy HR and finance solutions to build and deploy the systemwide HR and finance conversion process.
- Upcoming: Phase 3 offers a transition process for student records at those universities that opt in to complete the total document management conversion.
Who is involved in the DocFinity implementation process?
Multiple work groups have been created to support business areas and campus interest in the conversion process. Groups representing HR, Finance, Research, UW Enterprise Document Management Team, UW Tech & Integration, the Workday and Enterprise Solutions Team, and DocFinity are all collaborating to ensure needs are met across the system.
Who is involved at the campus level?
HCM stakeholders: CHROS, HR Managers and Specialists, Payroll Specialists/Coordinators, Benefits Coordinators, and Recruiting.
FIN stakeholders: Controllers, Budget Directors, Accountants, Financial Analysts/Specialists, Principal Investigators, and those involved with grants.
When will DocFinity go live?
Phase 1 of DocFinity has been launched; Phases 2 and 3 are upcoming.
How do I log into DocFinity?
To log into DocFinity:
- Open your web browser (Chrome is recommended).
- Go to UW organization’s DocFinity URL.
uwisc.cloud.docfinity.com
- Enter your network username and password.
- Complete MFA if prompted.
- Click Sign In.
DocFinity uses single signon (SSO), so your login is the same as your work credentials.
What do I do if I cannot log in? (password, MFA issues)
Try the following:
- Incorrect password:
Reset your password using your organization’s standard password reset tool (e.g., Microsoft/Okta/AD reset portal).
- MFA not working:
- Ensure you have access to your authenticator app, text messages, or email.
- If your device changed recently, MFA may need to be reregistered.
Account locked or still unable to log in:
Contact the IT Service Desk; provide your username and screenshot of the error (if possible).
What document types from our old systems are available in DocFinity?
Review the Document Types Crosswalk to learn what document types from legacy systems are now available in DocFinity.
Where can I access resources to help utilize DocFinity?
Visit the Job Aid Library to access instructions on how perform key tasks in DocFinity including: searching, viewing documents, accessing metadata, uploading documents, indexing documents, customizing your workspace, and more. You can access the Managing a Document in DocFinity job aid and Searching and Viewing a Document in DocFinity job aid for additional instruction.
What We’re Tracking: Known Issues and Resolutions
Issues that affect DocFinity, along with their resolutions, will be included in a table below as they occur. View a full list of existing Workday issues and resolutions.
What’s New: DocFinity Updates
Updates to DocFinity will be included in a table below as they occur. View a full list of recent and archived Workday updates.