Oracle University Approvals Guide

Approvals,
Workflow, &
Notifications
Oracle HCM Cloud Implementation

Workshop for Partners
Release 10
Platform Technology Solutions (PTS)

Oracle Development
Copyright © 2015, Oracle and/or its affiliates. All rights reserved.

Program Agenda
1. Oracle Fusion HCM Workflow & Approval Management

Overview
2. Oracle Fusion HCM Approvals Setup and Maintenance
3. Approver Types
4. Oracle BPM Worklist
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Program Agenda
1 Oracle Fusion HCM Workflow & Approval

Management Overview
2 Oracle Fusion HCM Approvals Setup and
Maintenance
3 Approver Types
4 Oracle BPM Worklist
Oracle Fusion HCM
Workflow & Approval Management Overview

Workflow
• By definition is a processes in which
tasks are routed automatically among
users for their consideration or action.
• Workflow human task is any workflow
component that requires attention or
action from users.
• In Oracle Fusion HCM the tasks for a
user appear in the work list notifications
and approvals region.
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Customizing Approval Notifications
You can customize an approval notification by:

• Adding comments and attachments
• Changing the appearance of the notification using the page
Composer
Customizing Notifications Using Composer
You can edit a notification using either of the following:

• Design view, which is the basic or default view
• Source view, which is targeted to technical users and requires
understanding of ADF components
Oracle Fusion HCM

Key Components used within Oracle Fusion HCM approval
processes
• Oracle SOA Approval Management Extensions (AMX) which
enables you to define complex multi-stage task routing rules for
business documents
• Oracle Business Process Management Work List (BPM Work
List) which is a web based application that enables you to
access task assigned to you and perform actions based on
your roles in the approval processes.
• Oracle HCM Functional Set Up Management (FSM) and Oracle
SOA AMX integrates to derive the supervisory, job and position
hierarchy based approvers.
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Oracle Fusion HCM
Demonstration
Creating Promotion Test Case
Customizing Promotion
Notification and Approving
Oracle Fusion HCM
Approval Policies
• Determine workflow events, including when approval of a transaction is
required and who approves the transaction
• Pre defined approval policies exist for many Oracle Fusion HCM tasks
– Most cases, approval by the requester’s first and second level
managers are required
– Some cases, such as absences related tasks, approval by first level
manager only is required
– For share information task, approval by the worker whose information is
being shared is required
– Tasks with no pre defined approval policies are automatically approved
– Notifications are typically issued to workers to whom tasks is assigned
when the task is assigned and to the worker who submitted the task
when the approval process completes
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Oracle Fusion HCM

Typical Fusion HCM Approval Workflow
• When the transaction is submitted, the information is
routed automatically to the work list of the 1st level
manager.
• If the submitter’s 1st level manager approves the
transaction , the information is then routed automatically
to the work list of the 2nd level manager
• If the 2nd Level manager approves the transaction, then
the information is committed to the database tables
Some cases, such as absences related tasks, approval
by first level manager only is required
• Depending on the access granted, either of the
respective approvers may edit the transaction at any
time
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Program Agenda

Management Overview

Maintenance
3 Approver Types
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Oracle Fusion HCM
Approvals Setup & Maintenance

Setup Approval Through FSM
• The initial Fusion HCM Approval setup is
performed through the offering task list
under Define Approval Management for
Human Capital Management
• After implementing an Oracle Fusion
HCM offering, you maintain approvals by
same group of tasks from Setup and
Maintenance work area
• To perform any HCM approvals task, you
need the duty role BPM Worklist
Administration Duty, which is predefined
for Application Implementation Consultant
job role
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Oracle Fusion HCM
Approvals Setup & Maintenance

Manage Approval Rules
• Brand new UI to efficiently
configure & maintain Fusion HCM
approval rules
• A new and extended list of
attributes built in to
encompassing the transaction
process
• Revised terminology to make the
rule building process user friendly
• User experience – An important
factor
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Program Agenda

Management Overview
Maintenance
3 Approver Types

Oracle Fusion HCM
Approver Types
You can include any number of
approver types in your approval
sequence. Following an
explanation about different
approver types
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Oracle Fusion HCM
Approver Types
Management Hierarchy
• You can set up approvals
using the employee
supervisory hierarchy, which
is defined in Oracle Fusion
HCM. You must set up
employee with appropriate job
and supervisors such as:
– Line Manager
– Resource Manager
– Project Manager
– Regional Manager
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Oracle Fusion HCM
Approver Types
Approval Groups
• Consist of a name and a predefined set of
approvers configured to act on a task.
Depending on the approver type defined,
approval tasks are routed to all members of
an approval group in serial
• You create or edit existent approval groups
from Approval Groups tab on BPM Worklist
Application Administration page
• When defining your approval sequence ,
you can enter the name of one or more
existent approval groups
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Oracle Fusion HCM
Approver Types
Users
• You can include one or more Oracle
Fusion HCM users in the approval
sequence
Position
• If you include a position hierarchy in
your approval sequence, then the
position holders are invited to
approve the transaction. For
positions with more than one position
holder, the transaction is approved
by the first position holder to
approve.
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Oracle Fusion HCM
Approver Types
Representative
• You can include holders of the following predefined
responsibilities in your approval sequence:
– Human Resource representative
– Benefits representative
– Union representative
– Payroll representative
• Human Resource specialist assign responsibilities to
workers using Manage Areas of Responsibility task. A
worker become an approver for a transaction if he or she
has the responsibility for the transaction subject.
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Oracle Fusion HCM
Approval Setup and Maintenance
Demonstration
Modifying Approval Rules for
Transfer

Oracle 2
Program Agenda

Management Overview

Maintenance
3
Approver Types

Oracle Fusion HCM
Oracle BPM Worklist

Web based application which enables users to access tasks assigned to
them. The actions performed would be based on their roles in the overall
approval process
Profile Name Definition Rights
Work Assignee Is and end user who is assigned a task •View tasks assigned to them & take
respective action
•Access to define custom views
•Define routing rules for all tasks
assigned to them respectively
Process Owner Is a business analyst who is responsible •Users can manage tasks for the
for managing certain types of approvals respective process they own
and/or can be involved in specific types •Access to define approval groups
of approvals •Change / modify approval policies
Workflow Typical system administrator responsible •Has access to view and manage all
Administrator for managing tasks and monitoring work tasks
queues
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Oracle Fusion HCM
Oracle BPM Worklist

You will use BPM Worklist to
• Manage general administration values for all Fusion HCM tasks. These
values include expiration and escalation policies, when approval
notification are issued, and the access to task data that each approver
has for all Fusion HCM tasks.
• Define approval conditions and rules
• Create and maintain approval groups
There are two pages in BPM Worklist to setting up approvals
• Task: Define task aggregation, define error notification, define
assignment and routing policies, manage expiration and escalation
policies, manage notification settings, configure reminder settings
• Rules: Manage rule sets, define rule names, set if – then conditions,
define priorities, to evaluate, if conditions and execute them conditions
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Oracle Fusion HCM
Oracle BPM Worklist

Task Aggregation
• Helps control the number of worklist tasks or notifications
the participant receives for the same requisition
• Task Aggregations has three stages which can be
mapped to an approval notification :-
– Once per task : This is the default setting for the
requisitions approval task. Within the same task if
the approver has been returned multiple times,
then based on the approval rules defined, the
approver will see only one worklist task or
notification in his queue for his action.
– Once per stage : Within the same stage if the
approver has been returned multiple times, then
based on the approval rules defined, the approver
will receive only one worklist task per stage in his
queue for his action.
– None : No aggregation will be initiated
Note Before :-
** The 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. Or unless you configure it accordingly
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Oracle Fusion HCM
Oracle BPM Worklist
Error Notification
• “On Error Notify” allows the user to define an administrator
or a approval group who would be notified when an error
occurs within the approval stage.
• Assignment & Routing Policy:-
— Allow all participants to invite other participants : This allows
approvers to modify the approval list by inserting other approval
or FYI participants.
— Allow all participants to edit future participants : This allows the

approvers to update/remove future participants from the approval
list.
— Allow initiator to add participants : This allows the requester to

insert ad-hoc approval or FYI participants.
— Enable Auto Claim : This option is selected by default. This action

is enabled when a task assigned to a position, role or an LDAP
group. There can be multiple users associated to a group, role or
a position, hence the approver has to first claim the task to ** Note Before: -
prevent multiple users from updating the task.
AMX provides the flexibility to include
— Complete Task When Participant Chooses Reject / Approve : LDAP groups
This option help decide when to move the task to “completed” (created within the user directories) as
status depending on the action performed. participants to the approval process.
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Oracle Fusion HCM
Oracle BPM Worklist
Expiration Policies
• This activity controls the task behavior on escalation or expiration of
any task defined.
• Task content & related task actions can be accessed via the
notification settings pane. This allows a user to control :-
• The information available for an approver upon notification.
• The respective actions which an approver can take when being
notified about an escalation or expiration of any task.
Notification Settings:-
• Notifies a participant or a group about the change in the status of any
assigned task.
• Users can set up as many notifications based on the task status &
participant / approver type.
• Users can be notified either via email, SMS, voice messages or
instant messages.
** Note Before: -
Reminder Settings:-
• Can be used to send periodic reminders about tasks assigned. Please note that in SaaS mode, users
cannot control the method of getting notified
• Reminders can be set to either “before expiry” or “after assignment”
i.e. by SMS, email, voicemail etc. The
respectively.
default method in SaaS is via Email only.
Access to EM is not available in SaaS
mode. Only in an on-premise installation,
users can access the SOA suite using EM
at server level and configure the other
notification options.
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Oracle Fusion HCM
Oracle BPM Worklist

Approval Rules
• You can set and manage approval
rules through the Assignees/Rules
page on the BPM Worklist
application
• The rules page allows you to
setup:
– Rule set
– Rule Name
– If Conditions
– Priority of evaluation of If
conditions
– Priority of execution of then
conditions
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Oracle Fusion HCM
Oracle BPM Worklist
Rule set
• Defines a set of rules for each route
within an approval set up
• You can route approvals to a single
approver or to multiple approvers in
serial, for Fusion HCM processes. It also
supports FYI type approvers within the
approval rules (FYI approvers do not
directly impact the outcome task, but
can provide comments or add
attachments)
• An Approval rule within a rule set consist
of:
– Rule Name
– Condition
– List Builder and List Builder specific attributes
– Response type
– Auto Action
• Rule name is used to identify the
approval rule
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Oracle BPM Worklist

Condition
• The if condition indicates when
the approval rule will be applied
• A condition is defined using the
transaction attributes or other
available worker or requester
attributes
• You can use the search icon
next to the attribute field to
select the attributes to apply in
the rule
• You can define multiple IF
conditions and Then options
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Oracle Fusion HCM
Oracle BPM Worklist

List Builder and List Builder Specific Attributes
• Instead of routing to just a single approver or approval group, the list builder
functionality is a short hand way to route the approvals serially to a list of approvers
returned as described in this section. If any of the approvers in the list ‘rejects’ the task,
the task will stop with ‘reject’. All approvers must therefore ‘approve’ in order for the task
to be ‘approved’
• You can select the list builder that is applicable for the approval rule from the list of
values
• You can use the following list builders for HCM Approvals. For each list builder, there
are list builder specific attributes that would need to be specified for the rules to work
– Approval Group
– Job Level
– Position
– Supervisory
– Management Chain
– Resource
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Oracle BPM Worklist

List Builder and List Builder Specific Attributes
• Approval Group
– You can select relevant Approval Group from the list of values. Select True or
False for the Allow empty groups option. If you set this option to True, then an
empty approval group will not result in an error and instead the routing will
continue to the next participant. If you set this option False, an empty approval
group (no members) will result in an exception being thrown.
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Oracle Fusion HCM
Oracle BPM Worklist
List Builder and List Builder Specific
Attributes
• Job Level
– You must specify the number of levels required to perform the
approval action along with other details
– You must specify a lower bound and an upper bound for job
levels. These levels can be relative to the starting point, the task
requester or an absolute job level
– The starting participant identifies the first participant in a list and
can be set to: a specific user; the manager of a reference user
and use customized function to identify the starting participant
– Top participant identifies the last participant which approvals will
not go beyond in a hierarchy and can be set to: a specific user;
the manager of a reference user and use customized function to
identify the starting participant
– Utilized Participant allows you to control whether everyone
returned in the list of participants from list builders should be part
of the approval process. The possible options are All Approvers,
Final Approver Only, and Manager and Final Approver
– Include all Manages at last level allows you to control if all
holders of the last job level based on the rule will be returned in
the approval list. If you check this option, then all the holders of
the last job level based on the rule will be part of the approval
process.
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Oracle Fusion HCM
Oracle BPM Worklist
Attributes
• Position
– You must specify the number of levels required to perform the
approval action along with other details
– You must specify a lower bound and an upper bound for
positions. These levels can be relative to the starting point, the
task requester or an absolute position
– The starting participant identifies the first participant in a list and
can be set to: a specific user; the manager of a reference user
and use customized function to identify the starting participant
– Top participant identifies the last participant which approvals will
not go beyond in a hierarchy and can be set to: a specific user;
the manager of a reference user and use customized function to
– Utilized Participant allows you to control whether everyone
returned in the list of participants from list builders should be part
of the approval process. The possible options are All Approvers,
Final Approver Only, and Manager and Final Approver
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Oracle BPM Worklist

Attributes
• Supervisory
– You must specify the number of levels required to
perform the approval action along with other details
– The starting participant identifies the first
participant in a list and can be set to: a specific
user; the manager of a reference user and use
customized function to identify the starting
participant
– Top participant identifies the last participant which
approvals will not go beyond in a hierarchy and can
be set to: a specific user; the manager of a
reference user and use customized function to
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Oracle Fusion HCM
Oracle BPM Worklist

Attributes
• Management Chain
– Enables you to construct a list based on
management relationships in the
corresponding user directory. The
management chain participant type only
supports parallel routing when the first
assignee in the management chain is a single
user. You cannot specify parallel participants
such as a set of users or a group, as the initial
assignees in the management chain.
• Resource
– You can select the Resource list builder to set
up approvals by HR representatives
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Oracle Fusion HCM
Oracle BPM Worklist

Attributes
• Response Type
– Indicates if the participant are required to approve the task
or if they are FYI participants
• Auto Action
– Can be utilized to allow list builder to act automatically on
tasks. The Auto Action Enabled value can be specified
either as True or False
– If the auto action enabled is set to True, then the Auto
Action value would allow a control if the task should be
automatically approved or rejected by specifying the value
of either “APPROVE” or “REJECT” (in capital letters)
– If the auto action enabled is set to False, then the Auto
Action value should be set to ‘null’. If auto action is
disabled, them the auto value should be updated with ‘null’
(without quotes)
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Oracle Fusion HCM
Oracle BPM Worklist
Demonstration
Exploring BPM Worklist Task
Configuration
Modifying Approval Rules
Using the BPM Worklist

Oracle Fusion HCM
Oracle BPM Worklist

Vacation Rules
• You can set a vacation period to
remove yourself from automatic
task assignment during the dates
you specify, Vacation rules are
not executed for To-do tasks
• If there are no vacation rules,
then administrators can manually
reassign the tasks to new
approvers
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Oracle Fusion HCM
Oracle BPM Worklist
Demonstration
Enabling Vacation Rules and
Delegating Approval
Responsibilities

Summary
• Workflow Concepts
• Predefined approval policies
for Oracle Fusion HCM
workflow tasks
• Oracle BPM Worklist in
approval-policy configurations

Oracle 4
Sample Implementation of Cloud graphics
Oracle Fusion HCM

Oracle 4
Demonstration
• Creating the Promotion Test Case & Customizing Promotion

Notification and Approving
• Modifying Approval Rules for Transfer
• Exploring BPM Worklist Task Configuration
• Modifying Approval Rules using the BPM Worklist
• Enabling Vacation Rules and Delegating Approval
Responsibilities

Practice
• Creating a Custom Representative Type

• Defining an Approval Group

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Approvals,

Oracle HCM Cloud Implementation

Platform Technology Solutions (PTS)

Copyright © 2015, Oracle and/or its affiliates. All rights reserved.

1. Oracle Fusion HCM Workflow & Approval Management

2. Oracle Fusion HCM Approvals Setup and Maintenance

4. Oracle BPM Worklist

1 Oracle Fusion HCM Workflow & Approval

4 Oracle BPM Worklist

Workflow & Approval Management Overview

You can customize an approval notification by:

You can edit a notification using either of the following:

Workflow & Approval Management Overview

Workflow & Approval Management Overview

1 Oracle Fusion HCM Workflow & Approval

2 Oracle Fusion HCM Approvals Setup and

4 Oracle BPM Worklist

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Approvals Setup & Maintenance

Approvals Setup & Maintenance

1 Oracle Fusion HCM Workflow & Approval

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1 Oracle Fusion HCM Workflow & Approval

2 Oracle Fusion HCM Approvals Setup and

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Oracle BPM Worklist

Oracle BPM Worklist

Oracle BPM Worklist

— Allow all participants to edit future participants : This allows the

— Allow initiator to add participants : This allows the requester to

— Enable Auto Claim : This option is selected by default. This action

Oracle BPM Worklist

Oracle BPM Worklist

Oracle BPM Worklist

Oracle BPM Worklist

Oracle BPM Worklist

Oracle BPM Worklist

Oracle BPM Worklist

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Oracle BPM Worklist

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• Creating the Promotion Test Case & Customizing Promotion

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• Creating a Custom Representative Type

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