Oracle Hcm Approval_workflow.pdf

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a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s fe HCM Cloud: Workflows ite ansOracle h C n-tr and Approvals no Student Guide D105457GC10 | D105658

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Contents

1

Course Overview Learning Objectives 1-2 Course Learning Objectives 1-3 Course Audience 1-4 Information Sources 1-5 Course Agenda 1-6

2

Approval Management Overview Learning Objectives 2-2 HCM Approval Management: Overview 2-3 Approval Workflow: Overview 2-4 Roles for HCM Workflow Access 2-5 Approval Policies 2-6 Approval Workflow 2-7 Approval Transactions Explained 2-8 Summary 2-10

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o oConfiguration li d e 3 Approval Rules a l Z rab3-2 h Learning Objectives s sfeOverview 3-3 ite aRules: n h Approval C Understanding tr n Approval Rules 3-4 o nParts of an Approval Rule 3-5 IF Statements 3-6 THEN Statements 3-7 Creating an Approval Rule 3-9 Configuring IF Conditions 3-10 Adding Rule Conditions 3-11 Approval Attributes 3-12 Worker’s Current Assignment Attribute 3-13 Combining Multiple Rule Conditions 3-14 Condition Details: Views 3-15 Adding Approvers 3-16 Configuring Approver Settings 3-17 Demonstration 3-18

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Quiz 3-19 Summary 3-21

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4

Approver Types Learning Objectives 4-2 Approver Types 4-3 Approval Types 4-4 Management Hierarchy 4-5 Configuring Management and Line Manager Hierarchy 4-7 Job-Level Based Line 4-8 Position Hierarchy 4-9 Users 4-10 Representatives 4-11 Application Role 4-12 Approval Groups 4-13 Demonstration 4-14 Quiz 4-15 Summary 4-16

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e 5 Oracle BPM Worklist z s ฺ u h to Learning Objectives 5-2 ites e h Configuring BPM Worklist ns (c 5-3 e o c o le li in Oracle BPM Worklist 5-4 HCM ApprovaldManagement a ZRights rforabApproving Tasks 5-5 Roles and h s fe 5-7 s ite Aggregation Task n h C Assignment tra and Routing Policy 5-8 n o Notifications in BPM 5-9 nFYI Notification and Reminder Settings 5-10 Modifying Approval Rule: BPM Worklist 5-11 Rule Sets 5-12 Setting the Transaction to Automatically Approve 5-14 Configurations in the Notifications Tab 5-15 Demonstration 5-16 Quiz 5-17 Summary 5-21 6

Approvals and Notifications Learning Objectives 6-2 Approval Notifications 6-3 Demonstration 6-4 FYI Notifications 6-5 iv

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Configuring Approval Notifications 6-6 Configuring Notifications Using Composer: Design View 6-7 Configuring Notifications Using the Composer: Source View 6-8 Enabling and Disabling Workflow Notifications 6-9 Configuring Notifications Based on Reports 6-10 Generating Report-Based Notifications 6-11 Notification Setup for BI Publisher 6-12 Demonstration 6-13 BPM Worklist – Administrator Options 6-14 BPM Worklist – User Views 6-15 Demonstration 6-16 Transaction Console Transaction Manager: Transactions 6-17 Transaction Console Transaction Manager: Rules 6-18 Archiving and Purging Workflow Tasks 6-19 Vacation Rules 6-20 Demonstration 6-21 Administrator Capabilities - Reassigning a Task 6-22 Quiz 6-23 Summary 6-25

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h 7 Alert Notifications tes se to i h c en Learning Objectives (7-2 o o7-3 le lic Alerts Overview d a Z r7-4 ab Alert Composer h s e f ite anands Groovy Expressions 7-5 Functions ChViewing tr Alerts History 7-6 n o Composer Security 7-7 nAlerts Demonstration 7-8 Summary 7-9 8

Course Highlights Learning Objectives 8-2

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1 Course Overview has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

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Learning Objectives •

Course Learning Objectives

•

Audience

•

Information Sources

•

Agenda

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Oracle HCM Cloud: Workflows and Approvals 1 - 2

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Course Learning Objectives •

Describe Approval Management

•

Create Approval Rules

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Describe a Predefined Rule

•

Describe Approval Types

•

Describe Oracle BPM Worklist

•

Explain Approvals and Notifications

•

Understand Alert Notifications

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Course Audience

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This course is designed for: •

Application implementation consultants and application administrators for configuring approvals

•

Functional users who are responsible for managing approvals

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Information Sources

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•

The HCM Approvals documentation is available in the Global Human Resources Cloud library on the Oracle Help Center: – Implementing Global Human Resources – Using Global Human Resources – https://docs.oracle.com/en/cloud/saas/global-human-resources/18c/index.html

•

White Papers for Oracle Applications HCM can be found at: – My Oracle Support, Doc ID 1504483.1

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this at: d The Oracle Global Human Resources Cloud library iseavailable a ฺz https://docs.oracle.com/en/cloud/saas/global-human-resources/18c/index.html us h s o t e My Oracle Support is locatedh at:ithttp://support.oracle.com se c n ( e oo le lic d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

• •

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Course Agenda •

Approval Management Overview

•

Approval Rules Configuration

•

Approval Types

•

Oracle BPM Worklist

•

Approvals and Notifications

•

Alert Notifications

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2 Approval Management Overview has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

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Learning Objectives •

Understand approval workflow

•

Describe approval policies

•

Explain approval transactions

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HCM Approval Management: Overview •

To manage approval processes, Oracle HCM Cloud Applications use the approvalmanagement extensions of Oracle Service Oriented Architecture Suite human workflow services.

•

The key components that are used in approvals include: – Oracle Service-Oriented Architecture (SOA) Approval Management Extensions (AMX) – Oracle Business Process Management (BPM) Worklist application – Oracle Human Capital Management

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this o(AMX) d Oracle SOA Approval Management Extensions a e z s ฺ u h AMX enables you to define s task routing rules for business documents. o tmulti-stage, ecomplex, t i e h Oracle Business Process(Management c ens(BPM) o o islaeweb-based lic The BPM Worklist application that enables you to access the tasks assigned d a to you and Z perform abactions based on your roles in the approval process. h r s e f - ite The Business s Process Owner also sets up and manages approval rules by using the BPM n a Application. r Ch Worklist -t n o Oracle Human Capital Management n Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

• •

•

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AMX integrates with the setup in Human Capital Management to derive the supervisory and position hierarchybased approvers.

Oracle HCM Cloud: Workflows and Approvals 2 - 3

Approval Workflow: Overview

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•

Workflows are processes in which tasks are routed automatically among users for consideration or action. Example: A promotion request for a worker may require approval from two levels of the manager hierarchy above the task submitter.

First Approver Task Submitter

Final Approver

a s a )h ฺ m o ide Task Approved c ฺ e r t Gu u t en den c c a tu S @ is result. oo athdefined d The tasks are routed in a defined sequence to achieve a e z s ฺWorklist: uNotifications h Workflow tasks for a user appear insthe and Approvals work area; the user o t e t i e also receives an email notification. h (c cens o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

• •

Oracle HCM Cloud: Workflows and Approvals 2 - 4

Roles for HCM Workflow Access

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Predefined roles provide access to workflow functionality.

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Users with these roles can, for example, set up approval rules and manage submitted approval tasks.

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If required, you can assign the predefined BPM role to a custom job role.

BPM Role Name

BPM Role Code

Inherited by Job Role

BPM Workflow Human Capital Management Administrator

BPMWorkflowHCMAdmin

Human Capital Management Application Administrator

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo Management his (BPM) role for HCM workflow t d The table identifies the predefined Oracle Business Processe a ฺzit. access and the predefined job role that inherits us h s o t e hit nse c ( o ce i o l d a able Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 2 - 5

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Approval Policies •

These policies determine the workflow events.

•

They include: – Who approves the transaction – By when the approver should approve the transaction

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Use these tasks on the Setup and Maintenance page to manage approval policies: – Manage Approval Transactions for Human Capital Management – Manage Task Configurations for Human Capital Management

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Predefined approval policies exist for many HCM tasks. – Tasks with no predefined approval policies are approved automatically.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Approval Policies: a e z s ฺ u h In most cases, approval by the to first-level and second-level managers is required. es requester's t i e h s absences-related tasks), approval by only the first-level For some tasks (for(c example, n some e o manager is required. c o le li d a For theZ Share Information task, approval by the worker whose information is shared is abis performed h r s e required if the task by a manager or Human Resource Specialist. f te ans i h Typically, notifications are issued to: C n-approval tr - noWorkers to whom an approval task is assigned, when the task is assigned Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

•

•

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The worker who submitted the task, when the approval process completes

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Approval Workflow

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The figure shows a two-level approval flow:

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo thtoisthe worklist of the submitter's first-level d When a transaction is submitted, it is routed automatically a z se manager, who is the first approver. shฺ u tothe transaction, the transaction is routed automatically te approves i e If the submitter's first-level manager h ns who is the second approver. (c manager, e to the submitter's second-level o c o lemanager li d a If the submitter's second-level approves the transaction, the transaction is committed to the Z rab h databases tables. fe e ncan s itapprover h Either reject the transaction. By default, the approval process stops when the C n-tisrarejected. transaction no Security permitting, either approver may edit the transaction. Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

• •

• • •

A link to edit the transaction is included in all notifications by default; however, the link can be hidden by using personalization. •

The second-level manager can push the transaction back to the first-level manager, who then has a second opportunity to review the transaction and either approve or reject it.

•

Approvers can delegate their approval responsibilities to other approvers.

Oracle HCM Cloud: Workflows and Approvals 2 - 7

Approval Transactions Explained

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The Manage Approval Transactions task manages transactions and rules. Transactions Summary

Transactions Rules

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Configuring Approval Policies a e z s ฺ u h • For a selected task, configure the approval to by: es e policy t i h Arranging approvers ns order (cin thecrequired e o o rules li each approver Defining approval for d e a l Z the rapproval Submitting ab policy h s e f s takes effect immediately and supersedes the current approval policy for the ite apolicy • Thehapproval n r C selected task. -t n o n Failed Processes Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

•

For example: An approval process might fail if there is: -

A network outage

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A database outage

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An issue in setting up approval rules

Oracle HCM Cloud: Workflows and Approvals 2 - 8

Failed Processes •

For failed processes, you can: -

View the error message generated in the application

-

Withdraw the process to cancel it

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The user can begin the flow again. -

Configure the approval rules and submit the process.

Pending Processes •

Processes that wait for approval

Approvals Bypassing

To bypass approvals, on the Manage Approval Transactions page, select the Bypass Approvals check box.

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Summary •

Understood approval workflow

•

Described approval policies

•

Explained approval transactions

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3 Approval Rules Configuration has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

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Learning Objectives

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•

Configure approval rules.

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Oracle HCM Cloud: Workflows and Approvals 3 - 2

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Approval Rules: Overview •

Approval rules determine a transaction’s approval process.

•

They are evaluated individually in an undefined order.

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You can configure multiple approval rules for a transaction. – Use the Manage Approval Transactions for Human Capital Management task to configure approval rules.

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Understanding Approval Rules

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Using the Manage Approval Transactions for Human Capital Management task, you can: •

Specify one or more approval rules for each approver type

•

Create more than one approval rule. You either add a rule or duplicate a selected rule and edit it as appropriate.

•

Create multiple approval rules for an approver. Multiple approval rules are evaluated individually in an undefined order.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Note a e z s ฺ u h If you edit or delete an approval rule on the Rules page, the approvals currently in o tApproval esManage tbeen i e h progress complete as if the rule had not edited or deleted. New approvals follow the latest version of s c n ( e the rule. oo le lic d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 3 - 4

Parts of an Approval Rule

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Approval rules comprise one or more IF statements and one THEN statement. An approval rule has the following parts: •

IF conditions determine when an approval rule takes effect.

•

THEN statements determine the approvers.

Attributes

IF {Workers’ Department = Sales} AND {GRADE = 3} THEN Supervisory Level – Require approvals up to the second level Manager

Conditions

a s a )h ฺ Action Type Action m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d IF Conditions a e z s ฺ u h • Combine multiple IF statements by to operators. esusing elogical t i h s operator, all statements must be true before the • If you join multiple statements AND c with the n ( e o c approval rule takes effect. o le li d a b with the OR operator, only one of the statements must be true before Z statements • If you join multiple aeffect. h r s e the approval rule takes f s ite Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 3 - 5

IF Statements

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•

IF statements determine: – When an approval rule takes effect. For example, you could specify that an approval rule for a promotion takes effect when the worker's department is Sales or the worker's job is Area Manager. – The values in the IF statement are those belonging to the worker's proposed assignment.

•

You can specify multiple IF statements: – If you join multiple statements with and operators, then all statements must be true before the approval rule takes effect. – If you join multiple statements with or operators, then only one of the statements must be true before the approval rule takes effect.

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Oracle HCM Cloud: Workflows and Approvals 3 - 6

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THEN Statements

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THEN statements determine: •

How individual approvers of the specified type are identified

•

Any actions that approvers are expected to take

How individual approvers are identified depends on the approver type. For example, if the selected approver type is a project manager hierarchy, the THEN statement determines:

•

How the project manager hierarchy itself is identified

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How the first approver in the manager hierarchy is selected

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How many levels of the manager hierarchy above the first approver are included

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Available attributes and default values, if any, vary with the approver type

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Oracle HCM Cloud: Workflows and Approvals 3 - 7

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THEN Statements

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The following table summarizes the approval actions: Approval Action

Description

Approval Required

Notifications are issued to the identified approvers and their response is required.

Automatic Approval

No notifications are issued to the identified approvers. The transaction is either approved or rejected automatically, and the approvers are recorded as having approved or rejected the transaction. The value of the Set Outcome To attribute for manager hierarchies determines whether the transaction is approved or rejected.

FYI only

Notifications are issued to the identified approvers, but no response is expected.

No approval required

No notifications are issued and no approval is recorded for the transaction.

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Oracle HCM Cloud: Workflows and Approvals 3 - 8

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Creating an Approval Rule

Search for the transaction.

Create an approval rule.

Configure Rule Parameters.

Add approvers.

Configure the THEN statement.

Configure the IF condition.

Define Rule Parameters.

Add Rule Conditions.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this osearch d On the Manage Approvals Transactions page, for the transaction, such as Promote, and click a e z s ฺ Configure. sh to u e t i e the + icon to create a new rule. On the Manage Approval Rules h page, sclick c n ( e o Note: You can edit an rule oexisting lic to update the existing IF conditions and THEN statements. d e a l Add and selectZthe IF condition ab to: h r s e f - ite Configures rule parameters such as Rule Name, Active, and Priority n a r C-h Add -t the rule conditions n o Addnand select the THEN statement to add and configure approvers. Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

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Oracle HCM Cloud: Workflows and Approvals 3 - 9

Configuring IF Conditions

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Click the rule box to configure the rule options.

Search for the transaction

Add approvers

Customize Rule Parameters

Configure the THEN statement

Create an approval rule

Configure the IF condition

Configure Rule Parameters

Add Rule Conditions

Configure conditions for the rules by using relational operators and expressions.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ o this ooval d On the Manage Approval Rules page, click the Rule1 toeconfigure: a z s ฺ • The Status and Priority of the approval sh rulesto u e t i h nse • The rule conditions c ( o ce i o l Priority d ahigherapriority le rules run before lower priority rules. b Z • Within a rule set, h fer s is Medium. ites priority • Thehdefault n a r C -t Status n o n • Represents the status of the approval rule Determines the order in which rules are run

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Oracle HCM Cloud: Workflows and Approvals 3 - 10

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Adding Rule Conditions

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•

Create conditions by using: – Attributes – Operators – Attribute values

•

The list of attributes is different for different transactions.

•

Select only those attributes that have meaningful names.

Search for the transaction

Add approvers

Configure the THEN statement

Create an approval rule

Configure the IF condition

Customize Rule Parameters

Configure Rule Parameters

Add Rule Conditions

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ is and click Configure Rule Conditions otheo Rule t1hoval d On the Manage Approvals Rule page, select a e ฺz to open the Condition Details dialogsbox. us h o t e it Edit sSelection e Select the 1=1 rectangle and h click to open the Approval Rules: Edit Condition c n ( e Expression dialog box.o ic o l d e a l Select an attribute. b are grouped into categories. Z Attributes a h r For example, tes atonselect sfe the requestor’s department: i h C- Click trthe Select An Attribute choice list n - noClick Requestor’s Assignment and Department Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

1. 2.

3.

4.

Select an operator, such as ==, !=.

5.

Select one of the following: -

Select from attribute: Compares an attribute with another attribute. The list of values is filtered based on the selected attribute.

-

Select from LOV: Compares an attribute with a value selected from a LOV if a predefined list of values has been provided for that attribute. The list of values is filtered based on the selected attribute.

-

Enter a Value: Allows you to enter a value. Always enter values within double quotation marks.

Oracle HCM Cloud: Workflows and Approvals 3 - 11

Approval Attributes

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Grouped into the following categories: Attribute Category

Commonly Used Attributes

Requestor’s Assignment

Business Unit, Department

Requestor’s Role Details

Role Name

Worker’s Current Assignment

Business Unit, Department

Worker’s Other Compensation Details

Stock Plan

Worker’s Proposed Assignment

Business Unit, Department

Worker’s Role Details

Role Name, Status

Worker’s Salary Component Details

Current Change Amount, Proposed Changed Amount

a s a Worker’s Salary Details )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this othat d Requestor’s Assignment: Includes attributes describe the assignment of the person that a e z s ฺ initiated the approval request sh to u e t i Requestor’s Role Details: Includes h attributes se that describe the role of the person that initiated the c n ( e approval request o ic o l d e a l Worker’s Current Assignment b Details: Includes attributes that describe the current work Zthe worker a h r assignment of fe s itesOther n h Worker’s Compensation Details: Includes attributes that describe the compensation details C n-tra Worker’s o Proposed Assignment: Includes attributes that describe the proposed assignment of the n worker Current Annual Salary, Proposed Annual Salary

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• •

• • • •

Worker’s Role Details: Includes attributes that describe the current role of the worker

•

Worker’s Salary Component Details: Includes attributes that describe various salary components of the worker

•

Worker’s Salary Details: Includes attributes that describe the salary of the worker

Oracle HCM Cloud: Workflows and Approvals 3 - 12

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Worker’s Current Assignment Attribute •

Grouping of attributes that describe a worker’s current assignment

•

Examples: – – – – – –

Assignment Number Department Grade Location Position Worker Type

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo Worker's his Current Assignment Attributes: t d For example: Construct an IF condition by using the following a e ฺz= "Chicago" us and Worker's Current Assignment.Department h • IF Worker's Current Assignment.Location s o t e = "Sales” hit nse c ( o ce i o l d a able Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 3 - 13

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Combining Multiple Rule Conditions •

Combine conditions by using logical operators.

•

<> <> <> Search for the transaction

Add approvers

Customize Rule Parameters

Configure the THEN statement

Create an approval rule

Configure the IF condition

Configure Rule Parameters

Add Rule Conditions

2

3

1

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d To combine multiple rule expressions: a e z s ฺ u h 1. In the Condition Details dialog box,s theo rectangle and click Edit Selection. As described t 1==1 te select i e in the previous slide, create conditions by using a combination of attributes, operator, and attribute h s c n ( e value. o ic o l d e a l 2. Select the rectangle click b a logical operator to add the operator to the left side of the expression. Z and a h r s can select fe one of the following operators: AND, OR, and NOT. teYou s i n h 3. Select logical C the tra operator oval and click Add Expression to add another expression. n no Click the rectangle and click Edit Selection.

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Oracle HCM Cloud: Workflows and Approvals 3 - 14

Condition Details: Views •

Use one of the following views to add conditions:

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– Chart Builder (Default View)

– Block Builder

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this • The Chart Builder view is the default view.ad e z s ฺ u h • Adding conditions in the Block Builder es viewe istosimilar to adding them in the Chart View. t i h To configure conditions in the Block view: ns (cBuilder e o c o select lithe 1==1 rectangle and click Edit Selection to open the Approval 1. In the Block Builderdview, e a l b Z raExpression Rules: Edit Condition dialog box. h s e f e attribute. 2. Selectitan s Attributes are grouped into categories. n h a r C t 3. Select an -operator, such as ==, !=. n o n one of the following: Select from attribute, Select from LOV, or Enter a Value. 4. Select Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

5.

Select the rectangle and click a logical operator to add the operator to the left side of the expression.

6.

Select the logical operator oval and click Add Expression to add another expression.

To delete conditions in the Block Builder view, drag and drop the conditions to the recycle bin.

Oracle HCM Cloud: Workflows and Approvals 3 - 15

Adding Approvers

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On the Manage Approvals Rules page, select the THEN oval and: •

Add approvers for a task

•

Arrange approvers in the required sequence

•

Define approval settings for each approver

Search for the transaction

Create an approval rule

Add approvers

Configure the THEN statement

Configure the IF condition

Customize Rule Parameters

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ o this oand d Arrange approvers in the required sequence by dragging dropping the approvers. a e z s ฺ Add the following types of approvers: sh to u e t i se • Management hierarchy (ch n e oo le lic • Users d a Z rab • Approval groups h s fe s itehierarchy • Position n h C n-tra • Representatives no • Application role Configure Rule Parameters

Add Rule Conditions

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•

Job-level based line manager hierarchy

•

Self auto approve

Oracle HCM Cloud: Workflows and Approvals 3 - 16

a

Configuring Approver Settings

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The following figure describes the values that you specify in the THEN statements of approval rules for position hierarchy. Indicates the number of job levels that are required to perform the approval action

Indicates all position hierarchies in the enterprise

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Action Type a se ฺz u Select one of the following action types: sh ttoothe identified approvers and their response is teare issued i e h • Approval required: Notifications (c cens required. o o le li d a • Automatic approval: No b notifications are issued to the identified approvers. The transaction is Zor rejected a h r either approved s sfe automatically, and the approvers are recorded as having approved or e t i rejected the h trtransaction. an C • FYI only: Notifications are issued to the identified approvers, but no response is expected. n o n • No approval required: No notifications are issued and no approval is recorded for the transaction. Identifies the first approver in the list

Indicates the top person in the approval chain, usually the CEO

Indicates the list of approvers that will be included

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Minimum Job Level • Approvals are routed to approvers between the initial and topmost approvers in the position hierarchy based on this value. • Approval routing stops when either the number of job levels or the topmost approver is reached, whichever is sooner. Include: • Indicates if all approvers will be included, the first and last approver from the list will be included, or only the last approver will be included Starting Position and Top Position • An approval notification is sent to all workers who have the position, and the transaction is approved by the first worker to approve.

Oracle HCM Cloud: Workflows and Approvals 3 - 17

Demonstration

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•

3-1: Reviewing the Promotion Approval Rule

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 3 - 18

a

Q

Quiz

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If you edit or delete an approval rule on the Manage Approval Rules page, then approvals currently in progress complete as if the rule had not been edited or deleted. a. True

b. False

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: a a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 3 - 19

a

Q

Quiz You can define more than one approver for a transaction.

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a. True b. False

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: a a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 3 - 20

a

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Summary •

Configured approval rules, conditions, and approvers.

•

Created conditions by using: – Attributes – Attribute values

•

Combined conditions by using logical operators.

•

Arranged approvers in the required sequence by dragging and dropping the approvers.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 3 - 21

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has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no

a

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4 Approver Types has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

a

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Learning Objectives •

Explain Approval Types

•

Create an Approval Group

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 4 - 2

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Approver Types •

Include any number of approvers in the approval sequence.

•

Drag and drop approvers into the approval flow. Approver Types

Application Roles

Approval Groups

Management Hierarchy

Position Hierarchy

Representative

Line Manager

HR Representative

Resource Manager

Benefits representative

Project Manager

Union representative

Regional Manager

Payroll representative

Self Auto Approve

User

Job Level

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Application Roles a e z s ฺ u h • If your enterprise defines duty rolessfor security te se to purposes, you can enter the duty role to include it in i the approval sequence. h (c cusers. en o • A duty role is assigned to several i o l d ble Approval Groups Za h fera sapproval e • Selectitan s group, which consists of a predefined set of approvers configured to act on a task. Ch n-tran Management noHierarchy Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

•

Include the predefined managers in the sequence, for example, Project Manager.

Position Hierarchy •

Add position holders.

•

For positions with more than one position holder, the transaction is approved by the first position holder to approve.

Representative

•

Include one of the predefined responsibilities in the approval sequence.

•

Include any additional responsibility types that your enterprise defines.

•

Example: HR specialist

Oracle HCM Cloud: Workflows and Approvals 4 - 3

Approval Types

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You can add the following types of approvers: •

Management Hierarchy

•

Job-level Based Line Manager Hierarchy

•

Users

•

Position Hierarchy

•

Representatives, who are workers with assigned responsibilities, for example Benefits Representative

•

Application Role

•

Approval groups, which you define in BPM Worklist

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo supports hisPosition hierarchies and t d Note: Only the Manage Approval Transactions a interface e ฺzthem. us representatives; BPM Worklist does not support h s te se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 4 - 4

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Management Hierarchy

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You can set up approvals using the employee supervisory hierarchy. You must set up employee with appropriate job and supervisors such as: •

Line Manager

•

Resource Manager

•

Project Manager

•

Regional Manager

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo then histhey appear automatically in the t d Note: If your enterprise defines additional types ofamanagers, e s can include them in the approval sequence. ฺz page;uYou Approvers section of the Manage Approval Rules h s o t e A business unit is a unit of an enterprise hit thatnperforms se one or many business functions that can be rolled up c ( e in a management hierarchy. o o le lic d a The hierarchy type defined bplan determines the approvals hierarchy. You can create an alternate Z forrthe a h approval hierarchy for a manager s sfe that overrides the plan hierarchy. e t i h specify: an You canC also r t • Approvals non in a different sequence Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

•

Approvals by different people

•

When managers can submit their worksheets for approval

•

When they can approve their lower managers' worksheets

Oracle HCM Cloud: Workflows and Approvals 4 - 5

Management Hierarchy You can set up employees with appropriate jobs and supervisors.

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An example of an employee-supervisor approval structure is as follows: •

Mary Walton, Administrator Assistant reports to

•

Pat Stock, Manager, reports to

•

Casey Brown, Director Casey Brown Director

Pat Stock Manager

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Mary Walton Administrator

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Oracle HCM Cloud: Workflows and Approvals 4 - 6

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Configuring Management and Line Manager Hierarchy

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Controls how far up in the management hierarchy approval requests are sent

The starting participant in the approval hierarchy

Specifies an approver above whom approvals are not routed

Contains a list of approval routes

Indicates the number of job levels that are required to perform the approval action if the rule applies

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Management Hierarchy a e z s ฺ u h • Action Type es e to t i h Approval required: ns are issued to the identified approvers and their response is (cNotifications e o required. c o le li d a Automatic Z approval: ab No notifications are issued to the identified approvers. h r s e f - ite Information s only: FYI only notifications are issued to the identified approvers, but no n a r Ch response t is expected. n • Number no of Levels: The first level is based on both the Initial Approver and the Initial Approvers Contains a list of approval participants

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to Skip values.

Oracle HCM Cloud: Workflows and Approvals 4 - 7

Job-Level Based Line

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You can include a job level in your approval sequence. Job level routings are based on the manager hierarchy defined in Oracle Human Capital Management. The approval list is generated based on the starting level specified in a rule and continues until an approver with a sufficient job level is found. The approval flow uses the job level defined in the Manage Jobs interface.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 4 - 8

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Position Hierarchy

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You can use position trees in approvals. An example of a position hierarchy approval structure is as follows: •

Store Manager reports to

•

Regional Manager reports to

•

General Manager General Manager

Regional Manager

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d To use position trees: a e z s ฺ u h The position hierarchy mustsbe already e e todefined t i h s The workers must ( be positions c assigned ncorresponding e o c otrees inleapprovals, li When using position you cannot reference the position of a requester or worker d a as the startingZ point to route the approvals. However, you can use a position tree, and select atobroute h r s e positions within that tree an approval. For example, you can select the position “Works f s for all promotions. iteas anaapprover n h Council” C n-tr no Store Manager

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•

•

Oracle HCM Cloud: Workflows and Approvals 4 - 9

Users

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You can include one or more Oracle HCM Cloud users in the approval sequence. You can include any number of approvers of various types in your approval sequence by dragging and dropping them into the approval flow.

You can configure users in this section

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Oracle HCM Cloud: Workflows and Approvals 4 - 10

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Representatives

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You can include holders of the following predefined responsibilities in your approval sequence: •

Human Resources Representative

•

Benefits Representative

•

Union Representative

•

Payroll Representative

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ s oothen they hiappear t d If your enterprise defines additional responsibility a types, automatically in the Approvers e z s ฺ section of the Manage Approval Rules page. u them in the approval sequence. shYou cantoinclude e t i Human Resource (HR) Specialistsc assign to workers using the Manage Areas of h responsibilities se n ( e Responsibility task. A worker becomes an approver for a transaction if he or she has that responsibility for o c i o l d the transaction subject. For leif you specify the Benefits Representative as an approver for a b Za example, a promotion, then thehBenefits Representative of the worker who is being promoted is invited to approve the s sfer promotion. ite Ch n-tran Note o If you use anresponsibility holder, then ensure that responsibility holders are already defined in the Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

application. For example, if you include an HR representative as an approver for an employee process, then all employees must have HR representatives assigned to them.

Oracle HCM Cloud: Workflows and Approvals 4 - 11

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Application Role •

Any existing duty roles can be included in the approval sequence.

•

Users with a Job or Data Role tied to the Duty Role become transaction approvers.

•

Drag and drop or click on the plus icon to add approvers into the approval flow.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 4 - 12

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Approval Groups

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You can create approval groups using the BPM Worklist. When defining your approval sequence, you can enter the names of one or more existing approval groups. •

Include a set of users that you configure to act on tasks in a certain pattern.

•

Add an approval group to the approval rule. – You can nest approval groups within approval groups.

•

Approval tasks are routed serially to all members of an approval group.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Use the Manage Approval Groups for Human CapitaleManagement task to create and manage a z s ฺ approval groups by using the Fusion uor Oracle BPM Worklist. shapplication o t e t i Depending on the approver type h defined, seapproval tasks are routed to all members of an approval c n ( e group serially. oo le lic d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

• •

Oracle HCM Cloud: Workflows and Approvals 4 - 13

Demonstration

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•

4-1: Creating an Approval Group

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 4 - 14

a

Q

Quiz

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For positions with more than one position holder, the transaction is approved by the first position holder to approve. a. True

b. False

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: a a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 4 - 15

a

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Summary •

Identified Approval Types

•

Created an Approval Group

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 4 - 16

a

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5 Oracle BPM Worklist has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

a

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Learning Objectives •

Use BPM Worklist to configure approval rules

•

Explain these approval options: – Task aggregation – Notification and reminder settings – Rule sets

•

Enable vacation periods and vacation rules

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Oracle HCM Cloud: Workflows and Approvals 5 - 2

a

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Configuring BPM Worklist As an administrator, you can use the Business Process Management (BPM) Worklist to review and configure approval policies for HCM tasks using the Manage Approval Transactions for Human Capital Management task. You can use the BPM Worklist to configure the following approval details: •

When to issue approval notification

•

Who can access task contents

•

What actions are available to approvers

•

What to do when errors occur during approval routing

•

When tasks expire or when should tasks be escalated

•

Can approvers add other approvers

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 3

a

HCM Approval Management in Oracle BPM Worklist

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•

You can use the BPM Worklist to: – Manage general administration values – Define approval conditions and rules – Create and maintain approval groups

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo Capital hisManagement and Manage Approval t d Use the Manage Task Configurations foraHuman e ฺz Groups tasks to navigate to the BPM Worklist. us h s o t e The approval rule configurations hitthat ncansebe performed from the Manage Approvals page are a c ( subset of what can be configured o cinethe BPM Worklist. i o l d a includes le setting up: General administration b Z a sh sand erescalation policies Expiration f e t i n notifications are issued aapproval r C-h When t non Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

• •

•

Oracle HCM Cloud: Workflows and Approvals 5 - 4

Roles and Rights for Approving Tasks

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The following table describes the actions that can be performed on tasks by various task approvers: Role Name

Admin

Owner

Assignee

Acquire

No

Yes

Yes

Delegate and Delete

No

No

Yes

Error

No

No

Yes

Escalate

Yes

Yes

Yes

Info Request and Submit

No

No

Yes

Override Routing Slip

Yes

Yes

No

Push Back

No

No

Yes

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Task Approvers: a e z s ฺ u h • Admin: Administrators are users who been to granted the BPM Workflow System Admin role. es have t i e h • Owner: The user (if any) that (c ownscethenstask instance. o i the task is currently assigned to. oor groups lwhom • Assignee: The users d e a l Z rab h s ite ansfe h C n-tr no Purge

Yes

Yes

No

Reassign and Release

Yes

Yes

Yes

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Oracle HCM Cloud: Workflows and Approvals 5 - 5

Roles and Rights for Approving Tasks

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The following table describes the actions that can be performed on tasks by various task approvers: Role Name

Admin

Owner

Assignee

Renew

No

Yes

Yes

Resume

Yes

Yes

Yes

Route

No

Yes

Yes

Skip Current Assignment

Yes

Yes

No

Suspend

Yes

Yes

Yes

Update

No

Yes

Yes

Update Attachment and comment

Yes

Yes

Yes

as h ) Withdraw Yes Yes m No deฺ o c ฺ i e u r G u nt ent e c ac Stud @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no View Process History, View Sub Tasks, View Task History

Yes

Yes

Yes

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Oracle HCM Cloud: Workflows and Approvals 5 - 6

a

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Task Aggregation •

Controls the number of worklist tasks or notifications that the participant receives for the same requisition

•

Has three stages mapped to an approval notification: – Once per task – Once per stage – None

•

Use the On Error Notify option to define who would be notified when an error occurs.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ is oo on thethConfiguration d You can configure task aggregation and error notifications tab. a e z s ฺ uto an approval notification: h mapped Task aggregation has three stages that can sbe o t e t i h nse • Once per task: c ( o settinglifor cethe requisitions approval task. o This is the default d asameatask, leif the approver has been returned multiple times, then based on the b Z Within the sh sferdefined, the approver will see only one worklist task or notification. e approval rules t i an r Ch per t • Once stage: on - n Within the same stage, if the approver has been returned multiple times, then based on the Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

approval rules defined, the approver will receive only one worklist task per stage.

•

None: -

No aggregation will be initiated.

Note: HCM processes are not defined (by default) for multiple stages. Therefore, during implementation, if you select once per task or once per stage, the result will be the same, unless you configure it accordingly.

Oracle HCM Cloud: Workflows and Approvals 5 - 7

Assignment and Routing Policy

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Allows approvers to modify the approval list by inserting other approval or FYI participants Allows approvers to update or remove future participants from the approval list

Allows the requester to insert ad hoc approval or FYI participants Approver claims the task first.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this oThis d Enable Auto Claim: This option is selected by default. action is enabled when a task is assigned to a a e z s ฺ position, a role, or an LDAP group. There can be multiple uusers associated with a group, role, or position; stohprevent o t e t therefore, the approver claims the taskifirst multiple users from updating the task. h nse c ( o ce i o l d a able Z sh sfer e t i Ch n-tran no Allows to decide when to move the task to Completed status

Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 8

FYI Notifications in BPM

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•

Some of the FYI notifications in BPM are: – AbsenceCatchAllExceptionFYI – ManageOrgServiceExceptionFYI – TimecardApprovalFYI

•

Configure the Notifications tab to send only one FYI for a task.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo is expected. his t d FYI notifications are issued to approvers, but no response a e ฺz us Some of the FYI notifications in BPM are:esh o t hit nse • AbsenceCatchAllExceptionFYI c ( o ce i o l • ManageJobServiceExceptionFYI d a able Z • ManageLocationCatchAllExceptionFYI sh sfer e t i • ManageOrgServiceExceptionFYI Ch n-tran • TimecardApprovalFYI no To avoid sending multiple notifications for a task, perform the following steps:

a

Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

1.

Search for and select the required BPM task.

2.

Click the Notifications tab.

3.

Select the Don't send multiple notifications for the same human task event check box.

Oracle HCM Cloud: Workflows and Approvals 5 - 9

Notification and Reminder Settings

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•

Notification Settings – This facilitates notifying participants about the change in the status of any assigned task. – You can set up as many notifications based on task status and message type.

•

Reminder Settings – These are used to send periodic reminders about the tasks assigned. – You can set to either “before expiry” or “after assignment,” respectively.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Notification Settings a e z s ฺ u h Users can be notified via email, SMS, voice to or instant messages. tes messages, i e h (c cens o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 10

a

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Modifying Approval Rule: BPM Worklist

1

Click the Assignees tab.

2

In the SoaOLabel.PromotionApprovers box, click the diamond icon and select Go to rule.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oorule associated his with the transaction. t d Use the Assignees tab to view and modify the approval a e ฺz us h s o t e hit nse c ( o ce i o l d a able Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 11

a

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Rule Sets •

Define a set of rules for each route within an approval setup

•

Route approvals to a single approver or to multiple approvers

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d An approval rule in a rule set consists of the following: a e z s ฺ u h • Rule Name es e to t i h • Condition (c cens o o lspecific li attributes • List Builder and List Builder d e a Z rab • Response type h s ite ansfe • Auto Action h C n-tr Condition no • The IF condition indicates when the approval rule will be applied. Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

•

Define conditions by using the following: -

Transaction attributes

-

Available worker attributes

-

Requester attributes

•

Use the search icon to select the attributes to apply in the rule.

•

Define IF conditions and Then options.

Oracle HCM Cloud: Workflows and Approvals 5 - 12

a

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List Builder and List Builder Specific Attributes •

Route the approvals serially to a list of approvers.

•

All approvers must approve for the task to be approved.

•

Select the list builder that is applicable for the approval rule from the list of values.

•

Use the following list builders for HCM Approvals. For each list builder, specify the list builder specific attributes for the rules to work: -

Approval Group

-

Job Level

-

Position

-

Supervisory

-

Management Chain

-

Resource

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no

Oracle HCM Cloud: Workflows and Approvals 5 - 13

a

Setting the Transaction to Automatically Approve

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Set the transaction to get automatically approved even when a newly added participant rejects the transaction.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oothe Search hisbutton and search for the task Manage t d In the Setup and Maintenance work area,aclick e ฺz Management. Task Configurations for Human Capital us h s o t e it the stask e name. This opens the BPM Worklist. In the Search Results region, hclick c n ( e o approval Search for and selectoan licprocess, such as TransfersApproval. d e a l Click the Configuration b Z ratab. h s e f e Completion In theitEarly Settings section, select the Complete task when participant chooses s n a Reject r Ch option. -t n o n Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

1. 2. 3.

4. 5.

Oracle HCM Cloud: Workflows and Approvals 5 - 14

Configurations in the Notifications Tab

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Use the Notifications tab in the BPM Worklist to: •

Disable email notifications for business processes

•

Send periodic reminder emails for pending transactions – Enable reminders to assignees, but not to the requestor.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Disabling Email Notifications for Business Processes a e z s ฺ u h Use the Notifications tab in BPM Worklist sto specifytowhen to send (or not send) email notifications. If you itesent do not want any email notificationsc tohbe for sea specific business process, you can remove all the rows n ( e in the Task Status table. oo le lic d a To disable email notifications Z rforaabbusiness process, perform the following steps: h fe 1. In the tSetup Maintenance work area, search for and select Manage Task Configurations for es and s i n h Human C nCapital tra Management to open the BPM Worklist. 2. Search no for and select an approval process, such as ApproveGoal, and click Edit Task. Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

3.

Click the Notifications tab. This tab is specific to email notifications only.

4.

In the Task Status table, click Delete Notification.

To configure reminder notifications, perform the following steps: 1.

In the BPM Worklist, search for and select an approval process, such as CreateGradeApproval.

2.

Click the Notifications tab.

3.

Select the Enable Reminder option.

Task Status Task Status options include: •

Update: Update status indicates a change that is made that doesn't affect the approval history or routing of the task. For example, if a task is assigned to a user and all they do is add an attachment, without doing approving the task or delegating it to someone else.

•

Update Outcome: This state applies to a business process flow beyond a human task, such as programmatically through the task service updateTaskOutcome method from the ITaskService API.

• Alerted: Alerted state typically indicates error conditions that can be rectified. In this case, the task is PRYHGWR$/(57('VWDWHDQGDVVLJQHGWRHUURUDVVLJQHHLIFRQILJXUHG Oracle HCM Cloud: Workflows and Approvals 5 - 15

Demonstration

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•

5-1: Modifying Approval Rules Using the BPM Worklist

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 16

a

Q

Quiz How many approver types can you include in your approval sequence?

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a. 4 b. 6

c. 3 d. Several

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 17

a

Q

Quiz You can use Oracle BPM Worklist to:

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a. Manage general administration values for all HCM tasks b. Define approval conditions and rules

c. Create and maintain approval groups d. All of the above

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 18

a

Q

Quiz You can delegate your responsibilities to another person.

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a. False b. True

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: b a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 19

a

Q

Quiz

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You can route approvals to a single approver or to multiple approvers serially, for HCM processes. a. True

b. False

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: a a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 20

a

Summary

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•

Explained how to use BPM Worklist to: – Manage general administration values – Define approval conditions and rules – Create and maintain approval groups

•

Used the Manage Task Configurations for Human Capital Management and Manage Approval Groups tasks to navigate to the BPM Worklist

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 5 - 21

a

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has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no

a

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6 Approvals and Notifications has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

a

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Learning Objectives •

Describe approval notifications

•

Configure approval notifications

•

Describe FYI notifications

•

Enable and disable Workflow Notifications

•

Perform administrator tasks in BPM Worklist

•

Use Transaction Console

•

Set vacation rules

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 2

a

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Approval Notifications •

When defining the approval workflow, configure who is notified at each event.

•

On the Home page, click the Notifications icon to view a list of your recent notifications.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ s oo tinhithe d This image is for the news feed layout, which is the layout used class environment. If your a e z s ฺ administrator has selected a different default ulayout, then you get an alternate UI when you click shhome page o t e t the Notifications icon. If you or anotheriadministrator has selected news feed as the default home page e to Finish h in thenThings s c ( layout, then users also get notifications section on the home page, as well as the e o c i o l Notifications page. ad able Z Note that when youhdefine therapproval workflow, you configure the approval action that determines how s tosapprovers fe notifications are and whether any action is required from them. iteissued n h C n-tra no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 3

Demonstration

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•

6-1: Approving a Transferred Worker

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 4

a

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FYI Notifications •

These are sent to approvers whose approvals are not required.

•

To make a notification as FYI, on the Manage Approval Rules page: – Select the approver – In the Action Type field, select Information Only

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oaonotification histask and the business process does not t d An FYI (For Your Information) participant just receives a e ฺz wait for the participant’s response. us h s o t e hit nse c ( o ce i o l d a able Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 5

Configuring Approval Notifications

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Add comments and attachments.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this olayout d Note: The class environment is set to the News Feed with responsive UI pages enabled. If your a e z s ฺ administrator has selected a different default ulayout, then you get an alternate UI. shhome page o t e t i Approvers of a transaction can: ch se n ( e • View the comments and ooattachments lic posted by earlier approvers. d e a l b attachments. • Add their own Z comments aand h r s e f - ite Any comments s and attachments that they add are available in the notification only and not n a as r Ch stored t a part of the actual transaction. n • Configure no the approval notification by using the page composer, in either the Design View or Source Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

View.

-

To edit the notification, click the Edit button on the top-right corner of the notification. If the current approver edits a transaction and clicks Submit, it is considered an implicit approval and the task is assigned to the next approver.

-

You can remove the edit link using page composer.

-

For reports-based notifications you can remove the edit link by customizing the BI template.

Note: You cannot edit others’ comments and attachments.

Oracle HCM Cloud: Workflows and Approvals 6 - 6

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Configuring Notifications Using Composer: Design View 1

Click the Select pencil icon.

2

Select the field that you want to configure and click Edit Component.

3

Configure the options.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Design View is the default view. a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 7

a

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Configuring Notifications Using the Composer: Source View 1

Click the View choice list and select Source.

2

Select the region and click Add Content.

3

Select the component that you wish to add to your page.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ is pencil icon in the composer. Configure ooclick thethEdit d To edit or configure existing fields, select the field and a e ฺz the required options. us h s o t e hit nse c ( o ce i o l d a able Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 8

Enabling and Disabling Workflow Notifications

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You can enable or disable workflow notifications using Oracle Page Composer. You can also selectively show or hide various components of a notification, including fields, labels, and regions.

In the Source code, the highlighted notification is selected. Right-click and select Hide Component. The notification is disabled.

Using Page Composer, highlight the notification using the Source view

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Note a e z s ฺ u h If you have the BPM Workflow System Administrator Role (BPMWorkflowAdmin) role, you can disable or toyou tesexample, i e enable these notifications for all users. For can disable notifications during testing to avoid h s c n ( e sending test notifications to users, and then enable notifications when ready. o c i o l d a able When you disable notifications: Z sh sthat erare not for workflow are still sent to users. f • Email tnotifications e i n anotifications r Chworkflow • New won't appear in the global header. t n o • Users n can still find their workflow tasks in the Worklist: Notifications and Approvals work area. Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 9

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Configuring Notifications Based on Reports •

Oracle Business Intelligence (BI) Publisher reports determine the notification content and format for some workflow notifications.

•

You can edit a report to configure the email and in-app notifications.

•

Report-based notifications are optimized for viewing on mobile devices.

Report

BI Publisher

a s a Email In-App) h Notification Notification om ideฺ c ฺ re t Gu u t en den c c a tu S @ s oo request hinotification t d An example of a reports-based notification is the approval an approver receives when a a e z s ฺ user submits a performance goal for approval. sh to u e t i Note: You can modify the BI reportc templates h nonly seif you have the BI Administrator role. ( e For a full list of the reports-based oo workflows, lic see the help topic HCM Configurable Workflow Notifications: d e a l Overview. Z rab h s For more information te aabout sfeediting reports-based notifications, see Oracle HCM Cloud Configurable Email i n h Notifications C (Doc tIDr 2331021.1) on My Oracle Support. n no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 10

Generating Report-Based Notifications

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The process to generate email and in-app notifications is the same as generating other types of report output. This figure shows how BI objects work together to generate notifications: Subtemplate

Email Notification

Layout Template Data Model

BI Report

HTML

Data Source

a s a In-App ) h Notification m ฺ o ฺc uide e r tu nt G n e cc tude a @ is S o o th in the business intelligence catalog, dtypes ofeobjects The notification generation process involves various a z including data models, subtemplates, styles templates, usreports. hฺ toand e e values for business objects and transactions in the • Data Sources: Store the attributes hit and sattribute c n ( e application. An example of data sources is the transaction tables. o c i o l d a abwhich le attributes from data sources are available to be included in the • Data Model: Determines Z r data is retrieved. notification shand how ethat f e t s i n • Subtemplate: common components, for example a branding logo and buttons, that can be Ch in -multiple traProvides reused n reports. no • Style Template: Provides styles such as the type of lines and fonts to use in tables, or the font type, Style Template

Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

size, and color to use for headings. •

Report: Contains a layout template that determines: -

Which attributes appear in the notification, from the data model used for the report.

-

What the notification looks like, leveraging components from the subtemplate and styles from the style template used for the report.

•

HTML: Is the output generated from the report.

•

Email Notification: Has the HTML output embedded in the email body.

•

In-App Notification: Has the HTML output embedded in the application UI.

Oracle HCM Cloud: Workflows and Approvals 6 - 11

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Notification Setup for BI Publisher •

You configure profile options to specify the HCM applications that use the BI Publisher reports rather than the default FYI and approval notifications.

•

To use BI Publisher reports rather than the default workflow and approval notifications, you must: – Configure profile options for email and in-app notifications to specify the HCM applications that use the BI Publisher reports. – Download and install the Template Builder for Word add-in.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo Profile his Values task in the Setup and t d You configure profile options using the Manage Administrator a e ฺz Maintenance work area. us h s o t e For more information, see the following hithelp ntopics: se c ( e o Options: • Creating and Editing o Profile lic Procedure d e a l Z rNotifications: • Configurable Workflow Overview ab h s e f • Templates s Models Used for HCM Notifications Based on Reports ite andanData h r C • Configuring -t Workforce Deployment Notifications Using Reports: Worked Example n o n Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 12

Demonstration

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•

6-2: Modifying a Report-Based Notification

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 13

a

BPM Worklist – Administrator Options

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Click to create user view

Administrators can configure task list in several ways, including adding worklist views, selecting which columns to display, and displaying a subset of the tasks based on filter criteria. You can resize the task list display area to increase the number of tasks fetched. For example, from a worklist, a loan agent can review loan applications or a manager can approve employee vacation requests. These processes are defined in human tasks.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Note a e z s ฺ u h Oracle BPM Worklist provides different functionality based the user profile. Standard user profiles include to onFor es administrator. tand i e task assignee, supervisor, process owner, example, worklist users can update h s c n ( e payloads, attach documents or comments, and route tasks to other users, in addition to completing tasks by o c i o l d providing conclusions suchaas approvals le or rejections. Supervisors or group administrators can use the b Z a worklist to analyze tasks assigned to a h fer group and route them appropriately. s e t s i Ch n-tran For more information no on BPM Worklist, see: Administrator options

Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

https://docs.oracle.com/cd/E15586_01/integration.1111/e10224/bp_worklist.htm

Oracle HCM Cloud: Workflows and Approvals 6 - 14

BPM Worklist – User Views

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Users can customize their task lists, as required, by adding worklist views. For example, selecting the columns to display or a specific assignee, or displaying a subset of the tasks based on filter criteria.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Using Oracle BPM Worklist, task assignees can do the following: a e z s ฺ u h • Perform authorized actions on taskssin the worklist, e e to acquire and check out shared tasks, define tsubtasks. i personal to-do tasks, and define h s nvarious (c based e o • Filter tasks in a worklist view on criteria. c o le li d a • Work with standard such as high priority tasks, tasks due soon, and so on. Work b Z work aqueues, h users rcreate s e queuese allow to a custom view to group a subset of tasks in the worklist, for example, f stasks due in 24 hours, expense approval tasks, and more. it tasks, n high a r Chpriority -t work queues. n • Define custom o n Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

•

Gain proxy access to part of another user's worklist.

•

Define custom vacation rules and delegation rules.

•

Enable group owners to define task dispatching rules for shared tasks.

•

Collect a complete workflow history and audit trail.

•

Use digital signatures for tasks.

Oracle HCM Cloud: Workflows and Approvals 6 - 15

Demonstration

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•

6-3: Administrator Tasks in BPM Worklist

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 16

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Transaction Console Transaction Manager: Transactions

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The Transaction Manager: Transactions page enables you to: •

Apply filters to view transactions based on status, name, process name, issue date and assigned to.

•

Access a transaction to see a detailed history and/or transaction log.

•

Access a transaction to take actions such as withdraw, reassign, recover, add comments.

Transactions tab

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo this d Note a e z s ฺ u h The Transaction Console provides a centralized to where HCM Administrators can: tes seconsole i h c policies • Set up approval rules and (routing en o c i o l • Set up task configurations like and reminder policies, expiration policies, email e escalation adconfigurations l b Z notification-related and so on h fera s e t • Set up transaction hi transflows to bypass approvals C • Monitorn approval tasks and take appropriate actions to resolve errors o n • Monitor pending tasks and take appropriate actions like withdraw or reassign to resolve stuck Filters offer superior search capabilities

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transactions

Oracle HCM Cloud: Workflows and Approvals 6 - 17

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Transaction Console Transaction Manager: Rules Check to bypass approvals rules

The Transaction Manager: Rules page offers Human Capital Management (HCM) Administrators a search capability to find Process Types. Additionally, HCM Administrators can configure approval rules and manage task configurations like Bypass Approvals from the console.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ oo the following his tasks: t d The Transaction Manager: Rules page is used to a perform e ฺz us h • Search and find a specific rule s o t e t within hirules se HCM Cloud • Access and configure approval c n ( e oofunctionality lic by clicking on the circle/check icon in the middle column • Enable the bypassd rule e a l Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 18

Archiving and Purging Workflow Tasks

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Workflow tasks with a final status, such as Completed and Expired, can be archived and purged. •

Archiving keeps a copy of the task data for audit, data retention or analysis, and other purposes.

•

Purging removes the completed tasks from users’ worklists and permanently deletes the original data.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ is doing any setup. You can't change or oowithoutthyou d Archive: Tasks are automatically archived once aamonth e s ฺzArchiveuWorkflow stop this automatic archive. You can also run the Tasks scheduled process as needed; for h s o t e t example, if you need the latest data archived immediately for reporting purposes. i h nse c ( e over 30 days ago are immediately purged after the monthly Purge: Archived tasks that were o last updated c i o l d automatic archive, without a you adoing leany setup. You can't change or stop this automatic purge. b Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 19

Vacation Rules

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Set a vacation period to remove yourself from automatic task assignment during the dates you specify.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d • Vacation rules are not applicable to To Doa tasks. e z s ฺ u h • If there are no vacation rules, you can to reassign the tasks to new approvers. es manually t i e h To set a vacation period, perform(the c following nssteps: e o c o clickletheli down arrow adjacent to the implementer login. Select 1. In the Worklists window, d a Preferences. Z ab h r s e f e Enable 2. Selectitthe svacation period check box. n h a r C 3. Provide start -t and end dates. n o n Save. 4. Click

a

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To create a new vacation rule, perform the following steps: 1.

Click the My Rules node.

2.

Click Add New Rule to open the My Rules page.

As an alternative to using the BPM UI, users can also delegate role and approval responsibilities to others on the My Account self-service page. This is available through the Employee and Contingent Worker roles. Navigate to this page by going to Me, Roles and Delegations.

Oracle HCM Cloud: Workflows and Approvals 6 - 20

Demonstration

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•

6-4: Enabling Vacation Rules and Delegating Approval Responsibilities

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Oracle HCM Cloud: Workflows and Approvals 6 - 21

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Administrator Capabilities - Reassigning a Task

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1

From the Actions list, select Reassign.

2

Select Reassign.

3

Provide a user or select a user group.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this To reassign a task, perform the following steps: ad e z s ฺ u h 1. From the HCM Cloud home page, s Icon (the Bell symbol). to eaccesseNotification t i h 2. Click the More Details dropdown, nsHuman Capital Management. (c cselect e o o opens. li 3. The BPM Worklistdpage e a l b one of these sections: Z taskrafrom 4. Select the required h s e f s - ite My Tasks n a r C-h Initiated -t Tasks n o - n Administrative Tasks

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5.

From the Actions list, select Reassign to open the Reassign Task dialog box.

6.

Select the Reassign option. Delegate differs from Reassign in that the privileges of the delegatee are based on the delegator’s privileges. This function can be used by managers’ assistants, for example.

7.

In the users’ choice list, select either Users or Groups.

8.

In the text box, enter the first name of the user or group and click Search.

9.

In the Available section, select the required user and click Move.

Oracle HCM Cloud: Workflows and Approvals 6 - 22

Q

Quiz You can configure approval notifications in the following:

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a. Design View b. Source View

c. All of these d. None of these

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: c a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 23

a

Q

Quiz Workflow tasks are managed in the Worklist: Notifications and Approvals work area.

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a. True b. False

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d Answer: a a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 24

a

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Summary •

Described approval notifications

•

Configured approval notifications

•

Described FYI notifications

•

Enabled and disable Workflow Notifications

•

Performed Administrator Tasks in BPM Worklist

•

Used Transaction Console

•

Set vacation rules

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 6 - 25

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has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no

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7 Alert Notifications has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

a

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Learning Objectives •

Describe the two types of alert notifications

•

Understand the Alerts Composer tool

•

Explain how to view Alerts History

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 2

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Alerts Overview

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Alerts are informational notifications sent to users by email or worklist. They are triggered based on predefined conditions for the following alert types: •

Event Alerts are triggered when a specific event occurs in the application. – Example: A predefined time exceptions event alert is triggered when compliance exceptions are available. Notifications are sent to managers informing them of the exceptions.

•

Resource Alerts are based on Oracle HCM Cloud REST API resources deployed in the environment. – Example: a predefined visa expiration resource alert is triggered when a worker visa is approaching expiration.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this onotifications. d You can’t modify the triggering criteria for Event Alert a e z s ฺ u h You can modify the triggering criteria for e Alert by defining filters on the resource s tothenotifications t Resource i e attributes if you have the required privileges to access REST resources. For the predefined Visa h (c oncethensemps resource for the visa attribute. Expiration notification, a filter isodefined o le li d a For more information about deploying Z rab and using REST APIs, see the Quick Start section of the REST API h for Oracle HCM Cloud s guide, eavailable on OTN: f e t s i • https://docs.oracle.com/en/cloud/saas/global-human-resources/18c/farws/Quick_Start.html Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 3

Alert Composer

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•

You use the Alerts Composer to configure the notification templates and add recipients.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ s ooand click hiTools t d To open the Alerts Composer, go to the Navigatoramenu > Alerts Composer. e z s ฺ Using the Alerts Composer you can: sh to u e t i e formats and define language-specific templates. h and semail • Configure the notification templates c n ( e c triggering criteria. oo forlethelisame • Define multiple templates d a b define variables to substitute runtime values. Z raand • Use Groovyhexpressions s e f sprocessing the Resource alert notifications. • Schedule for n hite jobs a r C t history and notifications activity. -alerts • Verify the n o n Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 4

Functions and Groovy Expressions

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When you configure alerts using the Alerts Composer you can use a variety of functions and Groovy expressions. •

Functions return values such as an employee’s manager or benefits representative.

•

Groovy expressions substitute variables and add conditions based on runtime values.

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this ofunctions, d For additional information, including a list of supported see the help topic Functions and Groovy a e z s ฺ Expressions: Explained. sh to u e t i h nse c ( o ce i o l d a able Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 5

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Viewing Alerts History •

Use the Alerts History page to view the history of alerts that are enabled for activity logging.

•

You can view statistics such as alert status, start date, duration, messages, and processing errors.

•

Click the alert name to view detailed information about an alert.

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 6

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Alerts Composer Security

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You must have these functional security privileges to use the Alerts Composer and run alerts: Functional Security Privilege

Description

Assigned to Job Role

Access Alerts Composer

Allows access to Alerts Composer.

Human Capital Management Integration Specialist

Process a Predefined Alert

Allows processing of predefined alerts.

Human Capital Management Integration Specialist

a s a )h ฺ m o ide c ฺ e r t Gu u t en den c c a tu S @ o this oaccess d In addition, you must have the functional privileges to REST API resources to create or modify usera e z s ฺ defined and predefined resource alerts. Forsexample, h toyouu must have the functional privilege Use REST e Services - Employees to access the emps resource t i h nse and its child resources to manage the alert templates that are based on this resource. (c o ce i o l d a able Z sh sfer e t i Ch n-tran no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 7

Demonstration

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•

7-1: Modifying an Event Alert and Viewing Alerts History

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 8

a

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Summary •

Described the two types of alert notifications

•

Understood the Alerts Composer tool

•

Explained how to view Alerts History

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 7 - 9

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has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no

a

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8 Course Highlights has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

a

Learning Objectives

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•

Identified the key concepts of Approval Framework: – Approvals – Approval Rules – Predefined Rules

•

Described Approval Types

•

Described Oracle BPM Worklist

•

Explained Approvals and Notifications

•

Described Alert Notifications

has ) om ideฺ c ฺ re t Gu u t en den c c a tu S @ oo this d a e z s ฺ u h tes se to i h (c cen o o le li d a Z rab h s ite ansfe h C n-tr no Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Workflows and Approvals 8 - 2

a