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Oracle Workflow User's Guide

1. ORACLE Eal 32 ale 7 A Cy gt t W tk fle JW Return to Portal Logout Preferences Help P o Notification Rule Response Activating Notification Indicate the notification format that will activate this rule ltem Type Requisition Notification All z Cancel Back Step 2 of 3 Next Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement 5 Choose the Next button to proceed You can also choose Cancel to return to the Worklist without creating the rule or choose Back to return to the previous page 6 If you choose to update a rule from the Notification Routing Rules page choose All in the Activating Type of Notification page or choose a notification in the Activating Notification page the Rule Response page appears The fields in this page vary depending on the item type s and notification s to which this rule applies For example if your rule applies to all item types you can automatically reassign all the notifications to another user but you cannot define an automatic response to all the notifications since different notifications may have different response attributes 3 54 Oracle Workflow User s Guide E Edit Routing Rule Response Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ORACLE G OA ss D Ly bol a W fk fle JW Return to Portal
2. D 2 User Preferences 2 The web page identifies the current version of Oracle Workflow 3 A toolbar appears in the upper left corner of the Oracle Workflow home page as well as on every other Oracle Workflow web page The Home icon returns you to the Oracle Workflow home page The name of the current page appears in the middle of the toolbar The Logout icon logs you out of your current Oracle Workflow web session and the Help icon displays online help for the current screen Some of the Event Manager web pages also include a Query icon that lets you enter query details to search for Event Manager objects 4 Choose the Worklist link to display your list of workflow notifications You can close or reassign your notifications directly from the Worklist or you can drill down to the details of each specific notification and close reassign or respond to them individually See To View Notifications from the Worklist page 3 22 5 Choose the Find Notifications link to locate notifications that match specific criteria and act on those notifications See To Find Notifications page 3 20 6 Choose the Notification Rules link to view and define your automatic notification routing rules If you are logged in as a role with workflow administrator privileges the Find Automatic Oracle Workflow Home Page 2 3 Setting User Preferences Notification Processing Rules web page appears letting you first display the routing ru
3. The page displays the workflow identifier as well as the following details for the selected workflow e Workflow Type The workflow type e Status The status of the workflow e Started The start date and time for the workflow e Completed The completion date and time for the workflow The Current Status region displays the notifications that have been sent by the workflow For each notification the list displays the status subject recipient sent date response received date response value and activity name Monitoring Workflow Processes 4 5 e To send e mail to the recipient of a notification select the user link in the Notification Recipient column e If you have workflow administrator privileges you can reassign a notification that is not yet complete Select the notification you want to reassign and select the Reassign button In the Reassign Notification page select the new recipient for the notification and select the Apply button You can also select the Cancel button to return to the previous page without reassigning the notification Note When you reassign a notification from the Status Monitor Oracle Workflow transfers complete ownership and responsibility for the notification to the new recipient If you want to delegate authority to respond to the notification but retain ownership of the notification yourself or if you want to enter comments to the new recipient you must use the Worklist to reas
4. Setting Up Notification Mailers Oracle Workflow Administrator s Guide 3 4 Oracle Workflow User s Guide gt To Respond to a Plain Text E mail Notification Using Templated Response Requisition A0103 1 Color Laser Printer for 2 450 00 requires your approval Netscape Message Oracle Workflow Notification Start of Response Template Response Template for NID 1653 440744573 uf To submit your response reply to this message including this response template with your reply Copy and paste from this message if necessary to obtain an editable copy of the template Insert your response value between the quotes following each response prompt Comments to append to this notification Note Please approve or reject this requisition Action Approve Reject End of Response Template Notification Details Requisition approval requested for Number 40103 Description 1 Color Laser Printer Amount 2 450 00 Forwarded From BLEWIS Requestor BLEWIS Note Due Date 27 JAN 00 17 07 16 1 Your plain text e mail notification includes information that is helpful for you to respond to the notification Depending on the notification the information may appear as references to other sources or as attachments Some attachments depending on their content may only be viewable if you display your notification using the Notification web pages See Viewing Notifications from a Web Browser page 3 17
5. e Subject e From e Message Attribute e Sent To display additional search options select the notification property you want from the Add Column pull down menu and select the Add button Note You can choose to display more than one search option of the same type if you want to apply several search criteria to the same notification property For example if you want to search for notifications that were sent between two particular dates you can display two Sent search options Set one option to search for all notifications sent after the first date and set the other option to search for all notifications sent before the second date If you choose Show table data when all conditions are met then the search will display notifications that match both search criteria with sent dates falling in between the two dates that you specified For each search option select a filter operator and then enter a filter value to specify the notifications you want to display For the is and is not filter operators you should enter a complete filter value that you want to match or exclude respectively For the other filter operators you can enter a partial value unless you are using the Sent Due and Closed search options which always require a complete date in the date format you chose in your Oracle E Business Suite general preferences The filter value fields for all search options are case insensitive Oracle Workflow User s Guide
6. Setting Global User Preferences Oracle Workflow Administrator s Guide e To display a worklist of notifications that match specific search criteria go to the Find Notifications web page by entering lt webagent gt wfa_html find 3 18 Oracle Workflow User s Guide e You can also navigate to the Notifications Worklist or Find Notifications web pages from the Oracle Workflow home page See Accessing the Oracle Workflow Home Page page 2 2 e For Oracle Applications users only your system administrator can add the Notifications Worklist web page to your application by using the Oracle Applications function FND_FNDWFNOT This function calls the web page wfa_html worklist An Oracle Applications System Administrator or Oracle Applications developer must add this function to the Navigate menu of a user s responsibility or call this function from an Oracle Applications form You can then use the modified menu or form to navigate to the Notifications Worklist web page See Overview of Function Security Oracle Applications System Administrator s Guide Overview of Menus and Function Security Oracle Applications Developer s Guide Menus Window Oracle Applications Developer s Guide and Overview of Form Development Steps Oracle Applications Developer s Guide If you are not using Oracle Self Service Web Applications and you are accessing any of the Oracle Workflow URLs for the first time in your web browser session you will
7. The Results region displays the workflows that match your search criteria For each workflow the list displays the status workflow type workflow identifier start date and completion date e Select the Workflow Type Workflow or Started column heading to sort the list by that column e To view the error details for an errored workflow select the error icon or the error link in the Status column You can use the monitor buttons to drill down to additional information for a workflow e To review the notifications sent by a workflow select the workflow and select the Notification History button e To view the status diagram for a workflow select the workflow and select the Status Diagram button e To view comments and other information gathered for closed response required notifications in a workflow select the workflow and select the Participant Responses button gt Using a List of Values 1 For a field that supports a list of values select the field s search icon to display a Search and Select page In the Search region select the filter to search by depending on the type of value you are searching for Then enter a search value in the text field and select the Go button If you do not specify a search value Oracle Workflow retrieves the complete list of values Oracle Workflow User s Guide 3 The Results region displays the list of values that match your search criteria Select the value you want and choo
8. If you leave the filter operator and filter value blank for a search option that option will not be included in the search Note The greater than less than after and before filter operators are not inclusive For example a search on the Sent option with the after operator displays only notifications sent after the date you specify not notifications sent on that date itself e From Enter the role from which the notifications were sent e Type Enter the display name of the item type to which the workflow process that sent the notification belongs e Subject Enter the subject line of the notifications e Sent Enter the date when the notifications were delivered using the date format you chose in your Oracle E Business Suite general preferences Select the field s calendar icon to display a calendar from which you can select a date e Due Enter the date by which the notifications should be completed using the date format you chose in your Oracle E Business Suite general preferences Select the field s calendar icon to display a calendar from which you can select a date e Status Enter open closed or canceled as the notification status This search option supports the filter operators is is not OF contains e Message Attribute Enter the value of a message attribute belonging to the notification Message attributes hold dynamic content that is determined by the specific context in which a notificatio
9. 2 To respond to your notification use the Reply command in your mail application to reply to the original e mail notification 3 Include the response template from the original notification in your reply In addition to the response prompts the response template includes the special notification ID and access key that a notification mailer requires to identify the notification you are Viewing Notifications and Processing Responses 3 5 responding to If your mail application includes an editable copy of the original message when it generates the reply message you can use that copy to enter your response values Otherwise copy and paste from the original message to obtain a copy of the response template that you can edit 4 Follow the response template instructions and insert your response values between the quotes following each response prompt The Notification System interprets your response values literally so a value in uppercase is interpreted differently from the same value in lowercase Note When you are using the two double quotes to delimit your response you can validly use a single quote character within your response value For example a response to a Comment prompt could be entered as follows Comment This proposal isn t acceptable However you cannot validly use another double quote character within your response value in the default format If you want to use the double quote character with
10. 51 3 52 The Notification Routing Rules page displays all existing rules for the role you are logged in as For each rule the list displays the rule name the item type and notification to which the rule applies and the rule status based on its effective dates To update a rule select the rule name link in the Rule Name column or select the update icon in the Update column for that rule See To Create or Update a Rule for Automatic Notification Processing page 3 52 To delete a rule select the delete icon in the Delete column for that rule To create a new rule select the Create Rule button See To Create or Update a Rule for Automatic Notification Processing page 3 52 You can also select the Return to Worklist link to navigate back to the Worklist Defining Rules for Automatic Notification Processing page 3 30 p gt To Create or Update a Rule for Automatic Notification Processing 1 Navigate to the Notification Routing Rules page and choose to create or update a rule e If you choose to create a new rule the Activating Type of Notification page appears first Continue with step 2 e If you choose to update an existing rule the Rule Response page appears Skip to step 6 In the the Activating Type of Notification page select the item type to which this rule applies or select All if you want this rule to apply to notifications associated with any item type The list of values for the Item Type field di
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12. Administrator Web Applications Notifications or Workflow Administrator Event Manager Notifications or Workflow Administrator Web New Notifications Worklist page 3 41 Workflow User Web Applications Worklist Self Service Status Monitor page Workflow User Web Applications Status 4 2 Monitor or Workflow User Web New Status Monitor Table A 1 Page 1 of 1 Note Note The Workflow Administrator Web New and Workflow User Web New responsibilities are provided for reference to highlight the Oracle Applications Framework based functionality that has been added in Oracle Workflow The same functionality is also available on the previously existing responsibilities Workflow Administrator Web Applications Workflow Administrator Event Manager and Workflow User Web Applications Oracle Workflow User s Guide Glossary Access Level A numeric value ranging from 0 to 1000 Every workflow user operates at a specific access level The access level defines whether the user can modify certain workflow data You can only modify data that is protected at a level equal to or higher than your access level Activity A unit of work performed during a business process Activity Attribute A parameter that has been externalized for a function activity that controls how the function activity operates You define an activity attribute by displaying the activity s Attributes properties page in the Activities window
13. Logout Preferences Help eee eee Rule Response Rule Response Complete the form below to set up the proper response for the rule Item Type Requisition Notification Requisition for requires approval Start Date 81 Mar 2003 example dd MMM End Date example dd MMM yyyy Message Comments will display with each routed notification Reassign Delegate authority for responding to this notification Transfer ownership of this notification C Respond Note Action v C Deliver notifications to me regardless of any general rules Cancel X Back Step 3 of 3 Submit H 7 Enter values in the Start Date and End Date fields to specify the period that this rule should be active If you leave the Start Date blank the rule is effective immediately If you leave the End Date blank the rule is effective indefinitely ISF Attention Since you can define different rules for the same notification s to be effective at different times Oracle Workflow allows you to define multiple rules for the same notification s You should be careful to ensure that rules for the same notification s do not overlap in their effective dates If multiple rules are effective for the same notification Oracle Workflow picks one rule at random to apply 8 Inthe Message field enter any text that you want to append to the notification when the rule is applied The comments appear in a Viewing Notifications and Proces
14. Notifications All Notifications or Notifications From Me If you choose All Notifications the list additionally displays the status for each notification If you choose Notifications From Me the list displays the recipient of each notification instead of the from role To view and respond to a notification or a group of notifications select the notification or notifications you want and select the Open button If you select more than one notification to open only one notification is displayed at a time You can navigate among the open notifications by selecting the Next or Back buttons in the Notification Oracle Workflow Home Page 2 9 2 10 Details page See To View the Details of a Notification page 3 42 To collectively reassign a group of notifications select the notifications you want and select the Reassign button the Delegate button or the Transfer button The Reassign button appears if you have access to reassign notifications to another user either by delegating the notifications or by transferring complete ownership of the notifications The Delegate button appears if you only have access to delegate the notifications The Transfer button appears if you only have access to transfer ownership of the notifications See To Reassign a Notification to Another User page 3 47 and Setting the FND Notification Reassign Mode Profile Option Oracle Workflow Administrator s Guide Note Your workflow may include s
15. Select Notification s and Open Reassign Select All Select None Select Subject From f Sent Type Status Due Requisition 7564 Office equipment for 1 200 00 Walker Mr Kenneth 31 Mar 2003 Requisition Open 31 Mar 2003 requires Ken Requisition 7559 Software licenses for 800 00 Walker Mr Kenneth 31 Mar 2003 Requisition Open 31 Mar 2003 require Ken More Information Requested Requisition 7556 Walker Mr Kenneth 31 Mar 2003 Requisition Open 31 Mar 2003 Computer equipment Ken Redirect or auto respond to notifications using Routing Rules Save Search Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement z 2 Specify how you want to apply search criteria to locate specific notifications e Show table data when all conditions are met Select this option to locate only notifications that match all your search criteria Oracle Workflow User s Guide e Show table data when any condition is met Select this option to locate all notifications that match at least one of your search criteria Enter the search criteria you want to use to locate notifications The following search options are displayed by default Subject e From e Message Attribute e Sent To display additional search options select the notification property you want from the Add Column pull down menu and select the Add button Note You
16. YYYY Note Oracle Workflow may include a time element when relevant for certain displayed dates even if you do not include a time format with your date format If you specify a time format along with your date format then in those situations when Oracle Workflow displays a time element you will see two time elements following your date Leave the Document Home Node field blank This functionality is reserved for future use In the Send me electronic mail notifications section select a notification preference HTML mail with attachments send you notifications as HTML e mail with attached links to the Notification Details page Your mail reader must be able to display HTML formatting in the message body Plain text mail with HTML attachments send you notifications as plain text e mail but include the HTML formatted version of the notifications and links to the Notification Details page as attachments Plain text mail send you notifications as plain text e mail Plain text summary mail send you a summary of all notifications as plain text e mail You must use the Worklist web page to take action on individual notifications Do not send me mail do not send you notifications as e mail You must view the notifications and take action from the Worklist web page HTML mail send you notifications as HTML e mail only without any standard attachments If custom attachments have been defined for
17. be prompted for a valid username and password to log on Enter your username and password Choose OK If you have made an error you can clear the values and start over If you used the wfa_htm1 worklist URL skip to the Notification Worklist section page 3 22 Viewing Notifications and Processing Responses 3 19 gt To Find Notifications XY Find Notifications CDOUGLAS Netscape Se Find Notifications J ORACLE From i ie Status Open H pea Subject CY a a e Priority Al H C Notifications Delegated to rc o Find 1 The Find Notifications window lets you enter search criteria to locate specific notifications If you are logged on to the current session as a regular workflow user you can specify criteria to search for any notification s you own The search criteria are e From enter a role to search for all notifications from that role The From role for a notification is determined by the FROM_ROLE message attribute See FROM_ROLE Attribute Oracle Workflow Developer s Guide e Status choose a notification status of Canceled Closed Invalid Reply or Open Choose All to display notifications of any status e Type choose the item type of the notification s Choose All to display notifications of any item type e Subject enter the subject of the notification you wish to search for This field accepts case insensitive t
18. can choose to display more than one search option of the same type if you want to apply several search criteria to the same notification property For example if you want to search for notifications that were sent between two particular dates you can display two Sent search options Set one option to search for all notifications sent after the first date and set the other option to search for all notifications sent before the second date If you choose Show table data when all conditions are met then the search will display notifications that match both search criteria with sent dates falling in between the two dates that you specified For each search option select a filter operator and then enter a filter value to specify the notifications you want to display For the is and is not filter operators you should enter a complete filter value that you want to match or exclude respectively For the other filter operators you can enter a partial value unless you are using the Sent Due and Closed search options which always require a complete date in the date format you chose in your Oracle E Business Suite general preferences The filter value fields for all search options are case insensitive If you leave the filter operator and filter value blank for a search option that option will not be included in the search Note The greater than less than after and before filter operators are not inclusive For example a search on
19. choosing Library from the expandable menu on your HTML help window by reading from the Oracle Applications Document Library CD included in your media pack or by using a Web browser with a URL that your system administrator provides If you require printed guides you can purchase them from the Oracle Store at http oraclestore oracle com Guides Related to All Products Oracle Applications User s Guide This guide explains how to enter data query run reports and navigate using the graphical user interface GUI available with this release of Oracle Workflow and any other Oracle Applications products This guide also includes information on setting user profiles as well as running and reviewing reports and concurrent processes You can access this user s guide online by choosing Getting Started with Oracle Applications from any Oracle Applications help file viii Oracle Workflow User s Guide User Guides Related to This Product Oracle Workflow Administrator s Guide This guide explains how to complete the setup steps necessary for any Oracle Applications product that includes workflow enabled processes as well as how to monitor the progress of runtime workflow processes Oracle Workflow Developer s Guide This guide explains how to define new workflow business processes and customize existing Oracle Applications embedded workflow processes It also describes how to define and customize business e
20. for a notification may be set by special logic in the workflow process See FEROM_ROLE Attribute Oracle Workflow Developer s Guide To the role to which the notification was sent This column is displayed when you view notifications sent from you Type display name of the item type to which the workflow process that sent the notification belongs Subject a description of the notification Sent date when the notification was delivered Due date by which the notification should be completed Status open closed or canceled status of the notification This column is displayed when you view all notifications Select the From To Type Subject Sent Due or Status column heading to sort the list by that column By default the list is sorted by sent date from most recent to oldest and then by subject in alphabetical order 5 To collectively reassign a group of notifications select the notifications you want and select the Reassign button See To Reassign a Notification to Another User page 3 47 6 To collectively reassign a group of notifications select the notifications you want and select the Reassign button the Delegate button or the Transfer button Oracle Workflow User s Guide The Reassign button appears if you have access to reassign notifications to another user either by delegating the notifications or by transferring complete ownership of the notifications The Delegate button appea
21. individual notifications in a process however those attachments will still be included Your mail reader must be able to display HTML formatting in the message body Oracle Workflow User s Guide 7 Choose OK once you are satisfied with your changes See Also Notification Preferences Oracle Workflow Administrator s Guide Oracle Workflow Home Page 2 7 Accessing the Oracle Workflow Self Service Home Page Note The Oracle Workflow web pages are being converted to the Oracle Applications Framework user interface format Depending on your version of Oracle Workflow and which patches you have applied you may see Oracle Workflow web pages in the new format as well as in the previous format The self service home page is currently available for the version of Oracle Workflow embedded in Oracle Applications Use the Oracle Workflow self service home page to link to Oracle Workflow s web based self service features This page centralizes your access to the features p gt To Access the Oracle Workflow Self Service Home Page 1 Use a web browser to navigate to the self service home page using a responsibility and navigation path specified by your system administrator See Oracle Workflow User Navigation Paths page A 2 You can navigate to the self service home page from other Oracle Workflow self service web pages by choosing the Home tab or selecting the Home link at the bottom of the page Z Oracle Workflow Micro
22. make the socket connection You can choose the Keep Window button to continue displaying the launch window Otherwise this window is automatically closed after thirty seconds 4 Launching Form Microsof PI E3 Please look for the form in the Z Navigator window The form that is launched appears in the Oracle Applications Navigator window on top of the browser window displaying the notification Note If the form does not appear check for error messages in the JInitiator console 5 Once you submit your response the Detail Notification page returns you to the Worklist where the notification you just responded to now displays a status of Closed Note If you revisit a Closed notification the Response section indicates that the Response has been submitted and displays the values that were submitted as the response 6 A Find icon in the toolbar of the Detail Notification page lets you navigate back to the Find Notifications screen at any time to search for and display other notifications gt To Reassign a Notification to Another User 1 You can reassign a notification in one of two ways e Inthe Worklist page you check Select for one or more notifications and choose Reassign e Inthe Worklist page click on the subject link of the notification you wish to reassign In the Detail Notification page that appears choose Reassign in the Response frame of the notification i gt Attenti
23. ownership of and responsibility for the notification For example use this option if you should not have received the notification and you want to send it to the correct recipient or to another recipient for resolution A transfer may have the effect of changing the approval hierarchy for the notification For example a manager might transfer a notification about a certain project to another manager who now owns that project Note If you only have access to delegate notifications Oracle Workflow automatically uses the delegate option when you reassign notifications Similarly if you only have access to transfer notifications Oracle Workflow automatically uses the transfer option when you reassign notifications Enter any comments you want to send with the notification to the new user If you are reassigning more than one notification your comments will be included with each notification Select the Submit button You can also select the Cancel button to return to the previous page without reassigning the notification ie Attention Your workflow may include special logic to verify that the role that you attempt to delegate or transfer a notification to is legitimate or to restrict reassignment of notifications altogether If so you may get a warning message to that effect when you attempt to reassign a notification See Post Notification Functions Oracle Workflow API Reference 6 You can also select the Return to Worklist link t
24. prompts all appear as fields and or poplists When you are done entering your response values submit your response by choosing the Submit button If a notification requires a response and one of the responses becomes the result of the notification activity then that determining response will appear last as a set of buttons to choose from as shown in the figure above The buttons represent the possible choices to the response prompt All other response prompts if any appear as fields or poplists above that prompt When you choose a button for that last response prompt you also submit your response for the notification If a notification does not require a response the response section indicates that Choose Close in the Response section to close the notification so that it does not appear in your notification summary list the next time you query for open notifications Note You can click on any response prompt to display more information about the response attribute Note If you launch the Notification Worklist from Oracle Applications your response section may display an attached form icon that lets you drill down to an Oracle Applications form to complete your response The Oracle Applications socket listener port must be set to the port where the form should be launched See Setting the Socket Listener Profile Option Oracle Workflow Administrator s Guide When you choose the attached form icon a launch window appears to
25. response See To View the Details of a Notification page 3 42 Note Password based electronic signatures are currently supported only for the version of Oracle Workflow embedded in Oracle Applications Example Following is a set of response instructions and examples of three possible responses Viewing Notifications and Processing Responses 3 9 3 10 Response Instructions Enter the Action on line 1 Do you approve Value must be one of the following default is Reject Enter the Review Comments on line 2 Value must be 2000 bytes or less Enter the Required Date on line 3 If there is no required date leave this blank Value must be a date in the form DD MON YYYY Enter the Maximum Amount on line 4 This is the maximum approved amount Value must be a number Default is 1500 Valid Response A Approve Valid Response B Reject Reject Too expensive Note The blank lines in this response indicate acceptance of the default values for those response values Oracle Workflow User s Guide Valid Response C Reject This item is too expensive Please find a replacement that is of lower cost or else include additional justification for why this item should be approved 01 JAN 1998 1000 00 See Also Plain Text E mail Oracle Workflow Administrator s Guide gt To Respond to an HTML E mail Notification Requisition A0102 1 Color Photocopier for 2 400 0
26. response e mail notifications are based on standard message templates defined in Oracle Workflow Builder Both describe the syntax the reply should follow and list the information Viewing Notifications and Processing Responses 3 3 See Also needed to confirm the notification See Modifying Your Message Templates Oracle Workflow Administrator s Guide When you respond to a notification by e mail your reply message must include the notification ID NID and access key from the original notification message Notification mailers can process your response properly only if you include the correct NID and access key combination in your response You can ensure that your reply contains the NID and access key either by including the entire original message in your reply or by using a response template that includes the NID line Note The notification access key is a distinct random key generated by the Notification System for each NID The access key serves as a password that allows only users who actually received the notification containing the key to respond to that notification The format of the NID line is as follows NID 9999 999999 XXXXXX Some mail clients notably early releases of Microsoft Outlook Express may not copy the NID line properly in a reply message When responding to a notification you should verify that the NID line is included in full and contains the prefix NID and all the details between the square brackets
27. shows error information for an errored workflow E Oracle Workflow Status Monitor Microsoft Internet Explorer provided by Dev Services Fle Edt View Favorites Tools Help ORACLE Bs amp te a dod L We wkflc yw Return to Portal Logout Preferences Help Notifications Error Summary Notification History Workflow IK7582 has stopped processing with one or more program errors as shown below Status Diagram J Failed Activity Select Approver Participant Responses Activity Type Function Error Name 100 Error Message ORA 01403 no data found ORA 01403 no data found ical details o nt wrong ht dtop this he error with lt n administrator Return to Workflow Search Home Status Monitor Notifications Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement The page displays the workflow identifier as well as the following details for the selected workflow e Failed Activity The name of the activity that encountered an error e Activity Type The activity type either Function Notification Event or Process e Error Name The internal name of the error e Error Message The error message describing the error You can optionally display the error stack which provides context information to help an administrator locate the source of the error To show the error stack if it is hidden select the Show Err
28. table General Properties View Name Number of Rows Displayed 25 Rows 7 Set as Default I Description m B Column Properties Update the appropriate column attributes as desired Advanced Settings Columns Shown and Column Order Available Columns Columns Displayed in Order To gt Information Requested From Move Closed gt Priority Move All A Notification ID Frorn Me lt g Remove S lt cs Remove All Sort Settings Column Name Sort Order First Sort Subject z fascending z Second Sort Sent descending z Third Sort From 7 fascending z Search Query to Filter Data in your Worklist Specify parameters and values to filter the data that is displayed in your table Advanced Search The Create View page the Duplicate View page and the Update View page are identical except that the fields in the Duplicate View and Update View pages are populated with previously defined information for the selected view Additionally if you navigate to the Create View page by saving a simple or advanced search some fields in the Create View page are populated with your search criteria 2 Inthe General Properties region enter a display name to identify your personalized view In the Duplicate View page the view name defaults to Duplicate of original view name You can optionally enter a different name 3 Select the number of notification rows you want to display in the view Oracle Workfl
29. the current request Click the response link and enter the information you want to provide between the quotes following the response prompt When you are satisfied with your response use the Send command of the mail application to send your reply If this notification requires a password based electronic signature in your response you cannot respond to the notification through e mail In this case the notification informs you that a password based signature is required and directs you to access the online version of the notification instead Navigate to the Notification Details web page to submit your response See To View the Details of a Notification page 3 42 Note Password based electronic signatures are currently supported only for the version of Oracle Workflow embedded in Oracle Applications HTML Formatted E mail Oracle Workflow Administrator s Guide To Respond to a Plain Text E mail Notification with an HTML Attachment 1 Your plain text e mail notification with attachments includes information that is helpful for you to respond to the notification Depending on the notification the information may appear inline in the message body as links to other reference sources or as attachments to the message In addition the notification always includes at least two attachments e HTML Message Body an HTML formatted version of the notification message Viewing Notifications and Processing Responses 3 15
30. the process If you are using the version of Oracle Workflow embedded in Oracle Applications and you have implemented Oracle Applications Manager you can also use the Oracle Workflow Manager component of Oracle Applications Manager as an additional administration tool for Oracle Workflow Oracle Applications Manager is a tool that provides administrative and diagnostic capabilities for concurrent processing Oracle Workflow and other functionality in Oracle Applications For more information please refer to the Oracle Applications Manager online help Overview of Oracle Workflow 1 5 Also if you are using the standalone version of Oracle Workflow you can use the standalone Oracle Workflow Manager component available through Oracle Enterprise Manager as an additional administration tool for Oracle Workflow For more information please refer to the Oracle Workflow Manager online help Workflow Processes Oracle Workflow manages business processes according to rules that you define The rules which we call a workflow process definition include the activities that occur in the process and the relationship between those activities An activity in a process definition can be an automated function defined by a PL SQL stored procedure or an external function a notification to a user or role that may optionally request a response a business event or a subflow that itself is made up of a more granular set of activities A workflow proce
31. to the notification using the Response section of the Notification Details page In this case your pending request for more information is canceled e If you want to request more information from a different user you can submit a new request using the Request Information button in the Response section of the Notification Details page In this case your initial request is replaced by the new request and only the user to whom you sent the new request can respond with more information gt To View and Maintain Automatic Notification Processing Rules 1 Navigate to the Notification Routing Rules page by navigating to either the Advanced Worklist or Worklist and selecting the routing rules link that follows the list of notifications yy Notification Routing Rules Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ORACLE DJ x Y z aa _ 4 W rk fl JW Return Pell Logout Preferences Help Notification Routing Rules Select All Select None 1 2 of 2 z I Select Rule Name Item Type Notification Update Delete Status I Delegate Pierson Samuel Requisition lt All gt T Active I Transfer Walker Mr Kenneth Ken lt All gt lt All gt i Inactive Return to Worklist Create Rule Return to Portal Logout Preferences Help Copyright 2001 Oracle Corporation All rights reserved Privacy Statement oft Viewing Notifications and Processing Responses 3
32. trademarks of their respective owners Contents PLCLACE 2c eriees sr oerateu se ttenk Saees deen jae eae v Audience for This Guide 00000000004 vi How To Use This Guide 0 0 cece eee eee vi Documentation Accessibility 0 000 c cece cee vi Other Information Sources 0 0 00 00 cee eee eee vii Online Documentation 0 0 000 cee eee eee vii Related User s Guides 0 c cece eee eee viii Guides Related to All Products 0000 viii User Guides Related to This Product ix Installation and System Administration x Other Implementation Documentation xii Training and Support 060 ccc xiii Do Not Use Database Tools to Modify Oracle Applications Dala lt ccei cctv sarrant k NEEE sate bends wee ee eben xiv About Oracle 0 cece ccc cece eens xv VOUT Feedback coneco e Rom hes XV Chapter 1 Overview of Oracle Workflow 00 0 cece eee e eens 1 1 Overview of Oracle Workflow for Users 0 1 2 Major Features and Definitions 0000005 1 3 Workflow Processes 0 00 c cece eee eee eee 1 6 Chapter 2 Oracle Workflow Home Page cece cece cece eees 2 1 Accessing the Oracle Workflow Home Page 2 2 Contents iii Chapter 3 Chapter 4 Appendix A Setting User Preferences 0 0 tineis as ik Siis 2 4 Accessing th
33. webagent gt wf_route list user lt rolename gt Viewing Notifications and Processing Responses 3 31 This URL can include an optional argument as denoted by the square brackets You should omit the square brackets to pass the optional argument Replace the bracketed italicized text in the above URL as follows e lt webagent gt represents the base URL of the web agent configured for Oracle Workflow in your Web server See Setting Global User Preferences Oracle Workflow Administrator s Guide e lt rolename gt represents an internal role name that you want to query routing rules for Note however that you can query for roles other than your current role only if your current role has workflow administrator privileges See Setting Global User Preferences Oracle Workflow Administrator s Guide If you have workflow administrator privileges you can display a web page that lets you find the routing rules for a specified role Enter lt webagent gt wf_route find Enter the user ID of a role and choose Find a Notification Rules Netscape Se Notification Rules D User Jsysapmin laj Find gt IS Attention Both of these URLs access secured pages so if you have not yet logged on as valid user in the current web session you will be prompted to do so before the page appears Note You can also access the Notification Rules web page from the Oracle Workflow home page See Accessing the O
34. your approval Ss 29 MAR 2001 29 MAR 2001 Requisition K WALKER Requisition 10002 Requisition for very small mobile phone for 3 000 00 requires your approval E 28 MAR 2001 28 MAR 2001 Close Reassign eee 1 The Notifications Worklist either displays the notifications that match your search criteria if you navigated from the Find Notifications page or lists all your open notifications if you navigated directly to this page The Worklist displays the following information for each notification e Priority a high or low priority icon represents the urgency of the notification Oracle Workflow User s Guide e Type the item type with which the workflow process and notification is associated e From the role from which the notification was sent The From role for a notification is determined by the FROM_ROLE message attribute See FROM_ROLE Attribute Oracle Workflow Developer s Guide e Subject a description of the notification Note If a notification is Open and requires a response a Response Required icon appears next to its Subject link e Sent date when the notification was delivered e Due date by which the notification should be completed Click on any column heading to sort your notifications by that column in ascending order A Find icon in the toolbar lets you navigate back to the Find Notifications screen at any time so
35. your response value in the default format If you want to use the single quote character as an apostrophe within your response value you can optionally enter your response in one of the following alternate formats You can use different formats for different responses within the same response message You can enter a backslash as an escape character before the apostrophe For example a response to a Comment prompt could be entered as follows Comment This proposal isn t acceptable You can delete the two single quotes and enclose your response between two double quotes instead to delimit the response value For example Comment This proposal isn t acceptable You can delete the two single quotes and enclose your response between a left bracket and a right bracket instead to delimit the response value For example Comment This proposal isn t acceptable 5 When you are satisfied with your response use the Send command of the mail application to send your reply Note If you send an invalid response the Notification System sends you an invalid response message If you respond to a notification that has been canceled you get a message informing you that the notification was canceled Similarly if you respond to a notification that was already previously responded to you get a message informing you that the notification is closed In addition to the response link
36. 0 requires your approval Netscape Message Approval requested for Requisition Number A0102 Description 1 Color Photocopier Amount 2 400 00 Forward From BLEWIS Requestor BLEWIS Note Please click on one of the following choices to automatically generate an E mail response Before sending the E mail response to close this notification ensure all response prompts include a desired response value within quotes Please approve or reject this requisition Approve Reject 1 Your HTML formatted e mail notification includes information that is helpful for you to respond to the notification Depending on the notification the information may appear as links to other sources or as attachments ISF Attention If your notification preference is HTML Mail with attachments an HTML formatted e mail notification always Viewing Notifications and Processing Responses 3 11 3 12 includes one standard attachment The attachment is called Notification Detail Link and it provides a direct link to your notification in the Notification Details web page Note that your Web browser must support JavaScript and Frames to open this attachment When you open the Notification Detail Link attachment it automatically attempts to establish a web session with your web server In doing so it authenticates your access verifies that your notification is still open and displays a message if the notification is already closed In Oracle
37. 3 16 Notification Detail Link a direct link to your notification displayed in the Notification Details web page 2 When you are done reviewing all the information for the notification you can respond to the notification in one of three ways Use your mail reader s Reply command to respond following the instructions in the plain text message body See To Respond to a Plain Text E mail Notification Using Templated Response page 3 5 and To Respond to a Plain Text E mail Notification Using Direct Response page 3 8 Display the HTML Message Body attachment and respond by selecting one of the response links at the bottom of the HTML message body See To Respond to an HTML E mail Notification page 3 11 Choose the Notification Detail Link attachment to display the Notification Details web page See To View the Details of a Notification page 3 24 or To View the Details of a Notification for Oracle Applications page 3 42 Note Your Web browser must support JavaScript and Frames to open this attachment When you open the Notification Detail Link attachment it automatically attempts to establish a web session with your web server In doing so it authenticates your access verifies that your notification is still open and displays a message if the notification is already closed In Oracle Applications you must always log in before you can access the Oracle Applications Framework based Notification Details we
38. Applications you must always log in before you can access the Oracle Applications Framework based Notification Details web page In the standalone version of Oracle Workflow if your workflow administrator has configured the notification mailer that sent this notification to require a login when you select the Notification Detail Link and you are not already logged in you will be prompted to log in before you can access the Notification Details web page Otherwise in the standalone version of Oracle Workflow you can access the Notification Details page for this notification directly but you cannot access any other Oracle Workflow pages unless you are logged in You can respond directly to your notification from the Notification Details page bypassing the need to process your response through a notification mailer If you decide to respond from the Notification Details page skip the remaining steps See To View the Details of a Notification page 3 24 or To View the Details of a Notification for Oracle Applications page 3 42 If your notification preference is HTML mail then your HTML formatted e mail notification does not include this standard attachment However if custom attachments have been defined for this individual notification in its workflow process those attachments will still be included 2 When you are done reviewing all the information for the notification click on one of the response links shown at th
39. LE 5 Ay Workflow Returnto Portal Logout Pref Home y Status Monitor Select one or more notifications from the list and Open or Reassign them using the appropriate buttons You may also click on the notification subject to open a particular notification View Open Notifications Go Select Notification s and Copen Reassign Select All Select None Select From Type Subject Sent Due I Walker Mr Kenneth Ken Requisition Requisition 7564 Office equipment for 1 200 00 requires 31 Mar 2003 31 Mar 2003 T Walker Mr Kenneth Ken Requisition Requisition 7559 Software licenses for 800 00 require 31 Mar 2003 31 Mar 2003 I Walker Mr Kenneth Ken Requisition More Information Requested Requisition 7556 Computer equipment 31 Mar 2003 31 Mar 2003 TIP Redirect or auto respond to notifications using Routing Rules Home Status Monitor Notifications Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement f 2 To specify which notifications to display in the Worklist select the type of notifications you want from the View pull down menu and select Go You can choose to view e Open Notifications FYI Notifications To Do Notifications All Notifications Notifications From Me 3 The Advanced Worklist shows the following information for each notification e From the role from which the notification was sent
40. ORACLE Oracle Workflow User s Guide Release 2 6 3 Part No B10285 02 September 2003 Oracle Workflow User s Guide Release 2 6 3 Part No B10285 02 Copyright 2003 Oracle Corporation All rights reserved Primary Authors Siu Chang Clara Jaeckel Contributors George Buzsaki John Cordes Mark Craig Mark Fisher Kevin Hudson George Kellner Angela Kung David Lam Jin Liu Kenneth Ma Steve Mayze Santhana Natarajan Tim Roveda Robin Seiden Sachin Sharma Sheryl Sheh Susan Stratton The Programs which include both the software and documentation contain proprietary information of Oracle Corporation they are provided under a license agreement containing restrictions on use and disclosure and are also protected by copyright patent and other intellectual and industrial property laws Reverse engineering disassembly or decompilation of the Programs except to the extent required to obtain interoperability with other independently created software or as specified by law is prohibited The information contained in this document is subject to change without notice If you find any problems in the documentation please report them to us in writing Oracle Corporation does not warrant that this document is error free Except as may be expressly permitted in your license agreement for these Programs no part of these Programs may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose w
41. Ping Acknowledge Started 31 Mar 2003 16 40 12 Status Suspended Completed Current Status Notification History Status Diagram Partici n Master Ping Process WFPING 1K1090 Zoomin Zoom Out Start Spawn Detail ft 8 low End Processes Defniton MUSS S Netcaton Current Location Master Ping Process Master Ping Process Item Type Workflow Agent Ping Acknowledge Activity Name Master Ping Process Description Launches Detail Ping Processes Activity Type Process Result Type Return to Workflow Search Home Status Monitor Notifications Return to Portal Logout Preferences Help The page displays the workflow identifier as well as the following details for the selected workflow e Workflow Type The workflow type e Status The status of the workflow e Started The start date and time for the workflow e Completed The completion date and time for the workflow The Current Status region displays the process title diagram and detail tabs for the workflow Process Title The process title appears in the upper left of the Current Status region and displays the workflow process name type and identifier If you drill down into a subprocess in the process diagram the process title displays the subprocess name Monitoring Workflow Processes 4 7 Process Diagram Window The process diagram window is a scrolling canvas that displays the diagram of the
42. The Oracle Applications socket listener port must be set to the port where the form should be launched See Setting the Socket Listener Profile Option Oracle Workflow Administrator s Guide ISF Attention The Notification System first verifies with Oracle Applications whether the recipient s responsibility has the appropriate security to open the linked form If the responsibility is not allowed to open the form the attached form icon is disabled and a message to that effect is displayed Also you cannot update information in a form that is attached in the upper frame for reference only When you choose the attached form icon a launch window appears to make the socket connection You can choose the Keep Window button to continue displaying the launch window Otherwise this window is automatically closed after thirty seconds Launching Form Microsof P E3 E Please look for the form in the a Navigator window The form that is launched appears in the Oracle Applications Navigator window on top of the browser window displaying the notification Note If the form does not appear check for error messages in the JInitiator console 4 The Response section may look as follows Viewing Notifications and Processing Responses 3 25 3 26 Oracle Workflow User s Guide va If a notification requires a response but none of the responses affect the result of the notification activity the response
43. This column is displayed when you view notifications sent to you If this notification was reassigned through the Worklist web pages the From column shows the user who reassigned the notification to the current recipient If this notification is a request for more information the From column shows the user who sent the request If this notification is a response providing more information the From column shows the user who sent the response Additionally the From role for a notification may be set by special logic in the workflow process See FROM_ROLE Attribute Oracle Workflow Developer s Guide e To the role to which the notification was sent This column is displayed when you view notifications sent from you Viewing Notifications and Processing Responses 3 39 e Type display name of the item type to which the workflow process that sent the notification belongs e Subject a description of the notification e Sent date when the notification was delivered e Due date by which the notification should be completed e Status open closed or canceled status of the notification This column is displayed when you view all notifications Select the From To Type Subject Sent Due or Status column heading to sort the list by that column By default the list is sorted by sent date in descending order and then by subject in ascending order 4 To collectively reassign a group of notifications sele
44. You assign a value to an activity attribute by displaying the activity node s Attribute Values properties page in the Process window Agent A named point of communication within a system Agent Listener A type of service component that processes event messages on inbound agents Attribute See Activity Attribute Item Type Attribute or Message Attribute Background Engines A supplemental Workflow Engine that processes deferred or timed out activities Business Event See Event Cost A relative value that you can assign to a function or notification activity to inform the Workflow Engine how much processing is required to complete the activity Assign a higher cost to longer running complex activities The Workflow Engine can be set to operate with a threshold cost Any activity with a cost above the Workflow Engine threshold cost gets set to DEFERRED and is not processed A background engine can be set up to poll for and process deferred activities Directory Services A mapping of Oracle Workflow users and roles to a site s directory repository Event An occurrence in an internet or intranet application or program that might be significant to other objects in a system or to external agents Event Activity A business event modelled as an activity so that it can be included in a workflow process Event Data A set of additional details describing an event The event data can be structured as an XML documen
45. accessing Oracle Workflow s web based features With single sign on a user who is logged into any participating component is automatically authenticated when accessing any other participating component and does not need to log in again See Synchronizing Workflow Directory Services with Oracle Internet Directory Oracle Workflow Administrator s Guide Note For information about the self service home page in the Oracle Applications Framework user interface format currently available with the version of Oracle Workflow embedded in Oracle Applications see Accessing the Oracle Workflow Self Service Home Page page 2 8 gt To Access the Oracle Workflow Home Page 1 Use a web browser to connect to the URL for the home page lt webagent gt wfa_html home lt webagent gt represents the base URL of the web agent configured for Oracle Workflow in your Web server See Setting Global User Preferences Oracle Workflow Administrator s Guide IS Oracle Workflow User s Guide Attention This is a secured page so if you have not yet logged on as a valid user in the current web session you will be prompted to do so before the page appears 4 Oracle Workflow Home Page Microsoft Internet Explorer provided by Dev Services PE EG Ee Edit View Favorites Tools Help _ Ei ws Oracle Workflow gt 2 ORACLE 2 Worklist 0 open notifications 2 Find Notifications 2 Notification Rules 2 Find Processes
46. activity so that it can be referenced by other processes Protection Level A numeric value ranging from 0 to 1000 that represents who the data is protected from for modification When workflow data is defined it can either be set to customizable 1000 meaning anyone can modify it or it can be assigned a protection level that is equal to the access level of the user defining the data In the latter case only users operating at an access level equal to or lower than the data s protection level can modify the data Result Code The internal name of a result value as defined by the result type Result Type The name of the lookup type that contains an activity s possible result values Result Value The value returned by a completed activity Role One or more users grouped by a common responsibility or position Service Component Container An instance of a service or servlet that manages the running of the individual service components that belong to it The container monitors the status of its components and handles control events for itself and for its components Service Component An instance of a Java program which has been defined according to the Generic Service Component Framework standards so that it can be managed through this framework Subscription See Event Subscription Glossary 3 System A logically isolated software environment such as a host machine or database instance Timeout The amount of t
47. ation Or select Transfer Ownership of Notifications if you want to give someone else complete ownership and responsibility of the notification 5 Enter any comments you want to pass along to the new role Choose Reassign Once the notification is reassigned the web browser returns you to your Worklist page where the reassigned notification is no longer in your worklist i gt Attention Your workflow may include special logic called a post notification function to verify that the role that you attempt to delegate or transfer a notification to is legitimate or to restrict reassignment of notifications altogether If so you may get a warning message to that effect when you attempt to 3 28 Oracle Workflow User s Guide reassign a notification See Post Notification Functions Oracle Workflow API Reference Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide 6 A Find icon in the toolbar of the Reassign page lets you navigate back to the Find Notifications screen at any time to search for and display other notifications gt Using a List of Values 1 Fora field that supports a list of values click on the field s up arrow icon to display a list of values window 2 Inthe Find field enter search criteria and choose the Find button to retrieve a subset of values that match your criteria You can also choose the Clear bu
48. b page In the standalone version of Oracle Workflow if your workflow administrator has configured the notification mailer that sent this notification to require a login when you select the Notification Detail Link and you are not already logged in you will be prompted to log in before you can access the Notification Details web page Otherwise in the standalone version of Oracle Workflow you can access the Notification Details page for this notification directly but you cannot access any other Oracle Workflow pages unless you are logged in 3 If this notification requires a password based electronic signature in your response you cannot respond to the notification through e mail In this case the notification informs you that a password based signature is required and directs you to access the online version of the notification instead Navigate to the Oracle Workflow User s Guide Notification Details web page to submit your response See To View the Details of a Notification page 3 42 Note Password based electronic signatures are currently supported only for the version of Oracle Workflow embedded in Oracle Applications See Also Plain Text E mail with an HTML Attachment Oracle Workflow Administrator s Guide gt To Reassign a Notification to Another User m Use the Forward feature in your mail reader to forward or reassign an e mail notification to another user Do not use the Reassign button o
49. cations Worklist choose the Notifications tab or select the Notifications link at the bottom of the page See To View Notifications from the Advanced Worklist page 3 38 To view the Workflow Monitor choose the Status Monitor tab or select the Status Monitor link at the bottom of the page See Accessing the Self Service Monitor page 4 2 Oracle Workflow Home Page 2 11 2 12 Oracle Workflow User s Guide CHAPTER Viewing Notifications and Processing Responses T his chapter discusses the different ways people involved ina workflow process can view and respond to workflow notifications This chapter also describes how you can define rules to have Oracle Workflow automatically handle your notifications Viewing Notifications and Processing Responses 3 1 Overview of Notification Handling Oracle Workflow sends a notification to a role when the Workflow Engine executes a notification activity in a workflow process The notification activity may designate the role as being responsible for performing some human action or may simply relay process related information to the role To successfully deliver a notification to a role the role must be defined in the Oracle Workflow directory service As a member of a role you can view a notification using any one of three interfaces depending on your role s notification preference setting in the Oracle Workflow directory service You can receive an e mail for each individua
50. columns are displayed select a column in the Columns Displayed list and use the top up down or bottom arrow buttons to move the column to the position you want in the list If you want to change the display names for the notification property columns in the view select the Advanced Settings button In the Advanced Settings page enter the new name for each column and select the Apply button to submit your changes You can also choose the Cancel button to return to the previous page without applying your changes In the Sort Settings region you can specify up to three levels of sorting for the notifications in the view For each level of sorting select the notification property column by which you want to sort and specify whether to sort in ascending or descending order Viewing Notifications and Processing Responses 3 71 3 72 10 11 In the Search Query to Filter Data in Your Worklist region specify how you want to apply search criteria to locate specific notifications to display in the view e Show table data when all conditions are met Select this option to locate only notifications that match all your search criteria e Show table data when any condition is met Select this option to locate all notifications that match at least one of your search criteria Enter the search criteria you want to use to locate notifications to display in the view The following search options are displayed by default
51. ct the notifications you want and select the Reassign button the Delegate button or the Transfer button The Reassign button appears if you have access to reassign notifications to another user either by delegating the notifications or by transferring complete ownership of the notifications The Delegate button appears if you only have access to delegate the notifications The Transfer button appears if you only have access to transfer ownership of the notifications See To Reassign a Notification to Another User page 3 47 and Setting the FND Notification Reassign Mode Profile Option Oracle Workflow Administrator s Guide Note Your workflow may include special logic to restrict reassignment of notifications If any of the notifications that you selected are restricted in this way Oracle Workflow displays an error message when you select the Reassign Delegate or Transfer button In this case you should deselect the restricted notifications before performing the reassignment See HHIDE_REASSIGN Attribute Oracle Workflow Developer s Guide Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide 5 You can navigate to the full details of any notification and act on the notification by clicking on the notification s Subject link or by selecting the notification and then choosing Open 3 40 Oracle Workflow U
52. ctivity display name Recipient Recipient of notification Status Notification status Monitoring Workflow Processes 4 9 e Begin Date Date notification is delivered e End Date Date notification is closed e Due Date Date activity is due to time out Note If the selected activity is a notification activity where Expand Roles is selected but no response is required then the recipient shown is simply the role rather than the individual users in the role You can also select the Return link to return to the previous page or choose Notification History or Participant Responses in the side navigation to navigate to the corresponding Status Monitor page Viewing Participant Responses The Participant Responses page shows information about closed response required notifications for a workflow For example you can use this page to view individual responses to a voting activity Z Oracle Workflow Status Monitor Microsoft Internet Explorer provided by Dev Services I MEE Ele Edt View Favortes Tools Help Ea ORACLE B O W Q Workflow z Return to Portal Logout Preferences Help Home Notifications f ae ification Hi Participant Responses IK7578 Workflow Type Requisition Started 31 Mar 2003 15 51 28 Status Diagram Status Complete Completed 31 Mar 2003 17 04 37 Participant Notification Responses Responses Only wn below If you re interested in informatian only respo ations see the complet
53. e or change workflow activities or set up new prerequisite relationships among activities You can easily work with a summary level model of your workflow expanding activities within the workflow as needed to greater levels of detail And you can operate Oracle Workflow Builder from a desktop PC or from a disconnected laptop PC Workflow Engine The Workflow Engine embedded in the Oracle Database implements process definitions at runtime The Workflow Engine monitors workflow states and coordinates the routing of activities for a process Overview of Oracle Workflow 1 3 1 4 Changes in workflow state such as the completion of workflow activities are signaled to the engine via a PL SQL API ora Java API Based on flexibly defined workflow rules the engine determines which activities are eligible to run and then runs them The Workflow Engine supports sophisticated workflow rules including looping branching parallel flows and subflows Business Event System The Business Event System is an application service that uses the Oracle Advanced Queuing AQ infrastructure to communicate business events between systems The Business Event System consists of the Event Manager which lets you register subscriptions to significant events and event activities which let you model business events within workflow processes When a local event occurs the subscribing code is executed in the same transaction as the code that raised th
54. e the full details of the notification appear in the upper frame and the response section of the notification appears in the lower frame You can scroll through or resize these frames 2 The upper frame may include links embedded in the message body to additional information sources for the notification A reference URL link opens another Web browser window and connects to a specified URL 3 The upper frame may also include attachment icons that appear after the message body These icons also link to additional information sources for the notification There are three types of attachment links e A reference URL link that opens another Web browser window and connects to a specified URL e A PL SQL PL SQL CLOB or PL SQL BLOB document link that displays the contents of a document generated from a PL SQL function Such documents can contain text HTML images or application files such as PDF or RTF documents e If you are using Oracle Workflow embedded in Oracle Applications an Oracle Applications form link that drills down 3 24 Oracle Workflow User s Guide to a Oracle Applications form referenced by the underlying message attribute Depending on how the message attribute is defined the Oracle Applications form can automatically display appropriate context information IS Attention Attached form icons appear in a notification message only if the Worklist web page was initially launched by Oracle Applications from a menu
55. e Activity History View Response Notification Subject Respondent Comment Response Details Requisition 7578 Office chair for 750 00 Walker Mr Kenneth Approve requires approval Ken Return to Workflow Search Home Status Monitor Notifications Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement The page displays the workflow identifier as well as the following details for the selected workflow e Workflow Type The workflow type e Status The status of the workflow e Started The start date and time for the workflow e Completed The completion date and time for the workflow 4 10 Oracle Workflow User s Guide The Notification Responses region lists the closed response required notifications for the workflow For each notification the list displays the notification subject respondent comment and response value e To send e mail to the respondent for a notification select the user link in the Respondent column e To view details about a response select the details icon in the View Response Details column You can also select the Return link to return to the previous page or choose Notification History or Status Diagram in the side navigation to navigate to the corresponding Status Monitor page Note The Participant Responses page lists only closed response required notifications To view informa
56. e Oracle Workflow Self Service Home Page 2 8 Viewing Notifications and Processing Responses 3 1 Overview of Notification Handling 2004 3 2 Reviewing Notifications via Electronic Mail 3 2 Viewing Notifications from a Web Browser 3 17 Reviewing a Summary of Your Notifications via Electronic Math iyo vere deena d Cees oa teed 3 29 Defining Rules for Automatic Notification Processing 3 30 Viewing Notifications from a Web Browser for Oracle ApPpUcaAHONS oi agori oinn AEE EEEE dee ee ee ee E 3 38 Viewing Notifications from the Personal Worklist 3 58 Monitoring Workflow Processes eeceeeeeeeees 4 1 Accessing the Self Service Monitor 0 00 e eee 4 2 Viewing Workflows in the Status Monitor 4 2 Viewing Notification History 0 6 eee aes 4 5 Viewing a Status Diagram 6 eee ee cee 4 6 Viewing Participant Responses 0 0 e cece 4 10 Viewing Error Information for a Workflow 4 12 Oracle Workflow User Navigation Paths A 1 Oracle Workflow User Navigation Paths A 2 Glossary Index iv Oracle Workflow User s Guide Preface Preface Audience for This Guide Welcome to the Oracle Workflow User s Guide This guide assumes you have a working knowledge of the following e The principles and customary practices of your business area e Oracl
57. e Workflow If you have never used Oracle Workflow Oracle suggests you attend one or more of the Oracle Workflow training classes available through Oracle University See Other Information Sources for more information about Oracle Applications product information How To Use This Guide This guide contains the information you need to understand and use Oracle Workflow e Chapter 1 provides an overview of Oracle Workflow e Chapter 2 describes the Oracle Workflow home page where users can centrally access all the web based features of Oracle Workflow e Chapter 3 discusses how a user can view and act on a workflow notification e Chapter 4 describes how to use the Workflow Monitor to administer or view the status of a workflow process e Appendix A describes the navigation paths to Oracle Workflow user web pages in the seeded Oracle Workflow responsibilities for Oracle Applications At the end of this guide we include a glossary of Oracle Workflow terms Documentation Accessibility Our goal is to make Oracle products services and supporting documentation accessible with good usability to the disabled community To that end our documentation includes features that make information available to users of assistive technology This documentation is available in HTML format and contains markup to vi Oracle Workflow User s Guide facilitate access by the disabled community Standards will continue to evolve over ti
58. e displays notification header information and the response Oracle Workflow User s Guide values that you entered to let you review the response you are signing To affix your electronic signature to your response enter your Oracle Applications user name and password and select the Submit button This electronic signature is analogous to your written signature See WF_SIG_POLICY Attribute Oracle Workflow Developer s Guide You can also select the Cancel button to return to the Notification Details page without completing your response In this case the notification remains open in your Worklist until you submit a signed response 8 If you selected more than one notification to open from the Advanced Worklist you can navigate among the open notifications by selecting the Next or Back buttons 9 You can also select the Return to Worklist link to navigate back to the Worklist gt To Reassign a Notification to Another User 1 Navigate to the Reassign Notifications page by one of the following methods e Inthe Advanced Worklist select one or more notifications and choose the Reassign button the Delegate button or the Transfer button e Inthe Notification Details page for a single notification choose the Reassign button the Delegate button or the Transfer button in the Response section of the notification ISF Attention Your workflow may include special logic to restrict reassignment of notifications If so the Reas
59. e end of the notification Oracle Workflow User s Guide Note If your workflow administrator has configured the notification mailer that sent this message to use the standard Workflow Open Mail for Outlook Express message template or if this notification is defined to use that template then a link called Click here to respond will appear in place of the links for individual responses The Click here to respond link 4 provides access to your notification in the Notification Details web page Note that your Web browser must support JavaScript and Frames to open this link When you choose the Click here to respond link it automatically attempts to establish a web session with your web server In doing so it authenticates your access verifies that your notification is still open and displays a message if the notification is already closed If you are disconnected from your network however you will not be able to use the link Once you have accessed the Notification Details page you can respond directly to your notification from this page In this case you should skip the remaining steps Each response link automatically generates a plain text e mail reply The reply contains the correct Reply To e mail address as well as a response template in the message body The response template consists of the required notification ID and access key that identify the notification you are responding to and a response pr
60. e event Subscription processing can include executing custom code on the event information sending event information to a workflow process and sending event information to other queues or systems Workflow Definitions Loader The Workflow Definitions Loader is a utility program that moves workflow definitions between database and corresponding flat file representations You can use it to move workflow definitions from a development to a production database or to apply upgrades to existing definitions In addition to being a standalone server program the Workflow Definitions Loader is also integrated into Oracle Workflow Builder allowing you to open and save workflow definitions in both a database and file Complete Programmatic Extensibility Oracle Workflow lets developers include custom PL SQL procedures or external functions as activities in workflows Without modifying your application code you can have your own program run whenever the Workflow Engine detects that your program s prerequisites are satisfied Electronic Notifications Oracle Workflow lets you include users in your workflows to handle activities that cannot be automated such as approvals for requisitions or sales orders The Notification System sends notifications to and Oracle Workflow User s Guide processes responses from users in a workflow Electronic notifications are routed to a role which can be an individual user or a group of users Any us
61. e mail notifications that do not require a response such as FYI For Your Information notifications your workflow administrator determines how the notification status is updated when setting up a notification mailer Depending on the setup configuration either Oracle Workflow automatically updates the status of FYI notifications to Closed after sending you the notifications by e mail or those notifications maintain an Open status until you manually close them in the Notifications Worklist web page Once you read an FYI message you can delete it from your inbox However if the notification mailers for your organization are set up to keep FYI notifications open after sending them by e mail you must also use the Worklist to manually close the notification even if you have already deleted the notification message from your e mail inbox See To View Notifications from the Worklist page 3 22 There are two response methods for plain text e mail notifications templated response or direct response Your workflow administrator determines the response method for your organization when setting up a notification mailer For the templated response method you reply using the template of response prompts provided in the notification and enter your response values between the quotes following each prompt For the direct response method you enter your response values directly as the first lines of your reply Both templated and direct
62. eceived notifications earlier in the workflow process The History section displays any requests for more information and responses to those requests The most recent History comment is marked with an asterisk icon Also the notification header may include additional header attributes that display key information about the notification See Header Attributes Oracle Workflow Developer s Guide In Oracle Applications non structured data such as images spreadsheets or video can be linked to structured application data including Oracle Workflow notifications If a notification includes such Oracle Applications attachments the notification header displays an Attachment s heading with a View link Select this link to display a detail page that shows all Oracle Applications attachments associated with the notification and lets you view the attached data See About Attachments Oracle Applications User s Guide and Attachments Table in the Oracle Self Service Web Applications online help Viewing Notifications and Processing Responses 3 43 3 44 A notification may also include a message body a References section and a Response section The message body displays the information of which you are being notified The message body may include embedded links to additional information sources pertinent to the notification A reference URL link connects to a specified URL either in the same web browser window or in a new window depending o
63. electing the Status Monitor link at the bottom of the page Oracle Workflow User s Guide E Oracle Workflow Status Monitor Microsoft Internet Explorer provided by Dev Services Fie Edit View Favorites Tools Help ORACLE Workflc W Return to Portal Logout Preferences Help Notifications Workflows Search Specify search criteria and select Go to find workflows Status in Process Workflow Started Any Time X Workflow Workflow Type Go Results Workflows To see all notifications sent by the workflow select Notification History Select Participant Responses to view comments and other data collected for response required notifications TIP Workflow histories are periodically purged from the em and may no longer be ble for r le fo Select Workflow and View Notification History _ Status Diagram Participant Responses Select Status Workflow Type Workflow A Started F Completed c 9 Error Requisition IK7582 31 Mar 2003 16 51 22 C i Suspended Workflow Agent Ping Acknowledge IK1090 31 Mar 2003 16 40 12 OJ Active Requisition IK7578 31 Mar 2003 15 51 28 Home Status Monitor Notifications Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement f 2 To locate specific workflows enter search criteria in the Search region The main search option is e Status Choose the status of the workfl
64. elp The new features section in the HTML help describes new features in 111 This information is updated for each new release of Oracle Workflow The new features section also includes information about any features that were not yet available when this guide was printed For example if your administrator has installed software from a mini pack or an Preface vii Related User s Guides upgrade this document describes the new features Online help patches are available on OracleMetaLink e 11i Features Matrix This document lists new features available by patch and identifies any associated new documentation The new features matrix document is available on OracleMetaLink e Readme File Refer to the readme file for patches that you have installed to learn about new documentation or documentation patches that you can download If you are using the standalone version of Oracle Workflow note that this guide is available online in HTML format The HTML documentation is available from a URL provided by your system administrator or from the help icon in the Oracle Workflow web pages Oracle Workflow is used by other Oracle Applications products to provide embedded workflows Therefore if you are using the version of Oracle Workflow embedded in Oracle Applications you may want to refer to other user s guides when you set up and use Oracle Workflow to learn more about the embedded workflows You can read the guides online by
65. er associated with that role can act on the notification Each notification includes a message that contains all the information a user needs to make a decision The information may be embedded in the message body or attached as a separate document Oracle Workflow interprets each notification activity response to decide how to move on to the next workflow activity Electronic Mail Integration Electronic mail e mail users can receive notifications of outstanding work items and can respond to those notifications using their e mail application of choice An e mail notification can include an attachment that provides another means of responding to the notification Internet Enabled Workflow Any user with access to a standard Web browser can be included in a workflow Web users can access a Notification Web page to see their outstanding work items then navigate to additional pages to see more details or provide a response Monitoring and Administration Workflow administrators and users can view the progress of a work item in a workflow process by connecting to the Workflow Monitor using a standard Web browser that supports Java The Workflow Monitor displays an annotated view of the process diagram for a particular instance of a workflow process so that users can get a graphical depiction of their work item status The Workflow Monitor also displays a separate status summary for the work item the process and each activity in
66. erkey lt orderkey gt amp status lt status gt amp user lt user gt The portion of the Worklist URL in square brackets represents optional arguments that you can pass by omitting the square brackets Replace the bracketed italicized text in these URLs as follows lt webagent gt represents the base URL of the web agent configured for Oracle Workflow in your Web server See Setting Global User Preferences Oracle Workflow Administrator s Guide lt orderkey gt represents the key with which to order the list of notifications Valid values include PRIORITY MESSAGE_TYPE SUBJECT BEGIN_DATE DUE_DATE END_DATE and STATUS If you leave lt orderkey gt null the worklist will be ordered by PRIORITY and then by BEGIN_DATE in descending order the notifications with the highest priority and the most recent date will be displayed first lt status gt represents the status of the notifications you wish to display Valid values include OPEN CLOSED CANCELED and ERROR If you leave lt status gt null the URL will display notifications with a status of OPEN lt user gt represents the internal name of the role to query notifications for You can only include this argument if you are logged in to the current web session as a role with workflow administrator privileges If your role does not have administrator privileges or if you leave lt user gt blank the URL displays notifications for your current role See
67. ess integration workflow Oracle Workflow is unique in providing a workflow solution for both internal processes and business process coordination between applications Routing Information Business processes today involve getting many types of information to multiple people according to rules that are constantly changing With so much information available and in so many different forms how do you get the right information to the right people Oracle Workflow lets enterprises provide each person with all the information they need to take action Oracle Workflow can route supporting information to each decision maker in a business process including people both inside and outside the enterprise Defining and Modifying Business Rules Oracle Workflow lets you define and continuously improve your business processes using a drag and drop process designer Unlike workflow systems that simply route documents from one user to another with some approval steps Oracle Workflow lets you model sophisticated business processes You can define processes that loop branch into parallel flows and then rendezvous decompose into subflows and more Because Oracle Workflow can decide which path to take based on the result of a stored procedure you can use the power of Java and of PL SQL the language of the Oracle Database to express any business rule that affects a workflow process See Workflow Processes page 1 6 Oracle Workflow User s G
68. ew pull down menu and select Go You can choose to view e Open Notifications e Notifications From Me 3 The basic Worklist shows the following information for each notification e From the role from which the notification was sent This column is displayed when you view notifications sent to you Viewing Notifications and Processing Responses 3 41 3 42 If this notification was reassigned through the Worklist web pages the From column shows the user who reassigned the notification to the current recipient If this notification is a request for more information the From column shows the user who sent the request If this notification is a response providing more information the From column shows the user who sent the response Additionally the From role for a notification may be set by special logic in the workflow process See FROM_ROLE Attribute Oracle Workflow Developer s Guide e To the role to which the notification was sent This column is displayed when you view notifications sent from you e Subject a description of the notification e Sent date when the notification was delivered Select the From To Subject or Sent column heading to sort the list by that column By default the list is sorted by sent date in descending order and then by subject in ascending order You can navigate to the full details of any notification and act on the notification by clicking on the notification
69. ext strings and interprets the percent sign as a wildcard e Sent enter the date or range of dates from which the notification s were sent Use the default date format of your database 3 20 Oracle Workflow User s Guide e Due enter the date or range of dates by which the notification s should be completed Use the default date format of your database e Priority choose High Normal or Low as the priority of the notification s you wish to find or choose All to display notifications of any priority e Notifications Delegated to check this criterion to search for notifications that you have forwarded to a specified role but yet still own Click on the adjacent field s up arrow icon to display a list of roles from which to choose See Using a List of Values page 3 29 2 Asa user with workflow administrator privileges you can also search for notifications that you do not own See Setting Global User Preferences Oracle Workflow Administrator s Guide 3 Find Notifications CDOUGLAS Netscape amp Find Notifications J Notification ID rs OR Owner aj I From Status Open El Tefan H Subjectl S se ID w o Priority Find In addition to being able to specify any of the standard search criteria listed above except for Notifications Delegated to you also have the following criteria options e Notification ID enter a specif
70. fication mailer to run If your e mail reader can only support plain text messages with no attachments set your notification preference to Plain text mail If your e mail reader can interpret and display HTML formatting in the body of a message select HTML mail with attachments or HTML 3 2 Oracle Workflow User s Guide mail as your notification preference HTML mail provides direct links to supporting information sources that you may need access to to complete a notification If you choose HTML mail with attachments the e mail messages include links to the Notification Detail page as standard attachments If you choose HTML mail the e mail messages do not include these standard attachments If custom attachments have been defined for individual notifications in a process however those attachments will still be included An HTML formatted notification can also include an option for you to request more information about the notification from another user before you respond if the notification is defined to allow such requests See HIDE_MOREINFO Attribute Oracle Workflow Developer s Guide If your e mail reader can only display plain text in the body of a message but can also display attachments to the message set your notification preference to Plain text mail with Attachments An e mail notification that requires a response maintains an Open status until you respond to the notification For
71. he notification questions Instructions below detail exactly what should he placed on each line of your reply Enter the Note on line 1 Comments to append to this notification Value must be 2000 bytes or less Enter the Action on line 2 Please approve or reject this requisition Value must be one of the following Approve Reject Notification Details Requisition approval requested for Number 40102 Description 1 Color Photocopier Amount 2 400 00 Forwarded From BLEWIS Requestor BLEWIS Note Due Date 27 JAN 00 16 26 29 1 Your plain text e mail notification includes information that is helpful for you to respond to the notification Depending on the notification the information may appear as references to other sources or as attachments Some attachments depending on their content may only be viewable if you display your notification using the Notification web pages See Viewing Notifications from a Web Browser page 3 17 2 To respond to your notification use the Reply command in your mail application to reply to the original e mail notification 3 Include the text of the original notification message in your reply This text contains the special notification ID and access key that a notification mailer requires to identify the notification you are responding to 3 8 Oracle Workflow User s Guide 4 Follow the syntax instructions in the notification message carefully when formatting your rep
72. ic notification ID Note that if you specify a notification ID all other search criteria are ignored Viewing Notifications and Processing Responses 3 21 3 22 e Owner enter a role to identify all notifications owned by that role Click on the field s up arrow icon to display a list of roles from which to choose See Using a List of Values page 3 29 e To enter a role to identify all notifications sent to that role Click on the field s up arrow icon to display a list of roles from which to choose See Using a List of Values page 3 29 Note To identify notifications where the original owner delegated the work to another role without transferring ownership specify different roles in the Owner and To fields This combination of criteria is equivalent to selecting the Notifications Delegated to criterion in the standard Find Notifications screen 3 Choose the Find button to open the Worklist window gt To View Notifications from the Worklist 35 Worklist CDOUGLAS Netscape eee J ORACLE COE a Requisition K WALKER Requisition 20003 Requisition for PDA for 2 500 00 requires your approval S 29 MAR 2001 29 MAR 2001 Requisition K WALKER Requisition 20002 Requisition for a Flat Screen Monitor for 2 500 00 requires your approval 29 MAR 2001 29 MAR 2001 Requisition K WALKER Requisition 20001 Requisition for Office Supplies for 2 500 00 requires
73. ime during which a notification activity must be performed before the Workflow Engine transitions to an error process or an alternate activity if one is defined Transition The relationship that defines the completion of one activity and the activation of another activity within a process Ina process diagram the arrow drawn between two activities represents a transition Glossary 4 Oracle Workflow User s Guide Workflow Definitions Loader A concurrent program that lets you upload and download workflow definitions between a flat file and a database Workflow Engine The Oracle Workflow component that implements a workflow process definition The Workflow Engine manages the state of all activities for an item automatically executes functions and sends notifications maintains a history of completed activities and detects error conditions and starts error processes The Workflow Engine is implemented in server PL SQL and activated when a call to an engine API is made Index A Advanced search for notifications 3 64 Advanced Worklist 3 38 Attachments Oracle Applications attachments 3 43 Automatic Notification Handler 3 30 Automatic notification routing rules 3 51 3 52 Automatic responses 3 30 Automatic routing 3 30 B Business Event System 1 4 D Delegating notifications 3 47 Detail Notification web page 3 24 Direct Response e mail 3 3 E E mail notifications 1 5 example direc
74. in your response value you can optionally enter your response in one of the following alternate formats You can use different formats for different responses within the same response message You can enter a backslash as an escape character before the double quote For example a response to a Comment prompt could be entered as follows Comment The Equipment proposal is approved You can delete the two double quotes and enclose your response between two single quotes instead to delimit the response value For example Comment The Equipment proposal is approved You can delete the two double quotes and enclose your response between a left bracket and a right bracket instead to delimit the response value For example Comment The Equipment proposal is approved 5 When you are satisfied with your response use the Send command of the mail application to send your reply Note If you send an invalid response the Notification System sends you an invalid response message If you respond to a notification that has been canceled you get a message 3 6 Oracle Workflow User s Guide informing you that the notification was canceled Similarly if you respond to a notification that was already previously responded to you get a message informing you that the notification is closed 6 If another user sent you this notification with a request for more informatio
75. is a request for more information the From column shows the user who sent the request If this notification is a response providing more information the From column shows the user who sent the response Additionally the From role for a notification may be set by special logic in the workflow process See FROM_ROLE Attribute Oracle Workflow Developer s Guide Type display name of the item type to which the workflow process that sent the notification belongs Subject a description of the notification Sent date when the notification was delivered Due date by which the notification should be completed e Status open closed or canceled status of the notification Select the From Type Subject Sent Due or Status column heading to sort the list by that column By default the list is sorted by sent date from most recent to oldest and then by subject in alphabetical order To collectively reassign a group of notifications select the notifications you want and select the Reassign button See To Reassign a Notification to Another User page 3 47 You can navigate to the full details of any notification and act on the notification by clicking on the notification s Subject link or by selecting the notification and then choosing Open See To View the Details of a Notification page 3 42 If you select more than one notification to open only one notification is displayed at a time You can na
76. is not Note If your installation of Oracle Workflow is set up in a language other than English the personal worklist views use translated versions of the notification status notification priority yes and no values In this case you should enter the translated values for the Status Priority Response Required FYI and From Me search options Select the Apply button to save the view You can also select the Cancel button to return to the Personal Worklist Views page without saving the view Alternatively you can select the Revert button to clear any changes you made to the view settings In the Create View page the settings revert to the default values while in the Update View or Duplicate View page the settings revert to the previously saved values for the existing view you are updating or duplicating Oracle Workflow User s Guide CHAPTER Monitoring Workflow Processes T his chapter describes how to monitor the progress of a workflow process Monitoring Workflow Processes 4 1 Accessing the Self Service Monitor Note The Oracle Workflow web pages are being converted to the Oracle Applications Framework user interface format Depending on your version of Oracle Workflow and which patches you have applied you may see Oracle Workflow web pages in the new format as well as in the previous format The Self Service Monitor pages are currently available for the version of Oracle Workflow embedded in Oracle Applicatio
77. isition g5 Select Approver b Verity Authority Start Select Approver And Notify Approver Reject Requisition Notify Requestor of End Reject Rejection We refer to the whole drawing as a process or process diagram The icons represent activities and the arrows represent the transitions between the activities In the above example new items are created for the process when a user creates and submits a requisition in the appropriate application This process contains several workflow activities implemented as PL SQL stored procedures including e Select Approver to select according to your business rules who should approve the requisition e Verify Authority to verify that a selected approver has the spending authority to approve the requisition Overview of Oracle Workflow 1 7 1 8 Oracle Workflow User s Guide CHAPTER Oracle Workflow Home Page T his chapter discusses the Oracle Workflow home page where users can centrally access all the web based features of Oracle Workflow Oracle Workflow Home Page 2 1 Accessing the Oracle Workflow Home Page 2 2 Use the Oracle Workflow home page to link to all of Oracle Workflow s web based features This page centralizes your access to the features so you do not have to remember individual URLs Note If Oracle Internet Directory Single Sign On integration has been implemented for your installation of Oracle Workflow you can use single sign on when
78. ithout the express written permission of Oracle Corporation If the Programs are delivered to the U S Government or anyone licensing or using the programs on behalf of the U S Government the following notice is applicable Restricted Rights Notice Programs delivered subject to the DOD FAR Supplement are commercial computer software and use duplication and disclosure of the Programs including documentation shall be subject to the licensing restrictions set forth in the applicable Oracle license agreement Otherwise Programs delivered subject to the Federal Acquisition Regulations are restricted computer software and use duplication and disclosure of the Programs shall be subject to the restrictions in FAR 52 227 19 Commercial Computer Software Restricted Rights June 1987 Oracle Corporation 500 Oracle Parkway Redwood City CA 94065 The Programs are not intended for use in any nuclear aviation mass transit medical or other inherently dangerous applications It shall be the licensee s responsibility to take all appropriate fail safe backup redundancy and other measures to ensure the safe use of such applications if the Programs are used for such purposes and Oracle disclaims liability for any damages caused by such use of the Programs Oracle is a registered trademark and JInitiator OracleMetaLink Oracle Store PL SQL and SQL Plus are trademarks or registered trademarks of Oracle Corporation Other names may be
79. l Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement 2 To locate specific notifications enter your search criteria The search options are e Subject Enter the subject line of the notification you want to display You can enter a partial value to search for notifications whose subjects contain that value This field is case insensitive e From Enter the role from which the notifications you want to display were sent You can enter a partial value to search for notifications whose from roles contain that value This field is case insensitive e Sent Enter the date when the notifications you want to display were delivered using the date format you chose in your Oracle E Business Suite general preferences Select the field s calendar icon to display a calendar from which you can select a date 3 Select the Go button to perform your search You can also select the Clear button to clear the search option fields and enter new search criteria Oracle Workflow User s Guide The Simple Search page displays the notifications that match your search criteria For each notification the list displays the following information e From the role from which the notification was sent If this notification was reassigned through the Worklist web pages the From column shows the user who reassigned the notification to the current recipient If this notification
80. l notification receive a single e mail summarizing all your notifications or query the Workflow Notifications Web page for your notifications If you choose to receive an e mail for each individual notification you can also choose the format in which you want to receive the e mails See Setting Up an Oracle Workflow Directory Service Oracle Workflow Administrator s Guide and Setting User Preferences page 2 4 Each notification message can include context sensitive information about the process and directions on how to respond to the notification if a response is required The message can also include pointers to Web URLs and references to Oracle Applications forms that allow the user to get additional information related to the notification As a notification recipient there may be occasions when you will not be able to view or respond to your notifications in a timely manner Rather than create a bottleneck in a workflow process you can take advantage of the Automatic Notification Handler to define rules that direct Oracle Workflow to automatically manage the notifications for you Reviewing Notifications via Electronic Mail You can have your workflow notifications delivered to you as e mail messages if your notification preference is set to Plain text mail HTML mail with attachments HTML mail or Plain text mail with attachments in the User Preferences web page and your workflow administrator sets up a noti
81. le action is Respond set the values that you want to automatically respond with Choose OK to save this rule and return to the Notification Rules page to display an updated list of your role s routing rules You can also choose Cancel at any time if you want to cancel this rule and return to the previous page Oracle Workflow User s Guide gt To Update or Delete an Automatic Notification Processing Rule 1 Connect to the URL for the Automatic Notification Processing web page lt webagent gt wf_route list lt webagent gt represents the base URL of the web agent configured for Oracle Workflow in your Web server See Setting Global User Preferences Oracle Workflow Administrator s Guide The Automatic Notification Processing page for the role appears In the Result of Applying Rule column click on the rule you wish to update In the Modify Rule page make your changes to the rule and choose OK to save your changes You can also choose Cancel to undo your changes and go back to the previous page To delete a rule in the Delete Rule column choose X for the rule you wish to delete Viewing Notifications and Processing Responses 3 37 Viewing Notifications from a Web Browser for Oracle Applications Note The Oracle Workflow web pages are being converted to the Oracle Applications Framework user interface format Depending on your version of Oracle Workflow and which patches you have ap
82. les for the role you specify See To Define a Rule for Automatic Notification Routing page 3 31 Choose the Find Processes link to query for a list of workflow process instances that match certain search criteria Once you find a specific process instance you can view its status details in the Workflow Monitor See Using the Find Processes Web Page Oracle Workflow Administrator s Guide Choose the User Preferences link to set the preferences that control how you interact with Oracle Workflow See Setting User Preferences page 2 4 You can control how you interact with Oracle Workflow by specifying user preferences that you can set from the User Preferences web page The values that you specify in the User Preferences web page override the default global values set by your workflow administrator in the Global User Preferences web page gt To Set User Preferences 1 Use a web browser to connect to the Oracle Workflow home page lt webagent gt wfa_html home From the Oracle Workflow home page choose the User Preferences link Alternatively you can connect directly to the User Preferences web page lt webagent gt wf_pref edit lt webagent gt represents the base URL of the web agent configured for Oracle Workflow in your Web server See Setting Global User Preferences Oracle Workflow Administrator s Guide ISF Attention These are secured pages so if you have not yet logged on as a valid user in the cu
83. lications page 3 38 To View Notifications from the Personal Worklist 1 Use a web browser to navigate to the Personal Worklist using a responsibility and navigation path specified by your system administrator 3 58 Oracle Workflow User s Guide Z Worklist Microsoft Internet Explorer provided by Dev Services Bes Bie Edt View Favottes Tools Help ORACLE l D j Taiz ay xy H r W 4 kfl JW Return to Portal Logout Preferences Help Select one or more notifications from the list and Open or Reassign them using the appropriate buttons You may also click on the notification subject to open a particular notification View Open Notifications Go Personalize Simple Search Select Notification s and Open Reassign Select All Select None Select From Type Subject Sent Due I Walker Mr Kenneth Ken Requisition More Information Requested Requisition 7556 Computer 31 Mar 2003 31 Mar 2003 equipment I Walker Mr Kenneth Ken Requisition Requisition 7559 Software licenses for 800 00 require 31 Mar 2003 31 Mar 2003 I Walker Mr Kenneth Ken Requisition Requisition 7564 Office equipment for 1 200 00 requires 31 Mar 2003 31 Mar 2003 TIP Redirect or auto respond to notifications using Routing Rules Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement 2 To perform a one time search to locate notificati
84. list web page O Oracle Applications Manager 1 5 Oracle Workflow Builder 1 3 Oracle Workflow home page 2 2 self service 2 8 Oracle Workflow Manager 1 5 P Password based signatures 3 46 Personal Worklist 3 58 Personal worklist views creating 3 69 maintaining 3 68 PL SQL 14 Preferred notification method 3 2 Index 2 Oracle Workflow User s Guide R Reassign notifications in Notification Web page 3 27 in Self Service Monitor 4 6 via e mail 3 17 Reassign web page 3 27 Reassigning notifications 3 47 Requesting more information for notifications 3 50 Respond to notification HTML formatted e mail 3 11 plain text e mail using direct response 3 8 plain text e mail using templated response 3 5 plain text e mail with attachments 3 15 via Notification Web page 3 17 Routing automatic 3 30 Routing rules 3 52 deleting 3 37 3 52 for a role 3 32 listing 3 31 3 51 overriding 3 36 3 56 updating 3 37 3 52 S Search for notifications 3 61 3 64 Self service home page 2 8 Self Service Monitor error summary 4 12 notification history 4 5 overview 4 2 participant responses 4 10 searching for workflows 4 2 status diagram 4 6 Simple search for notifications 3 61 Status Monitor Self Service 4 2 T Templated Response e mail 3 3 U URLs for Find Notifications Routing Rules web page 3 32 for Find Notifications web page 3 18 electronic mail 3 2 for Notifications Routi
85. ly The response values must be within the first lines of your reply where each line represents a separate response value If a response value requires more than one line then the entire response value must be enclosed in double quotes Everything enclosed in the double quotes is counted as one line The Notification System interprets your response values literally so a value in uppercase is interpreted differently from the same value in lowercase If a response prompt provides a default response value you can accept the default value by leaving the appropriate response line blank 5 When you are satisfied with your response use the Send command of the mail application to send your reply Note If you send an invalid response the Notification System sends you an invalid response message If you respond to a notification that has been canceled you get a message informing you that the notification was canceled Similarly if you respond to a notification that was already previously responded to you get a message informing you that the notification is closed 6 If this notification requires a password based electronic signature in your response you cannot respond to the notification through e mail In this case the notification informs you that a password based signature is required and directs you to access the online version of the notification instead Navigate to the Notification Details web page to submit your
86. me and Oracle is actively engaged with other market leading technology vendors to address technical obstacles so that our documentation can be accessible to all of our customers For additional information visit the Oracle Accessibility Program Web site at http www oracle com accessibility Accessibility of Code Examples in Documentation JAWS a Windows screen reader may not always correctly read the code examples in this document The conventions for writing code require that closing braces should appear on an otherwise empty line however JAWS may not always read a line of text that consists solely of a bracket or brace Accessibility of Links to External Web Sites in Documentation This documentation may contain links to Web sites of other companies or organizations that Oracle does not own or control Oracle neither evaluates nor makes any representations regarding the accessibility of these Web sites Other Information Sources Online Documentation You can choose from many sources of information including online documentation training and support services to increase your knowledge and understanding of Oracle Workflow If this guide refers you to other Oracle Applications documentation use only the Release 117 versions of those guides If you are using the version of Oracle Workflow embedded in Oracle Applications note that all Oracle Applications documentation is available online HTML or PDF e Online H
87. me the Notification System sends or reassigns a notification to a role Oracle Workflow tests the notification against that role s list of rules for the most specific match based on the criteria in the order listed below ROLE lt role gt and 1 MESSAGE_TYPE lt type gt and MESSAGE_NAME lt name gt 2 MESSAGE_TYPE lt type gt and MESSAGE_NAME is null 3 MESSAGE_TYPE is null and MESSAGE_NAME is null As soon as it finds a match Oracle Workflow applies the rule and discontinues any further rule matching If a rule reassigns a notification Oracle Workflow performs rule matching again against the new recipient role s list of rules Oracle Workflow maintains a count of the number of times it forwards a notification to detect perpetual forwarding cycles If a notification is automatically forwarded more than ten times Oracle Workflow assumes a forwarding cycle has occurred and ceases executing any further forwarding rules marking the notification as being in error Note For information about the automatic routing rule pages in the Oracle Applications Framework user interface format currently available with the version of Oracle Workflow embedded in Oracle Applications see To View and Maintain Automatic Notification Processing Rules page 3 51 To Define a Rule for Automatic Notification Processing 1 Use a web browser to connect to one of two URLs To display the list of routing rules for your current role enter lt
88. message attributes Message Attribute A variable that you define for a particular message to either provide information or prompt for a response when the message is sent in a notification You can use a predefine item type attribute as a message attribute Defined asa Send source a message attribute gets replaced with a runtime value when the message is sent Defined as a Respond source a message attribute prompts a user for a response when the message is sent Node An instance of an activity in a process diagram as shown in the Process window Notification An instance of a message delivered to a user Notification Activity A unit of work that requires human intervention A notification activity sends a message to a user containing the information necessary to complete the work Notification Mailer A type of service component that sends e mail notifications to users through a mail application and processes e mail responses Notification Web Page A Web page that you can view from any Web browser to query and respond to workflow notifications Performer A user or role assigned to perform a human activity notification Notification activities that are included in a process must be assigned to a performer Process A set of activities that need to be performed to accomplish a business goal Process Definition A workflow process as defined in Oracle Workflow Builder Process Activity A process modelled as an
89. n the notification displays the user who made the request the history of any previous requests for more information about this notification and responses to those requests and the details of the current request Include the response template in your reply and insert your response values between the quotes following the response prompt When you are satisfied with your response use the Send command of the mail application to send your reply 7 If this notification requires a password based electronic signature in your response you cannot respond to the notification through e mail In this case the notification informs you that a password based signature is required and directs you to access the online version of the notification instead Navigate to the Notification Details web page to submit your response See To View the Details of a Notification page 3 42 Note Password based electronic signatures are currently supported only for the version of Oracle Workflow embedded in Oracle Applications See Also Plain Text E mail Oracle Workflow Administrator s Guide Viewing Notifications and Processing Responses 3 7 gt To Respond to a Plain Text E mail Notification Using Direct Response Oracle Workflow Notification Response Instructions for NID 1651 2231358051 wf 2 To submit your response reply to this message including this note with your reply The first lines of your reply must be your responses to t
90. n After My Response check box Otherwise Oracle Workflow displays the Worklist after you respond to a notification Use the Response section to act on the notification e Jfa notification requires a response but none of the responses affect the result of the notification activity the response prompts all appear as fields or pull down menus After you finish entering your response values submit your response by Oracle Workflow User s Guide choosing the Submit button After you submit your response the status of the notification changes to Closed e Ifa notification requires a response and one of the responses becomes the result of the notification activity then that determining response will appear last All other response prompts if any appear as fields or pull down menus before that prompt If there are four or fewer possible result values for the final response prompt those values appear as a set of buttons After you finish entering your response values for any other response prompts choose the button for the result value you want When you choose one of these buttons you also submit your response to the notification If there are more than four result values to choose from for the final response prompt those values appear ina pull down menu with a Submit button After you finish entering your response values for any other response prompts select the result value you want from the pull down menu and submit you
91. n is sent For example a notification in a requisition workflow might have a message attribute for the requisition amount Message attribute values can be numbers dates or text This search option supports the filter operators is or contains e To Enter the role to which the notifications were sent e Information Requested From Enter the role to which notifications that are requests for more information were sent e Closed Enter the date when the notifications were closed or canceled using the date format you chose in your Oracle E Business Suite general preferences Select the field s calendar icon to display a calendar from which you can select a date e Priority Enter high normal or low as the notification priority This search option supports the filter operators is or is not Viewing Notifications and Processing Responses 3 73 3 74 12 e Response Required Enter yes or no to specify whether the notifications require a response from the recipient This search option supports the filter operators is or is not e FYI Enter yes or no to specify whether the notifications are for your information FYI only and do not require a response This search option supports the filter operators is or is not e Notification ID Enter the numerical notification identifier e From Me Enter yes or no to specify whether the notifications are sent from you This search option supports the filter operators is or
92. n the notification The References section may include attachment icons These icons link to additional information sources for the notification There are three types of attachment links e A reference URL link that opens another Web browser window and connects to a specified URL e A PL SQL PL SQL CLOB or PL SQL BLOB document link that displays the contents of a document generated from a PL SQL function Such documents can contain text HTML images or application files such as PDF or RTF documents e An Oracle Applications form link that drills down to an Oracle Applications form or Oracle Self Service Web Applications page referenced by the underlying message attribute Depending on how the message attribute is defined the form or page can automatically display appropriate context information ISF Attention Attached form icons appear in a notification message only if the Worklist web page was initially launched by Oracle Applications from a menu The Notification System first verifies with Oracle Applications whether the recipient has a responsibility with the appropriate security to open the linked form If the recipient is not allowed to open the form the attached form icon is not displayed Also you cannot update information in a form that is attached for reference only If you want to view your next notification in the Notification Details page after responding to this notification select the Display Next Notificatio
93. n the HTML attachment Attention When you forward a notification to another user cS via e mail you are simply asking that user to respond to the notification on your behalf Note that you still maintain ownership of the notification If you want to transfer the notification and ownership of the notification to another user you can only do so from the Notifications web pages See Viewing Notifications from a Web Browser page 3 17 Viewing Notifications from a Web Browser You can use any Web browser that supports JavaScript and Frames to view and respond to your notifications in the Notifications Web page Note For information about the Worklist pages in the Oracle Applications Framework user interface format currently available with the version of Oracle Workflow embedded in Oracle Applications see Viewing Notifications from a Web Browser for Oracle Applications page 3 38 gt To Access Notifications from a Web Browser 1 If you are using Oracle Self Service Web Applications log on using the Oracle Self Service Web Applications login page and choose the appropriate link to display the Notifications Worklist page Skip to Step 1 Viewing Notifications and Processing Responses 3 17 2 If you are not using Oracle Self Service Web Applications you can access your worklist in one of several ways e To navigate directly to your current worklist of open notifications enter lt webagent gt wfa_html worklist 0rd
94. ng Rules web page Notification Web page 3 17 3 31 for Oracle Workflow home page 2 2 for Worklist web page 3 18 W User Preferences web page 2 4 User preferences Web home page 2 2 document management home 2 6 self service 2 8 language and territory 2 6 Workflow definitions loading 1 4 notification preference 2 6 Workflow Definitions Loader 1 4 Workflow Designer See Oracle Workflow Builder V Workflow Engine 1 3 Vacation forwarding 3 30 Workflow Monitor Self Service 4 2 View notifications Worklist for Oracle Applications 3 41 e mail summary 3 29 Worklist web page 3 22 Index 3 Index 4 Oracle Workflow User s Guide Reader s Comment Form Oracle Workflow User s Guide Release 2 6 3 B10285 02 Oracle welcomes your comments and suggestions on the quality and usefulness of this publi cation Your input is an important part of the information we use for revision e Did you find any errors e ls the information clearly presented e Do you need more information If so where e Are the examples correct Do you need more examples e What features did you like most about this manual What did you like least about it If you find any errors or have any other suggestions for improvement please indicate the topic chapter and page number below Please send your comments to Oracle Applications Documentation Manager Oracle Corporation 500 Oracle Parkway Redwood Shores CA
95. nline help only from the BIS application and includes information about intelligence reports Discoverer workbooks and the Performance Management Framework Oracle Financials Open Interface Reference This guide is a compilation of all open interface descriptions in all Oracle Financial Applications user s guides Oracle XML Gateway User s Guide This guide explains how to implement the production and consumption of valid well formed XML messages between Oracle Applications and trading partners Installation and System Administration Oracle Applications Concepts This guide provides an introduction to the concepts features technology stack architecture and terminology for Oracle Applications Release 11i It provides a useful first book to read before an installation of Oracle Applications This guide also introduces the concepts behind Applications wide features such as Business Intelligence BIS languages and character sets and Self Service Web Applications x Oracle Workflow User s Guide Installing Oracle Applications This guide provides instructions for managing the installation of Oracle Applications products In Release 11i much of the installation process is handled using Oracle Rapid Install which minimizes the time to install Oracle Applications and the Oracle Database technology stack by automating many of the required steps This guide contains instructions for using Oracle Rapid Install and li
96. ns The Self Service Monitor lets you view and administer workflows that you own You can use the monitor to review the notifications sent by a workflow check the progress of the workflow by viewing the status diagram and examine participant responses to notifications sent by the workflow If you have workflow administrator privileges you can also perform administrative operations within the monitor to control the processing performed for a workflow or handle an error You can cancel a workflow that you no longer want to run or you can reassign a notification that you want to send to a different recipient Workflow administrator privileges are assigned in the Global Workflow Preferences page See To Set Global User Preferences Oracle Workflow Administrator s Guide Viewing Workflows in the Status Monitor 4 2 When you access the Status Monitor you can search for the workflows you want to review You can only search for workflows that you own To Search for Workflows in the Status Monitor 1 Use a web browser to navigate to the self service Status Monitor using a responsibility and navigation path specified by your system administrator When you inititally navigate to the Status Monitor the Workflows page is displayed by default See Oracle Workflow User Navigation Paths page A 2 You can navigate to the self service Status Monitor from other Oracle Workflow self service web pages by choosing the Status Monitor tab or s
97. o navigate back to the Worklist gt Using a List of Values 1 For a field that supports a list of values select the field s search icon to display a Search and Select page In the Search region select the filter to search by depending on the type of value you are searching for Then enter a search value in the text field and select the Go button If you do not specify a search value Oracle Workflow retrieves the complete list of values The Results region displays the list of values that match your search criteria Select the value you want and choose the Select button The value you selected populates the original field You can Viewing Notifications and Processing Responses 3 49 also choose the Cancel button in the Search and Select page to return to the previous page without selecting a value gt To Request More Information From Another User 1 Navigate to the Request More Information page E Request More Information Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ORAC Le 5 3 fi pS at amp Ei j sxy ty W rk fl JW Return to Portal ioe Preferences Help P Notifications gt Notification Details Requisition 7564 Office equipment for 1 200 00 requires Subject approval Request More Information Workflow Participant l z F iai C Any User Information Requested Cancel Submit Return to Portal Logout Preferences Hel
98. ompt edited with your selected response Warning Do not include any HTML formatting in the e mail response Depending on the notification the auto generated e mail response template may also prompt you for other information in addition to your selected response Supply responses by editing the response value text between the quotes following each response prompt Note Response templates generated from a response link in an HTML formatted e mail notification provide single quotes to enclose your response values rather than the double quotes provided in plain text response templates This use of single quotes accommodates e mail applications that cannot process double quotes in the lt A HREF mailto gt tag for the link but can accept single quotes Depending on how your mail application displays these characters the two single quote characters following a response prompt may visually resemble one double quote character Ensure that you insert your response between the the two quotes rather than after them When you are using the two single quotes to delimit your response you can validly use a double quote character within your response value For example a response to a Comment prompt could be entered as follows Comment The Equipment proposal is approved Viewing Notifications and Processing Responses 3 13 3 14 However you cannot validly use another single quote character within
99. on Your workflow may include a special HIDE_REASSIGN attribute to restrict reassignment of notifications If so the Reassign button may not be displayed in the Response frame and you should not reassign the notification See HIDE_REASSIGN Attribute Oracle Workflow Developer s Guide Viewing Notifications and Processing Responses 3 27 XY Reassign Notification Netscape Reassign Notification gt dal ORACLE Reassign to la Delegate Authority for responding to Notifications Transfer Ownership of Notifications Comments m OK Cancel M Requisition Requisition 6547 Telecommuting Hardware has been forwarded to KWALKER 04 DEC 2000 for approval 2 Inthe Reassign page that appears a summary of the selected notification s appear towards the bottom of the screen Note If you clicked on the Reassign button in the Response frame of a specific notification you do not see a summary of selected notifications 3 In the Reassign to field click on the up arrow icon to display a window that lets you search for a list of roles to choose from See Using a List of Values page 3 29 4 After choosing a role specify how you wish to reassign the notification Select Delegate Authority for Responding to Notifications if you want to give someone else authority to respond to the notification on your behalf With this option Oracle Workflow maintains that you own the notific
100. ons that match your criteria select the Simple Search button From the Simple Search page you can also navigate to the Advanced Search page See To Perform a Simple Search for Notifications page 3 61 3 To specify which notifications to display in the Worklist select the type of notifications you want from the View pull down menu and select Go Oracle Workflow provides the following preconfigured views e All Notifications FYI Notifications Notifications From Me Open Notifications To Do Notifications You can also create your own personalized views to display notifications that match criteria that you specify To maintain your personalized views select the Personalize button See To View and Maintain Personal Worklist Views page 3 68 4 The Personal Worklist shows the following information for each notification e From the role from which the notification was sent This column is displayed when you view notifications sent to you If this notification was reassigned through the Worklist web pages the From column shows the user who reassigned the notification to the current recipient Viewing Notifications and Processing Responses 3 59 3 60 If this notification is a request for more information the From column shows the user who sent the request If this notification is a response providing more information the From column shows the user who sent the response Additionally the From role
101. or Stack link To hide the error stack if it is shown select the Hide Error Stack link Note If you navigated to the Error Summary page from an error status link for a workflow the page shows details for each errored activity within the workflow If you navigated to the 4 12 Oracle Workflow User s Guide page from an error status link for a single errored notification activity the page shows details for only that activity You can also select the Return link to return to the previous page Monitoring Workflow Processes 4 13 4 14 Oracle Workflow User s Guide APPENDIX Oracle Workflow User Navigation Paths T his appendix lists the navigation paths to Oracle Workflow user web pages in the seeded Oracle Workflow responsibilities for Oracle Applications Oracle Workflow User Navigation Paths A 1 Oracle Workflow User Navigation Paths A 2 This table shows the navigation paths to Oracle Workflow user web pages in the seeded Oracle Workflow responsibilities for Oracle Applications Your system administrator may have customized the responsibilities menus and navigation paths in your installation Web Page Standard Navigation Path Self Service Home page 2 8 Workflow User Web Applications Home or Workflow User Web New Home Advanced Worklist page 3 38 Workflow User Web Applications Advanced Worklist or Workflow User Web Applications Notifications or Workflow User Web New Notifications or Workflow
102. orklist button to navigate back to the Worklist See To Perform a Simple Search for Notifications page 3 61 gt To View and Maintain Personal Worklist Views 1 Navigate to the Personal Worklist Views page yy Custom JRAD Table Views Page Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ORACLE D Workflow ReturnfoPortel Lani Preferences Heir FF Personal Table Views Below is a list of all pre configured and or personalized views applicable to Worklist table on the previous screen Select View and Update Delete Duplicate Select View Name Description Default View C All Notifications No FYI Notifications No Notifications From Me No Open Notifications No To Do Notifications No Return to Worklist Create View Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Oracle Workflow User s Guide The Personal Worklist Views page displays all existing views for the role you are logged in as including both preconfigured views provided by Oracle Workflow and your personalized views For each view the list displays the view name description last update date and whether the view is set as your default view To update a view select the view and select the Update button See To Create or Update a Personal Worklist View page 3 69 Note You can only update personal views that you created You cann
103. ot update the preconfigured views provided by Oracle Workflow To delete a view select the view and select the Delete button Note You can only delete personal views that you created You cannot delete the preconfigured views provided by Oracle Workflow To create a view that is a duplicate of an existing view select the existing view that you want to copy and select the Duplicate button See To Create or Update a Personal Worklist View page 3 69 To create a new view select the Create View button See To Create or Update a Personal Worklist View page 3 69 You can also select the Return to Worklist link to navigate back to the Worklist gt To Create or Update a Personal Worklist View 1 Navigate to the Create View page the Duplicate View page or the Update View page by one of the following methods e Inthe Personal Worklist Views page either select the Create View button select a view and select the Duplicate button or select a view and select the Update button e After performing a search in the Simple Search page or the Advanced Search page select the Save Search button Viewing Notifications and Processing Responses 3 69 3 70 E Custom JRAD Table Views Update Page Microsoft Internet Explorer provided by Dev Services Ele Edt View Favorites Tools Help Kal Create View Below is a list of attributes that can be edited to change the view and or filter the data that is displayed in your
104. out Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement f 2 Oracle Workflow displays either a Reassign field a Delegate field or a Transfer field depending on the reassign modes to which you have access In this field enter the user to whom you want to reassign the notification Select the field s search icon to display a list of values from which to choose See Using a List of Values page 3 49 and Setting the FND Notification Reassign Mode Profile Option Oracle Workflow Administrator s Guide IS Attention Your workflow may include special logic to restrict the users to whom you can reassign the notification If so only users who are valid for reassignment appear in the list of values See WF_REASSIGN_LOV Attribute Oracle Workflow Developer s Guide 3 If you have access either to delegate or transfer notifications select the option you want to specify how you want to reassign the notification e Delegate authority for responding to this notification Select this option if you want to give the new user authority to respond to the notification on your behalf but you want to retain 3 48 Oracle Workflow User s Guide ownership of the notification yourself For example a manager might delegate all vacation scheduling approvals to an assistant e Transfer ownership of this notification Select this option if you want to give the new user complete
105. ow User s Guide If you want to make this view your default view check the Set as Default check box Only one view can be set as the default at any time so if you check Set as Default for the current view this option is automatically deselected for any view you previously set as the default Note Although you cannot update any settings for the preconfigured views provided by Oracle Workflow if you want to use a preconfigured view as your default view you can create a duplicate of the preconfigured view and check Set as Default for the duplicate view The preconfigured Open Notifications view is used as the default view if no other default is set Enter an optional description for the view In the Column Properties region specify the notification property columns you want to display in the view and the order in which to display them The Columns Displayed in Order list shows the columns that are currently set to display while the Available Columns list shows the columns that are not currently set to display but that you can choose to add e To adda column to the view select the column in the Available Columns list and choose the Move button You can also choose the Move All button to add all available columns e To remove a column from the view select the column in the Columns Displayed list and choose the Remove button You can also choose the Remove All button to remove all the columns e To specify the order in which the
106. ows you want to review or choose Any Status to display workflows in any status In Process Workflows that do not have an end date including errored workflows Complete Workflows that have an end date Error Workflows that do not have an end date and have at least one errored activity 3 You can also enter additional search criteria to search for workflows by other workflow characteristics To show the additional options if they are hidden select the Show More Search Options link To hide these options if they are shown select the Hide Search Options link The additional search criteria are Monitoring Workflow Processes 4 3 4 4 e Workflow Started Choose Today This Week last seven days Last 2 Weeks last fourteen days Last 30 Days Last 60 Days or Any Time to specify the start date of the workflows you want to review All the start date ranges include the current date for example Last 2 Weeks includes today as well as the previous thirteen days Workflow Type Select the workflow type you want to review Select the field s search icon to display a list of values from which to choose You can search by the workflow type or description See Using a List of Values page 4 4 e Workflow Enter the identifier for the workflow you want to review You can enter a partial value to search for workflows whose identifiers begin with that value Select the Go button to perform your search
107. p Copyright 2003 Oracle Corporation All rights reserved Privacy Statement 2 Use the Request More Information From option to specify the user or role from whom you want to request information e To specify another user or role previously involved in this workflow process select the Workflow Participant option and select the user or role you want from the pull down menu e To specify any user listed in the directory service select the Any User option and enter the user you want Select the field s search icon to display a list of values from which to choose See Using a List of Values page 3 49 3 Enter details about what information you are requesting in the Information Requested field 4 Select the Submit button to send your request to the specified user You can also select the Cancel button to return to the previous page without sending your request 3 50 Oracle Workflow User s Guide 5 After you request more information for a notification that notification does not appear in your Worklist as an open notification until the user you specified responds to your request However you can still review the notification while your request is pending by choosing to view Notifications From Me in either the Worklist or the Advanced Worklist and then opening the Notification Details page for the notification you want e If you do not want to wait any longer for the additional information you requested you can respond
108. pe CEOD Survey Survey name Notification Survey results for Survey Survey name Next Cancel gt eal Ee m s M Me 7 Choose Next to proceed or choose Cancel if you want to cancel this rule and return to the previous page 8 The final Create New Rule page appears The fields in this page vary depending on the item type s and notification s that you are creating this rule for For example if your rule pertains to all item types you can automatically reassign all the notifications to another user but you cannot define an automatic response to all the notifications since different notifications have different response attributes 3 34 Oracle Workflow User s Guide 3 Create Routing Rule SYSADMIN Netscape Create New Rule gt D 2 ORACLE Item Type Product Survey Notification Survey Survey name Start Date Jo4 pec 2000 00 00 00 End Date Automatically Comments to include in notification Reassign to jal Delegate Authority for responding to Notifications Transfer Ownership of Notifications Respond reig O O Comments Deliver Notifications to me regardless of any general rules OK Cancel SR n SE EF m se m en 9 Enter values in the Start Date and End Date fields to specify the period that this rule should be active Specify the date using the default date format of
109. pecial logic to restrict reassignment of notifications If any of the notifications that you selected are restricted in this way Oracle Workflow displays an error message when you select the Reassign Delegate or Transfer button In this case you should deselect the restricted notifications before performing the reassignment See HIDE_REASSIGN Attribute Oracle Workflow Developer s Guide Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide 4 The Status at a Glance region displays the five most recent workflows that you own and that were started within the last two weeks For each workflow the list displays the status workflow type workflow identifier start date and completion date Select the Workflow Type Workflow or Started column heading to sort the list by that column Oracle Workflow User s Guide To view the error details for an errored workflow select the error icon or the error link in the Status column See Viewing Error Information for a Workflow page 4 12 To view the notification history for a workflow select the workflow identifier link in the Workflow column See Viewing Notification History page 4 5 To view the complete list of all your workflows in the Status Monitor select the Full List button See Viewing Workflows in the Status Monitor page 4 2 To view notifications in the Notifi
110. pen closed or canceled status of the notification Select the From Type Subject Sent Due or Status column heading to sort the list by that column By default the list is sorted by sent date from most recent to oldest and then by subject in alphabetical order Viewing Notifications and Processing Responses 3 67 3 68 7 To collectively reassign a group of notifications select the notifications you want and select the Reassign button See To Reassign a Notification to Another User page 3 47 8 You can navigate to the full details of any notification and act on the notification by clicking on the notification s Subject link or by selecting the notification and then choosing Open See To View the Details of a Notification page 3 42 If you select more than one notification to open only one notification is displayed at a time You can navigate among the open notifications by selecting the Next or Back buttons in the Notification Details page 9 To define notification routing rules select the routing rules link that follows the list of notifications See To View and Maintain Automatic Notification Processing Rules page 3 51 10 To save your current search criteria as a personalized view for the worklist select the Save Search button See To Create or Update a Personal Worklist View page 3 69 11 You can also select the Simple Search button to perform a search with less complex criteria or select the W
111. plications Developer s Guide This guide contains the coding standards followed by the Oracle Applications development staff It describes the Oracle Application Object Library components needed to implement the Oracle Applications user interface described in the Oracle Applications User Interface Standards for Forms Based Products It also provides information to help you build your custom Oracle Forms Developer 6i forms so that they integrate with Oracle Applications Other Implementation Documentation xii Oracle Applications Product Update Notes Use this guide as a reference for upgrading an installation of Oracle Applications It provides a history of the changes to individual Oracle Applications products between Release 11 0 and Release 111 It includes new features enhancements and changes made to database objects profile options and seed data for this interval Multiple Reporting Currencies in Oracle Applications If you use the Multiple Reporting Currencies feature to record transactions in more than one currency use this manual before implementing Oracle Workflow This manual details additional steps and setup considerations for implementing Oracle Workflow with this feature Multiple Organizations in Oracle Applications This guide describes how to set up and use Oracle Workflow with Oracle Applications Multiple Organization support feature so you can define and support different organization structure
112. plied you may see Oracle Workflow web pages in the new format as well as in the previous format The new Worklist pages are currently available for the version of Oracle Workflow embedded in Oracle Applications The Worklist pages let you view and respond to your notifications using a web browser The Worklist shows basic information about your notifications while the Advanced Worklist provides additional information as well as additional options for displaying and administering your notifications From both versions of the Worklist you can also reassign notifications to another user request more information about a notification from another user and define automatic notification routing rules See Also Viewing Notifications from the Personal Worklist page 3 58 gt To View Notifications from the Advanced Worklist 1 Use a web browser to navigate to the Advanced Worklist using a responsibility and navigation path specified by your system administrator See Oracle Workflow User Navigation Paths page A 2 You can navigate to the Advanced Worklist from other Oracle Applications Framework based Oracle Workflow web pages by choosing the Notifications tab or selecting the Notifications link at the bottom of the page if the page includes these links 3 38 Oracle Workflow User s Guide ZJ Oracle Workflow Notifications Microsoft Internet Explorer provided by Dev Services BEE Ele Edit View Favorites Tools Help ORAC
113. r s Guide Generic Service Component Framework A facility that helps to simplify and automate the management of background Java services Item A specific process document or transaction that is managed by a workflow process For example the item managed by the Requisition Approval Process workflow is a specific requisition created by Oracle Internet Commerce s Web Requisitions page Item Attribute See Item Type Attribute Item Type A grouping of all items of a particular category that share the same set of item attributes For example PO Requisition is an item type used to group all requisitions created by Oracle Internet Commerce s Web Requisitions page Item type is also used as a high level grouping for processes Item Type Attribute A feature associated with a particular item type also known as an item attribute An item type attribute is defined as a variable whose value can be looked up and set by the application that maintains the item An item type attribute and its value is available to all activities in a process Lookup Code An internal name of a value defined in a lookup type Lookup Type A predefined list of values Each value in a lookup type has an internal and a display name Message The information that is sent by a notification activity A message must be defined before it can be associated with a notification activity A message contains a subject a priority a body and possibly one or more
114. r might delegate all vacation scheduling approvals to an assistant e Transfer ownership of this notification Select this option if you want to give the new user complete ownership of and responsibility for the notification For example use this option if you should not have received the notification and you want to send it to the correct recipient or to another recipient for resolution A transfer may have the effect of changing the approval hierarchy for the notification For example a manager might transfer a notification about a certain project to another manager who now owns that project ISF Attention Your workflow administrator may implement special logic to verify that the role that you attempt to delegate or transfer the notifications to is legitimate or to restrict reassignment of notifications altogether If so you may get a warning message to that effect when you attempt to create a reassigning rule Oracle Workflow User s Guide Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide 11 If your rule action is Respond set the values that you want to automatically respond with 12 Choose Submit to save this rule You can also choose Cancel to return to the Worklist without creating or updating the rule or if you are creating a new rule you can choose Back to return to the previous page Defining R
115. r 145 countries around the world Thank you for using Oracle Workflow and this guide Oracle values your comments and feedback At the end of this guide is a Reader s Comment Form you can use to explain what you like or dislike about Oracle Workflow or this guide Mail your comments to the following address or call us directly at 650 506 7000 Preface Xv Oracle Applications Documentation Manager Oracle Corporation 500 Oracle Parkway Redwood Shores CA 94065 U S A Or send electronic mail to appsdoc_us oracle com xvi Oracle Workflow User s Guide CHAPTER Overview of Oracle Workflow T his chapter introduces you to the concept of a workflow process and to the major features of Oracle Workflow Overview of Oracle Workflow 1 1 Overview of Oracle Workflow for Users 1 2 Oracle Workflow delivers a complete workflow management system that supports business process based integration Its technology enables modeling automation and continuous improvement of business processes routing information of any type according to user defined business rules E business is accelerating the demand for integration of applications within the enterprise as well as integration of a company s systems with trading partners and business to business exchanges Oracle Workflow automates and streamlines business processes both within and beyond your enterprise supporting traditional applications based workflow as well as e busin
116. r response by choosing the Submit button After you submit your response the status of the notification changes to Closed e If you launch the Notification Worklist from Oracle Applications your Response section may display an attached form icon that lets you drill down to an Oracle Applications form to complete your response e If you revisit a notification to which you have already responded the Response section indicates that the response has been submitted and displays the response values that were submitted e Ifa notification does not require a response the Response section indicates that Choose the Close button in the Response section to close the notification so that it does not appear in your worklist the next time you view your open notifications Viewing Notifications and Processing Responses 3 45 3 46 IE If you want another user to respond to the notification instead of you choose the Reassign button the Delegate button or the Transfer button in the Response section The Reassign button appears if you have access to reassign a notification to another user either by delegating the notification or by transferring complete ownership of the notification The Delegate button appears if you only have access to delegate the notification The Transfer button appears if you only have access to transfer ownership of the notification See To Reassign a Notification to Another User page 3 47 and Se
117. racle Workflow Home Page page 2 2 2 The Notification Rules page for the role appears listing all existing rules for the current role Choose Create Rule 3 32 Oracle Workflow User s Guide 3 Notification Rules SYSADMIN Netscape D ORACLE Product Survey Survey Survey name Delegate CDOUGLAS Y Create Rule gt eiii Bm EJ a ae mpm o 3 Inthe Item Type poplist field select the item type to which this rule applies or select lt All gt if you want this rule to apply to notifications associated with any item type 3 Create Routing Rule SYSADMIN Netscape crete Hew rae Document Management Item Type Event System Demonstration Periodic Alert Product Survey Cancel Next ee eee SE ek 4 Choose Next to proceed or choose Cancel if you want to cancel this rule and return to the previous page 5 If you selected lt All gt as the item type to apply the rule to then skip to step 8 If you selected a specific item type then proceed to the next step to choose a notification from that item type to which you want your rule to apply 6 Inthe Notification field select the notification message to which this rule applies or select lt All gt if you want this rule to apply to all notifications in the item type Viewing Notifications and Processing Responses 3 33 Create Routing Rule SYSADMIN Type WFSURY Netsca
118. rrent web session you will be prompted to do so before the page appears 2 4 Oracle Workflow User s Guide E User Preferences Microsoft Internet Explorer provided by Dev Services File Edit Yiew Favorites Tools Help ws User Preferences J ORACLE Language AMERICAN Territory AMERICA Date Format Document Home Node Send me electronic mail notifications Do not send me mail Update 2 The User Preferences web page displays a summary of your current user preferences Choose Update to modify these preferences E User Preferences Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ws User Preferences wy 2 ORACLE Language AMERICAN AMERICAN AMERICA Territory AMERICA AMERICA AMERICAN Date Format fT Document Home Node z Send me electronic mail notifications HTML mail with attachments OK Cancel Oracle Workflow Home Page 2 5 2 6 In the Language and Territory fields use the list of values to select the NLS_LANGUAGE and NLS_TERRITORY combination that defines the default language dependent behavior and territory dependent formatting of your notification sessions In the Date Format field specify an Oracle Database compliant date format to use for your database session An example of an Oracle Database compliant date format is DD Mon RRRR If you do not specify a date format then the date format defaults to DD MON
119. rs if you only have access to delegate the notifications The Transfer button appears if you only have access to transfer ownership of the notifications See To Reassign a Notification to Another User page 3 47 and Setting the FND Notification Reassign Mode Profile Option Oracle Workflow Administrator s Guide Note Your workflow may include special logic to restrict reassignment of notifications If any of the notifications that you selected are restricted in this way Oracle Workflow displays an error message when you select the Reassign Delegate or Transfer button In this case you should deselect the restricted notifications before performing the reassignment See HIDE_REASSIGN Attribute Oracle Workflow Developer s Guide Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide 7 You can navigate to the full details of any notification and act on the notification by clicking on the notification s Subject link or by selecting the notification and then choosing Open See To View the Details of a Notification page 3 42 If you select more than one notification to open only one notification is displayed at a time You can navigate among the open notifications by selecting the Next or Back buttons in the Notification Details page 8 To define notification routing rules select the routing rules link that follows
120. s an HTML formatted notification can also include a Request Information link Choose this link if you want to request more information about the notification from another user before you respond to the notification The Request Information link automatically generates a plain text e mail reply The reply contains the correct Reply To e mail address as well as a request template in the message body The request template contains the required notification ID and access key that identify the notification you are responding to It also contains a prompt for you to enter the user from whom you want to request information along with a list of users who have previously participated in the workflow process and a prompt for Oracle Workflow User s Guide See Also you to enter the question you want to ask that user When you are satisfied with your request use the Send command of the mail application to send your reply iS Attention Your workflow may include special logic to restrict requesting more information on notifications If so the Request Information link is not displayed in the e mail notification See HIDE_MOREINFO Attribute Oracle Workflow Developer s Guide If another user sent you this notification with a request for more information the notification displays the user who made the request the history of any previous requests for more information about this notification and responses to those requests and the details of
121. s Subject link To define notification routing rules select the routing rules link that follows the list of notifications See To View and Maintain Automatic Notification Processing Rules page 3 51 gt To View the Details of a Notification Navigate to the Notification Details page Oracle Workflow User s Guide AJ Notification Details Microsoft Internet Explorer provided by Dev Services Fle Edt View Favorites Tools Help Ea ORACLE H J Workflow Betum to Portal Logout Preferences Hel Home gt Notification Details Requisition 7564 Office equipment for 1 200 00 requires approval Approve Reject Reassign Request Information From Walker Mr Kenneth Ken Johnson Ms Alex 31 Mar 2003 15 31 10 Due 31 Mar 2003 15 36 10 Notification ID 49332 History Transferred From Walker Mr Kenneth Ken To Johnson Ms Alex Alex please respond Requisition Number 7564 Requisition Amount 1 200 00 Requisition Description Office equipment Forward From Username BLEWIS Requestor name BLEWIS Sequence Who Date 1 Johnson Ms Alex 31 MAR 2003 0 BLEWIS 31 MAR 2003 Response Note Note Return to Worklist L Approve Reject Reassign Request Information I Display next notification after my response Return to Portal ut Preferences Help 2 In addition to general information the notification header may also provide a history of comments forwarded from other workflow users who r
122. s a whole Alternatively you can select the subprocess activity and choose Zoom In to drill down to the diagram for the subprocess Choose Zoom Out to navigate back to the higher level process 4 8 Oracle Workflow User s Guide Detail Tab Window The detail tab window which appears below the process diagram is a vertically scrollable display area that provides information about a selected process or activity The information appears as follows for each tab Definition Tab Current Location Process display name activity display name Item Type Workflow type display name Activity Name Activity display name Description Activity description Activity Type Process Notice Event or Function Result Type Result type display name Usage Tab Current Location Process display name activity display name Start End No Start or End Performer Role name or item attribute internal name Timeout Timeout value in minutes or item attribute internal name Status Tab Current Location Process display name activity display name Status Activity status Result Activity result Begin Date Date activity begins End Date Date activity ends Due Date Date activity is due to time out Assigned User Role name or item attribute internal name Error Message Error message shown only if activity status is Error Notification Tab Current Location Process display name a
123. s on every other Oracle Workflow web page To return to the Oracle E Business Suite portal page select the Return to Portal button To log out of the Oracle E Business Suite select the Logout button To set your Oracle E Business Suite general preferences select the Preferences button See Preferences Oracle Applications User s Guide To view online help for the current page select the Help button You can also access these pages by selecting the corresponding links at the bottom of the current page The Notifications region of the home page lists your five highest priority notifications ordered by priority and then by date For each notification the list displays the from role workflow type subject sent date and due date Select the From Type Subject Sent or Due column heading to sort the list by that column To view and respond to a notification select the notification subject link in the Subject column See To View the Details of a Notification page 3 42 To view the complete list of all your notifications select the Full List button When the full list is displayed the Notifications region also displays the View pull down menu the Open button and the Reassign Delegate or Transfer button To specify which notifications to display in the Worklist select the type of notifications you want from the View pull down menu and select Go You can choose to view Open Notifications FYI Notifications To Do
124. s when running a single installation of Oracle Workflow Oracle Applications Flexfields Guide This guide provides flexfields planning setup and reference information for the Oracle Workflow implementation team as well as for users responsible for the ongoing maintenance of Oracle Applications product data This manual also provides information on creating custom reports on flexfields data Oracle Workflow User s Guide Training and Support Oracle eTechnical Reference Manuals Each eTechnical Reference Manual eTRM contains database diagrams and a detailed description of database tables forms reports and programs for a specific Oracle Applications product This information helps you convert data from your existing applications integrate Oracle Applications data with non Oracle applications and write custom reports for Oracle Applications products Oracle eTRM is available on OracleMetaLink Oracle Applications User Interface Standards for Forms Based Products This guide contains the user interface UI standards followed by the Oracle Applications development staff It describes the UI for the Oracle Applications products and how to apply this UI to the design of an application built by using Oracle Forms Oracle Manufacturing APIs and Open Interfaces Manual This manual contains up to date information about integrating with other Oracle Manufacturing applications and with your other systems This documenta
125. se the Select button The value you selected populates the original field You can also choose the Cancel button in the Search and Select page to return to the previous page without selecting a value Viewing Notification History The Notification History page shows information about the notifications sent by a workflow F Oracle Workflow Status Monitor Microsoft Internet Expl ovided by Dev Services Eie Edt View Favoites Toole Help ORACLE E gt ie 3 Workflow RetuntoPortel Logout Preferences Help Notifications Notification History IK7578 Nestication tissnty Workflow Type Requisition Started 31 Mar 2003 15 51 28 Status Diagram Status Active Completed Participant Responses Current Status Select Notification and Reassign Notification Notification Response Select Status Notification Subject Recipient Sent Received Response Activity C Notified Requisition 7578 Office Walker Mr 31 Mar 2008 Notify chair for 750 00 requires Kenneth Ken 15 51 29 Requisition approval Approval Required Complete Requisition 7578 Office BLEWIS 31 Mar 2003 None Notify chair has been 18 51 28 Expected Requestor of forwarded to Walker Forward Mr Kenneth Ken for approval forkflaw S Return to Workflow Search Cancel Workflow Home Status Monitor Notifications Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement H
126. ser s Guide If you select more than one notification to open only one notification is displayed at a time You can navigate among the open notifications by selecting the Next or Back buttons in the Notification Details page 6 To define notification routing rules select the routing rules link that follows the list of notifications See To View and Maintain Automatic Notification Processing Rules page 3 51 gt To View Notifications from the Worklist 1 Use a web browser to navigate to the Worklist using a responsibility and navigation path specified by your system administrator See Oracle Workflow User Navigation Paths page A 2 E Basic Worklist Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ORACLE Workflow View Open Notifications z o From Subject Sent Walker Mr Kenneth Ken Requisition 7564 Office equipment for 1 200 00 requires 31 Mar 2003 Walker Mr Kenneth Ken Requisition 7559 Software licenses for 800 00 require 31 Mar 2003 Walker Mr Kenneth Ken More Information Requested Requisition 7556 Computer equipment 31 Mar 2003 OTIP Redirect or auto respond to notifications using Routing Rules Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement 2 To specify which notifications to display in the Worklist select the type of notifications you want from the Vi
127. sign button Delegate button or Transfer button may not be displayed in the Response section of the Notification Details page and you should not reassign the notification Also if any of the notifications that you selected in the Advanced Worklist are restricted in this way Oracle Workflow displays an error message when you select the Reassign Delegate or Transfer button In this case you should deselect the restricted notifications before performing the reassignment See HIDE_REASSIGN Attribute Oracle Workflow Developer s Guide Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide Viewing Notifications and Processing Responses 3 47 The Reassign Notifications page displays the subject of each notification that you selected to reassign 74 Reassign Notifications Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ORACLE o A lt tz dA W ork fc JW Return to Portal Logout Preferences Help Notifications gt Notification Details Subject s e Requisition 7564 Office equipment for 1 200 00 requires approval Reassign amp Delegate authority for responding to this notification Transfer ownership of this notification Comments a Message will display with each reassigned notification Return to Worklist Cancel Submit Return to Portal Log
128. sign the notification See To Reassign a Notification to Another User page 3 47 Note You cannot reassign a notification if the Expand Roles option is selected for the notification Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide e If you have workflow administrator privileges you can cancel a workflow that is not yet complete Select the Cancel Workflow button In the Cancel page select Apply The Workflow Engine sets the status of the workflow to FORCE and all processing for the workflow is canceled and cannot be restarted You can also select the Cancel button to return to the previous page without canceling the workflow You can also select the Return link to return to the previous page or choose Status Diagram or Participant Responses in the side navigation to navigate to the corresponding Status Monitor page Viewing a Status Diagram The Status Diagram page shows the process diagram for a workflow including graphical cues about the status of the workflow and its activities 4 6 Oracle Workflow User s Guide File Edt View Favorites Tools Help Z Oracle Workflow Status Monitor Microsoft Internet Explorer provided by Dev Services BEE ORACLE 6 O w D Workflow Return to Portal Logout Preferences Help Notifications Status Diagram IK1090 Workflow Type Workflow Agent
129. sing Responses 3 55 3 56 10 special Prior comments field when the notification is reassigned or automatically responded to Choose the action that you want this rule to perform e Reassign Forward the notification to a designated user e Respond Respond to the message with a set of predefined response values e Deliver notifications to me regardless of any general rules Leave the notification in your Worklist with no automatic processing You can define a rule with this action to exclude a certain subset of notifications from a more encompassing rule For example suppose you have a rule that reassigns all your notification messages to another user but you want to exclude a subset of notifications from that rule To accomplish this you can define a new rule that applies only to that subset of notifications whose action is Deliver notifications to me If your rule action is Reassign enter the user to whom you want to reassign the notifications Select the field s search icon to display a list of values from which to choose See Using a List of Values page 3 49 Then specify how you want to reassign the notifications e Delegate authority for responding to this notification Select this option if you want to give the new user authority to respond to the notification on your behalf but you want to retain ownership of the notification yourself For example a manage
130. site support to central support our team of experienced professionals provides the help and information you need to keep Oracle Workflow working for you This team includes your Technical Representative and Account Manager and Oracle s large staff of consultants and support specialists with expertise in your business area managing an Oracle Database and your hardware and software environment Do Not Use Database Tools to Modify Oracle Applications Data xiv Oracle STRONGLY RECOMMENDS that you never use SQL Plus Oracle Data Browser database triggers or any other tool to modify Oracle Applications data unless otherwise instructed Oracle provides powerful tools you can use to create store change retrieve and maintain information in an Oracle Database But if you use Oracle tools such as SQL Plus to modify Oracle Applications data you risk destroying the integrity of your data and you lose the ability to audit changes to your data Because Oracle Applications tables are interrelated any change you make using Oracle Applications can update many tables at once But when you modify Oracle Applications data using anything other than Oracle Applications you may change a row in one table without making corresponding changes in related tables If your tables get out of synchronization with each other you risk retrieving erroneous information and you risk unpredictable results throughout Oracle Applications Oracle Workflow User s G
131. soft Internet Explorer provided by Dev Services olx Ele Edt View Favorites Tools Help Ea ORACLE 5 2 Workflow Retumto Portal Logout Preferences Help a zal Status Monitor Notifications Welcome Johnson Ms Alex to Oracle Workflow Notifications Below is a list of your most important notifications Select the subject to respond or select Full List to see all your notifications Full List From Type Subject Sent Due Walker Mr Kenneth Ken Requisition Requisition 7564 Office equipment for 1 200 00 requires 31 Mar 2003 31 Mar 2003 Walker Mr Kenneth Ken Requisition Requisition 7559 Software licenses for 800 00 require 31 Mar 2003 31 Mar 2003 Walker Mr Kenneth Ken Requisition More Information Requested Requisition 7556 Computer equipment 31 Mar 2003 31 Mar 2003 TIP Redirect or auto respond to notifications using Routing Rules Status at a Glance Your most recent workflows are shown below Select a workflow link to view its notification history or select Full List to check Full List the status of all your workflows Status Workflow Type Workflow Started Completed v Active Requisition IK7578 31 Mar 2003 15 51 28 Home Status Monitor Notifications Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement 2 8 Oracle Workflow User s Guide Navigation buttons appear in the upper right corner of the home page as well a
132. splays those item types for which you have previously received at least one notification Oracle Workflow User s Guide S Edit Routing Rule Item Type Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help ORACLE A gt O Work JW Re oii Ef Preferences tee P o o item Type Notification Rule Response Activating Type of Notification Select the type of notification that will activate this rule ltem Type f All If All is selected you will skip to Step 3 Return to Routing Rules Step 1 of 3 Next Return to Portal Logout Preferences Help Copyright 2003 Oracle Corporation All rights reserved Privacy Statement 3 Choose the Next button to proceed You can also select the Return to Routing Rules link to return to the previous page without creating the rule e If you selected All as the item type for the rule the Rule Response page appears Skip to step 6 e If you selected a specific item type the Activating Notification page appears Continue with step 4 4 Inthe the Activating Notification page select the notification message to which this rule applies or select All if you want this rule to apply to all notifications in the selected item type Viewing Notifications and Processing Responses 3 53 E Edit Routing Rule Notification Microsoft Internet Explorer provided by Dev Services File Edit View Favorites Tools Help
133. ss is initiated when an application calls a set of Oracle Workflow Engine APIs The Workflow Engine takes over by driving the relevant work item defined by the application through a specific workflow process definition According to the workflow process definition the Workflow Engine performs automated steps and invokes appropriate agents when external processing is required The following diagram depicts a simplified workflow process definition that routes a requisition to a manager or set of managers for approval 1 6 Oracle Workflow User s Guide Ed Oracle Workflow Builder 2 6 Ed Navigator fife E E Requisition Approval gala alaa XE Ta slef B Widemo B A Requisition EE utes i orward From Username orward To Username equestor Username equisition Amount equisition Number equisition Description equisition Process Owner equisition Document eminder Requisition Doi Yes Verify Authority Approve Requisition Notify Requestor of End Approve Approval pprove f Notify Approver Record Requisition l Requisition Approval i o Forward Reject Notifications Notify Requestor No Approve Notify Requestor of Approval Notify Requestor of ngg Notify Requestor of Forward alse Faved oy Notify Requestor of Rejection nag Notify Requisition Approval F ag ReminderApproval Needed 2 Functions Notify Requestor No End Reject Approve Requisition Approver Available Record Requisition Forward 2 Reject Requ
134. sts the tasks you need to perform to finish your installation You should use this guide in conjunction with individual product user s guides and implementation guides Upgrading Oracle Applications Refer to this guide if you are upgrading your Oracle Applications Release 10 7 or Release 11 0 products to Release 11i This guide describes the upgrade process and lists database and product specific upgrade tasks You must be either at Release 10 7 NCA SmartClient or character mode or Release 11 0 to upgrade to Release 117 You cannot upgrade to Release 11i directly from releases prior to 10 7 Maintaining Oracle Applications Use this guide to help you run the various AD utilities such as AutoUpgrade AutoPatch AD Administration AD Controller AD Relink License Manager and others It contains how to steps screenshots and other information that you need to run the AD utilities This guide also provides information on maintaining the Oracle Applications file system and database Oracle Applications System Administrator s Guide This guide provides planning and reference information for the Oracle Applications System Administrator It contains information on how to define security customize menus and online help and manage concurrent processing Oracle Alert User s Guide This guide explains how to define periodic and event alerts to monitor the status of your Oracle Applications data Preface xi Oracle Ap
135. t Together the event name event key and event data fully communicate what occurred in the event Glossary 1 Event Key A string that uniquely identifies an instance of an event Together the event name event key and event data fully communicate what occurred in the event Event Message A standard Workflow structure for communicating business events defined by the datatype WF_EVENT_T The event message contains the event data as well as several header properties including the event name event key addressing attributes and error information Event Subscription A registration indicating that a particular event is significant to a system and specifying the processing to perform when the triggering event occurs Subscription processing can include calling custom code sending the event message to a workflow process or sending the event message to an agent External Functions Programs that are executed outside of the Oracle database server External Java Functions Java programs that are executed outside of the Oracle Database by the Java Function Activity Agent Function A PL SQL stored procedure that can define business rules perform automated tasks within an application or retrieve application information The stored procedure accepts standard arguments and returns a completion result Function Activity An automated unit of work that is defined by a PL SQL stored procedure Glossary 2 Oracle Workflow Use
136. t response instructions 3 9 summaries 3 29 templates for 3 3 with HTML attachments 3 2 Electronic signatures 3 46 F Find Notifications web page 3 20 FND_FNDWENOT 3 19 H Header attributes 3 43 Home page 2 2 self service 2 8 L List of values in a web interface 3 29 M Monitor Self Service 4 2 Monitoring work items 1 5 More Information for notifications 3 50 N Navigation paths A 2 Notification access keys 3 4 Notification Details page 3 42 Notification IDs 3 4 Notification method 3 2 Notification preference 2 6 Notification summaries via e mail 3 29 Notification Web page 1 5 reassigning notifications 3 27 Index 1 Notifications 3 2 advanced search 3 64 delegating 3 47 dependence on directory services 3 2 HTML formatted e mail 3 11 personalized views 3 58 plain text e mail using direct response 3 8 plain text e mail using templated response 3 5 plain text e mail with attachments 3 15 reassign in Notification Web page 3 27 reassign via e mail 3 17 reassigning 3 47 requesting more information 3 50 responding from the Notification Details page 3 42 responding with Notification Web page 3 27 routing rules 3 51 3 52 searching 3 58 simple search 3 61 via e mail 3 2 via Notification Web page 3 17 viewing from a web browser for Oracle Applications 3 38 viewing from web browser 3 17 Notifications Worklist See Work
137. tain subset of notifications from a more encompassing rule For example suppose you have a rule that forwards all your notification messages to another role but you want to exclude a subset of notifications from that rule To accomplish this you can define a new rule that applies only to that subset of notifications whose action is to Deliver Notifications to me If your rule action is Reassign to click on the up arrow icon to display a window that lets you search for a role to reassign to See Using a List of Values page 3 29 After choosing a role specify how you wish to reassign the notifications Select Delegate Authority for Responding to Notifications if you want to give the new role authority to respond to the notification on your behalf With this option Oracle Workflow maintains that you still own the notifications but the recipient role of the notifications is now the role that you are reassigning your notifications to Select Transfer Ownership of Notifications if you want to give the new role complete ownership and responsibility of the notification ISF Attention Your workflow administrator may implement 14 15 special logic to verify that the role that you attempt to delegate or transfer the notifications to is legitimate or to restrict reassignment of notifications altogether If so you may get a warning message to that effect when you attempt to create a reassigning rule If your ru
138. the Sent option with the after operator displays only notifications sent after the date you specify not notifications sent on that date itself e Subject Enter the subject line of the notifications Viewing Notifications and Processing Responses 3 65 e From Enter the role from which the notifications were sent e Message Attribute Enter the value of a message attribute belonging to the notification Message attributes hold dynamic content that is determined by the specific context in which a notification is sent For example a notification in a requisition workflow might have a message attribute for the requisition amount Message attribute values can be numbers dates or text This search option supports the filter operators is or contains e Sent Enter the date when the notifications were delivered using the date format you chose in your Oracle E Business Suite general preferences Select the field s calendar icon to display a calendar from which you can select a date e Type Enter the display name of the item type to which the workflow process that sent the notification belongs e Status Enter open closed or canceled as the notification status This search option supports the filter operators is is not Or contains e To Enter the role to which the notifications were sent e Information Requested From Enter the role to which notifications that are requests for more information were sent e D
139. the list of notifications See To View and Maintain Automatic Notification Processing Rules page 3 51 gt To Perform a Simple Search for Notifications 1 Navigate to the Simple Search page Viewing Notifications and Processing Responses 3 61 3 62 Ele Edt View Favorites Toole Help Ea ORACLE A Workflow 2 vey cY iz J Return to Portal Logout Preferences Help Select one or more notifications from the list and Open or Reassign them using the appropriate buttons You may also click on the notification subject to open a particular notification Simple Search Please enter your search criteria and hit the Go button You may note that the search is EE Search Workiist case insensitive Type in a search string to find a specific object or results set Subject From Sent 31 Mar 2003 Go Clear Select Notification s and Open Reassign Select All Select None Select Subject From Sent 4 Type Status Due 5 Requisition 7564 Office equipment for 1 200 00 Walker Mr Kenneth 31 Mar 2003 Requisition Open 31 Mar 2003 requires Ken Requisition 7559 Software licenses for 800 00 Walker Mr Kenneth 31 Mar 2003 Requisition Open 31 Mar 2003 require Ken More Information Requested Requisition 7556 Walker Mr Kenneth 31 Mar 2003 Requisition Open 31 Mar 2003 Computer equipment Ken Redirect or auto respond to notifications using Routing Rules Save Search Return to Porta
140. this case you should enter the translated values for the Status Priority Response Required FYI and From Me search options Select the Go button to perform your search You can also select the Clear button to clear the search option fields and remove any additional search options you added so that you can enter new search criteria The Advanced Search page displays the notifications that match your search criteria For each notification the list displays the following information e From the role from which the notification was sent This column is displayed when you view notifications sent to you If this notification was reassigned through the Worklist web pages the From column shows the user who reassigned the notification to the current recipient If this notification is a request for more information the From column shows the user who sent the request If this notification is a response providing more information the From column shows the user who sent the response Additionally the From role for a notification may be set by special logic in the workflow process See FROM_ROLE Attribute Oracle Workflow Developer s Guide Type display name of the item type to which the workflow process that sent the notification belongs Subject a description of the notification Sent date when the notification was delivered Due date by which the notification should be completed e Status o
141. tion only FYI notifications or unanswered response required notifications view the complete notification history for the workflow See Viewing Notification History page 4 5 Viewing Notification Response Details The Notification Response Details page displays the following details about the selected response e Notification Subject The subject line of the notification e Respondent The user who responded to the notification To send e mail to the respondent select the user link e Original Recipient The user to whom the notification was originally sent If the original recipient is different than the respondent then the original recipient reassigned responsibility for replying to the respondent To send e mail to the original recipient select the user link e Notification Sent The date and time when the notification was sent e Response Received The date and time when the response was received e Response The response value that is the result of the notification The Additional Response Information region lists any further response values requested in the notification in addition to the result response Select the Return link to return to the previous page or choose Notification History or Status Diagram in the side navigation to navigate to the corresponding Status Monitor page Monitoring Workflow Processes 4 11 Viewing Error Information for a Workflow The Error Summary page
142. tion includes APIs and open interfaces found in Oracle Manufacturing Oracle Order Management Suite APIs and Open Interfaces Manual This manual contains up to date information about integrating with other Oracle Manufacturing applications and with your other systems This documentation includes APIs and open interfaces found in Oracle Order Management Suite Oracle Applications Message Reference Manual This manual describes all Oracle Applications messages This manual is available in HTML format on the documentation CD ROM for Release 11i Training Oracle offers a complete set of training courses to help you and your staff master Oracle Workflow and reach full productivity quickly These Preface xiii courses are organized into functional learning paths so you take only those courses appropriate to your job or area of responsibility You have a choice of educational environments You can attend courses offered by Oracle University at any one of our many Education Centers you can arrange for our trainers to teach at your facility or you can use Oracle Learning Network OLN Oracle University s online education utility In addition Oracle training professionals can tailor standard courses or develop custom courses to meet your needs For example you may want to use your organization structure terminology and data as examples in a customized training session delivered at your own facility Support From on
143. tting the FND Notification Reassign Mode Profile Option Oracle Workflow Administrator s Guide Attention Your workflow may include special logic to restrict reassignment of notifications If so the Reassign button Delegate button or Transfer button may not be displayed in the Response section and you should not reassign the notification See HIDE_REASSIGN Attribute Oracle Workflow Developer s Guide Additionally you cannot reassign a voting notification that tallies the recipients responses See Voting Activity Oracle Workflow Developer s Guide To request more information about this notification from another user or role choose the Request Information button in the Response section See To Request More Information From Another User page 3 50 Attention Your workflow may include special logic to restrict requesting more information on notifications If so the Request Information button is not displayed in the Response section See HIDE_MOREINFO Attribute Oracle Workflow Developer s Guide If another user sent you this notification with a request for more information the Response section displays the user who made the request and the request details Enter the information you want to provide in the Response field and choose the Submit button to submit your response 7 If this notification requires a password based electronic signature a confirmation page appears after you submit your response This pag
144. tton to clear the Find field If you do not specify any search criteria and simply choose Find you retrieve the complete list of values 3 Click on a value from the list to select that value and close the list of values window The value you select populates the original field Reviewing a Summary of Your Notifications via Electronic Mail You can have a summary of your workflow notifications delivered to you as a single e mail message if your notification preference is set to Plain text summary mail in the User Preferences web page Your workflow administrator determines how frequently summary notifications are sent when setting up a notification mailer See Setting Up Notification Mailers Oracle Workflow Administrator s Guide You can receive your e mail notification summary using any e mail reader The following example shows a notification summary received through Netscape Messenger as the mail client Viewing Notifications and Processing Responses 3 29 7 Read Message Inbox jol x File Edit View Format Message Schedule Options Windows Help Received August 27 1999 12 48pm Sent August 27 1999 12 47pm From Oracle Workflow To blewis us oracle com Subject Daily Notification Summary Reply to wimail us oracle com La Summary of Notifications for BLEWIs Please use the Notification Viewer to see details or respond Dp To Priority Bue Date 97 BLEWIS Normal Requisition 28735 Ne
145. twork routers has been forwarded to KWALKER for approval 39 BLEWIS Low Survey Vacation Policy 101 BLEWIS Low Survey Product Release End of Message Line 1 of 39 100 The e mail notification summary is based on a template defined in Oracle Workflow Builder The standard summary identifies the recipient notification ID subject priority and due date of each notification See Modifying Your Message Templates Oracle Workflow Administrator s Guide It also indicates that if you wish to view the details of the notification or respond or close the notification you should use the Notification Web page Defining Rules for Automatic Notification Processing Use Oracle Workflow Automatic Notification Processing to automatically forward your notifications to another role or respond to incoming notifications with a predefined response when you are not 3 30 Oracle Workflow User s Guide available to manage your notifications directly such as when you are on vacation The Automatic Notification Processing web page lets you define the rules for automatic notification processing Each rule is specific to a role and can apply to any or all messages of a specific item type and or message name A rule can result in one of three actions reassigning the notification to another user responding to or closing the notification or simply delivering the notification to the original recipient with no further action Each ti
146. ue Enter the date by which the notifications should be completed using the date format you chose in your Oracle E Business Suite general preferences Select the field s calendar icon to display a calendar from which you can select a date e Closed Enter the date when the notifications were closed or canceled using the date format you chose in your Oracle E Business Suite general preferences Select the field s calendar icon to display a calendar from which you can select a date e Priority Enter high normal or low as the notification priority This search option supports the filter operators is or is not e Response Required Enter yes or no to specify whether the notifications require a response from the recipient This search option supports the filter operators is or is not e FYI Enter yes or no to specify whether the notifications are for your information FYI only and do not require a response This search option supports the filter operators is or is not e Notification ID Enter the numerical notification identifier 3 66 Oracle Workflow User s Guide e From Me Enter yes or no to specify whether the notifications are sent from you This search option supports the filter operators is or is not Note If your installation of Oracle Workflow is set up ina language other than English the Advanced Search page uses translated versions of the notification status notification priority yes and no values In
147. uide Delivering Electronic Notifications Oracle Workflow extends the reach of business process automation throughout the enterprise and beyond to include any e mail or Internet user Oracle Workflow lets people receive notifications of items awaiting their attention via e mail and act based on their e mail responses You can even view your list of things to do including necessary supporting information and take action using a standard Web browser Integrating Systems Oracle Workflow lets you set up subscriptions to business events which can launch workflows or enable messages to be propagated from one system to another when business events occur You can communicate events among systems within your own enterprise and with external systems as well In this way you can implement point to point messaging integration or use Oracle Workflow as a messaging hub for more complex system integration scenarios You can model business processes that include complex routing and processing rules to handle events powerfully and flexibly Major Features and Definitions Oracle Workflow Builder Oracle Workflow Builder is a graphical tool that lets workflow developers create view or modify a business process with simple drag and drop operations Using the Workflow Builder you can create and modify all workflow objects including activities item types and messages See Workflow Processes page 1 6 At any time you can add remov
148. uide When you use Oracle Applications to modify your data Oracle Applications automatically checks that your changes are valid Oracle Applications also keeps track of who changes information If you enter information into database tables using database tools you may store invalid information You also lose the ability to track who has changed your information because SQL Plus and other database tools do not keep a record of changes About Oracle Your Feedback Oracle develops and markets an integrated line of software products for database management applications development decision support and office automation as well as Oracle Applications an integrated suite of more than 160 software modules for financial management supply chain management manufacturing project systems human resources and customer relationship management Oracle products are available for mainframes minicomputers personal computers network computers and personal digital assistants allowing organizations to integrate different computers different operating systems different networks and even different database management systems into a single unified computing and information resource Oracle is the world s leading supplier of software for information management and the world s second largest software company Oracle offers its database tools and applications products along with related consulting education and support services in ove
149. ules for Automatic Notification Processing page 3 30 Viewing Notifications and Processing Responses 3 57 Viewing Notifications from the Personal Worklist See Also Note The Personal Worklist is currently available only for the version of Oracle Workflow embedded in Oracle Applications Before you can access the Personal Worklist your system administrator must add it to the menu for an Oracle Applications responsibility that is assigned to you See Adding Worklist Functions to User Responsibilities Oracle Workflow Administrator s Guide The Personal Worklist lets you choose which notifications to display in your Worklist and what information to display for those notifications In addition to the preconfigured worklist viewing options provided by Oracle Workflow you can create personal worklist views by defining a set of filtering criteria that determine what types of notifications and what notification properties are included in the display Alternatively you can perform one time searches to locate notifications you want to view You can also save the search criteria as a personal worklist view to repeat the same search later When viewing notifications from the Personal Worklist you can respond to your notifications reassign notifications to another user request more information about a notification from another user and define automatic notification routing rules Viewing Notifications from a Web Browser for Oracle App
150. vents and event subscriptions Oracle Workflow API Reference This guide describes the APIs provided for developers and administrators to access Oracle Workflow Oracle General Ledger User Guide This guide provides information about journal entry budgeting and multi company accounting and consolidation Oracle Purchasing User s Guide This guide provides information about entering and managing purchase orders and requisitions Implementing Oracle Self Service Human Resources SSHR This guide provides information about setting up the self service human resources management functions for managers and employees Managers and employees can then use an intranet and Web browser to have easy and intuitive access to personal and career management functionality Oracle Payables User Guide This guide provides information about entering and managing suppliers invoices and payments Preface ix Oracle Projects User Guide This guide provides information about entering and managing projects budgets expenditures costing and billing Oracle Receivables User Guide This guide provides information about entering and managing customers receipts collections and transactions Oracle Business Intelligence System Implementation Guide This guide provides information about implementing Oracle Business Intelligence BIS in your environment BIS 11i User Guide Online Help This guide is provided as o
151. vigate among the open notifications by selecting the Next or Back buttons in the Notification Details page To define notification routing rules select the routing rules link that follows the list of notifications See To View and Maintain Automatic Notification Processing Rules page 3 51 Viewing Notifications and Processing Responses 3 63 3 64 8 To save your current search criteria as a personalized view for the worklist select the Save Search button See To Create or Update a Personal Worklist View page 3 69 9 You can also select the Advanced Search button to perform a search with more complex criteria or select the Worklist button to navigate back to the Worklist See To Perform an Advanced Search for Notifications page 3 64 gt To Perform an Advanced Search for Notifications 1 Navigate to the Advanced Search page ORACLE D TE x X Yz Workiow _ a oe 4 eee x Select one or more notifications from the list and Open or Reassign them using the appropriate buttons You may also click on the notification subject to open a particular notification Advanced Search Specify parameters and values to filter the data that is displayed in your results set Simple Search Worklist Show table data when all conditions are met Show table data when any condition is met Subject X From contains _ walker Message Attribute X Sent after 20 Mar 2003 Go Clear Add column zh Add
152. workflow process or subprocess currently listed in the process title This diagram is identical to the diagram created in Oracle Workflow Builder Note however that you cannot use the Workflow Monitor to edit this diagram The process diagram window provides graphical cues about the status of the process and its activities e An activity icon may be highlighted with a colored box to indicate that it is in an interesting state The following table shows what state each color indicates Color of Box State Possible Status Code Red Error ERROR Green Active In Progress ACTIVE NOTIFIED DEFERRED Yellow Suspended SUSPEND lt none gt Normal COMPLETE WAITING NULL Table 4 1 Page 1 of 1 e Any transition arrow that has been traversed appears as a thick green line while an untraversed transition appears as a thin black line e Click an activity icon in the diagram to select it and update the detail tab window to display information about the activity e Click any empty space in the diagram to deselect the currently selected activity icon and to refresh the detail tab window to display information about the current process as a whole e Double click an activity icon that represents a subprocess to drill down to the diagram for the subprocess This action automatically updates the process title to reflect the name of the subprocess and updates the detail tab window to display information about the subprocess a
153. you can use search criteria to reduce the Worklist to a smaller subset of notifications The Worklist lets you simultaneously close multiple FYI type notifications that do not require a response Simply check Select for the each FYI type notification you wish to close and then choose Close You can also collectively reassign a group of notifications Check Select for the notifications you wish to reassign then choose Reassign A Reassign page appears that lets you specify to whom and how you wish to reassign the notification s See To Reassign a Notification to Another User page3 27 You can navigate to the full details of any notification and act on the notification by clicking on the notification s Subject link Viewing Notifications and Processing Responses 3 23 gt To View the Details of a Notification Detail notification for BLEWIS Netscape File Edit View Go Communicator Help Z 242 A s d tf Back Foward Reload Home Search Netscape Print Security QB Notitcation Detaits S IY ORACLE To BLEWIS Sent 26 AUG 1999 13 21 21 Subject Survey Product Release This is a survey of the latest Oracle Workflow Product Release We want to know what you think Please give us your ranking and comments Thank you for participating Response is expected in minutes ranking 1 10 Comments Submit Reassign ar Document Done a 2b 32 l 1 Inthe Detail Notification pag
154. your database and specify a time using the format HH24 MI SS if your default date format does not have a time component If you leave Start Date blank the rule is effective immediately If you leave End Date blank the rule is effective indefinitely AN Warning Since you can define different rules for the same notification s to be effective at different times the Automatic Notification Processing web page does not prevent you from defining multiple rules for the same notification s You should be careful to ensure that rules for the same notification s do not overlap in their effective dates If multiple rules are effective for the same notification Oracle Workflow picks one rule at random to apply 10 In the Comments to include in notification field enter any text that you want to append to the notification when the rule is applied The comments appear in a special Prior comments field when the notification is reassigned or automatically responded to Viewing Notifications and Processing Responses 3 35 3 36 11 12 13 Choose the action that you want this rule to perform e Reassign to forward the notification to a designated role e Respond respond to the message with a set of predefined response values e Deliver Notifications to me regardless of any general rules leave the notification in the your inbox and do nothing You can define a rule with this action to exclude a cer

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