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13 Manage New Product and Service Introduction: Manage New Product Definition and Approval

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This chapter contains the following:

Creating New Item Requests

Manage New Item Requests

FAQs for New Item Requests

Creating New Item Requests

New Item Requests: Explained

New item requests are created to define item information and its entities, including specifications, structures and packs, and relationships. In addition to being defined, the new item requests are also routed for approval.

Use any of four methods to create new item requests:

  • Select Create New Item Request on the regional task pane.

  • Select Create on the Manage New Item Request page.

  • Create a new item request during an item import process.

  • Create a new item request as you create an item. If the selected item class is new item request-enabled, a submit button appears at the page level. As you submit the item, you are prompted to create a new item request or to add the item to an existing one.

Note

Even if the item class is not enabled, when creating an item you can add the item to a new item request that will enable you to create a new item request or choose an existing one.

To create a New Item Request, follow these steps:

  • Select an organization.

  • Enter header information such as name, reason, and priority.

  • Add attributes.

  • Add items (items from different item classes).

  • Add attachments.

  • Optionally, set automatic promotion status.

  • Optionally, set automatic demotion status.

  • Submit the new item request.

You have three methods to save the new item request:

  • Save: Saves the new item request in draft.

  • Save and Close: Saves the new item request in draft and closes the page.

  • Submit: Submits the new item request to open status.

Note

Mandatory definitions for definition workflow steps are set up in Item Class and are enforced on the user side. A warning message is displayed when the you try and save an item without completing all the mandatory definitions. The message will list the missing definitions.

Select an Organization

Select an organization from the Create New Item Requests popup. Note, you also have the ability to search for item master organizations from the popup.

Enter Header Information

On the Create New Item Requests page, enter a name for the new item request. You can also edit the default settings of new item request reason and priority.

Add Attributes

Descriptive flexfields can be added as additional attributes for the new item request header information.

Add Items

On the Create New Item Requests page, Items region, click the add icon.

That will launch the search window where you search and select items for your new item request.

Note

New item requests support multiple items across different item classes. Each item can be routed to different assignees for definition, because the definition steps are defined at the item class level.

Add Attachments

You can add attachments when you create a new item request. You can also edit attachment details and remove attachments from an open new item request.

Attachments can be any type of file including:

  • Files and folders from your desktop or a configured repository.

  • Text files generated during the attachment process.

  • You can also specify URL links as attachments.

Submit

Submit new item requests to open status. A request comment notification is normally sent to seeded assignees, but if Skip Request Comment is checked, request comment notifications are not sent to the seeded assignees.

Manage New Item Requests

New Item Request Definition Phase: Explained

During the definition phase, definition notifications are routed to participants for them to complete the item's definition tasks.

Define an Item

From the Manage New Item Requests page, search for the New Item Request.

Launch the new item request from the Search Results table by clicking on a new item request link. That will take you to the New Item Request page.

Click on the Details sub tab and select the definition row. In the definition Workflow Details table, select Expand All from the Actions menu.

Click the Go to Task icon for the entity that needs definition. The item page appears where you enter the item information. The item definition page is rendered dynamically for each participant, where you can enter only the attributes or item entities for which you are responsible.

Note

You can also quickly navigate and drill down to an item detail page directly from a new item request definition and approval notification. A read-only item page will open a separate browser window.

You can identify various item details as mandatory at each step. This will ensure that item information required for a downstream step is defined and available for use.

Any item definition that is available to be set up for definition through new item request, can be identified as mandatory while completing the definition steps at the item class, including:

  • Operational

  • Extensible flexfield attributes

  • Structures

  • Packs

  • Supplier associations

  • Organization assignments

  • Attachments

  • Catalog category assignments

  • Relationships

New Item Request Notifications: Explained

Several types of notifications are sent during a request for new items.

The following table lists the notifications.


Notification Type

Draft

Open

Definition

Approval

Completed

Request Comment

No

Yes

No

No

No

Approval

No

No

No

Yes

No

Definition

No

No

Yes

No

No

Request to Comment from Action Log

Yes

Yes

Yes

Yes

Yes

FYI New Item Request Creation and Assignment

Yes

Yes

No

No

No

Note

When Skip Request Comment is enabled for open status, request comment notifications will not be sent when a new item request is submitted to open status.

You can also quickly navigate and drill down to an item detail page directly from a new item request definition and approval notification. The item page will open a separate read only browser window. The detail will depend on the user's privileges.

New Item Request Approval Phase: Explained

During the approval phase of a new item request, approval notifications are routed to the participants.

Approval notifications can be addressed to individual users or to multiple users in a predefined user group. From the notification, users can approve or reject the new item request.

Seeded new item request types enable you to configure automatic promotion and demotion rules at the new item request type level, allowing a new item request to move from one status to another without user intervention.

New item approval rules are defined and managed through the Approval Management Engine. For information on how approval rules are defined and managed, refer to the Oracle Fusion Middleware Developer's Guide for Oracle SOA Suite.

New Item Requests Workflow Processes: Explained

There are four predefined New Item Request (NIR) workflow statuses which enable you to perform various tasks when a new item request is created. You cannot create new statuses or delete statuses.

The four statuses are:

  • Open

  • Definition

  • Approval

  • Completed

Open

New item request attributes and items are defined and updated when the workflow status is open. A seeded request comment notification is associated with this status and the new item request cannot move to the next status until this notification has been responded to. The notification will be sent to the assignee and the requester of the new item request. However, to bypass the notification, assignees can be removed through customization by a programer. Assignees would then need to promote the new item request to the next status manually or set it to automatically promote to the next status in the Business Process Execution Language (BPEL) process.

Definition

In the definition workflow status, you define the item information, such as specifications, structures, and packs. Additional items cannot be added in this workflow status. The definition workflow steps are defined at the item class level. Based on the definition steps, a notification is sent to those responsible for defining the item. Once the item is defined, you then promote the new item request to approval status manually or to be automatically approved in the BPEL process.

Approval

When approval is granted, the new item request cannot be modified. Approval notifications are sent to the approvers based on the rules set up in Approval Management Extensions (AMX). Once the new item request is approved, the status is automatically changed to completed.

Completed

During the completed phase, the NIR is in its final stage and its lifecycle is completed. It cannot be modified.

Autopromote and Autodemote: Explained

You can explicitly promote or demote a new item request to its different statuses. New Item Requests may also be promoted or demoted to the next status automatically after the completion of the workflow in a specific status.

The following table shows which of the statuses require user configuration to enable automatic promotion, which status have automatic promotion enabled by default, and which status can be set for automatic demotion.


Autopromote and Autodemote

Open

Definition

Approval

Completed

User configuration required during set up for autopromotion

Yes

Yes

No

No

Default autopromotion

No

No

Yes

No

Status in which new item request can be enabled for autodemotion

No

No

Yes

No

FAQs for New Item Requests

How can I promote a new item request?

Review your notifications, go to the Manage New Item Requests tab and select the row containing your new item request. From the Actions menu, select Promote. In the Promote dialog box, you can select from the available phases to promote the new item request. You also must enter a comment when promoting to the next phase.

What are the workflow phases of a new item request?

There are four workflow phases a New Item Request will go through.

  • Open: The new item request is created and items are added

  • Definition: Participants define item attributes and item entities, such as structures, packs, and organizations

  • Approval: Participants approve or reject the items

  • Completed: The new item request is completed

How can I associate items with a new item request?

Items are associated with new item request in one of three ways.

Items are associated with new item requests in one of the following three ways:

  • From a new item request: Search and select items in the Items Table

  • From an item: Add the item to an existing new item request or create a new one

  • From import: Add the imported items to an existing new item request or create a new one

What's an action log?

The action log provides an audit trail of all actions performed on the new item request. The first entry will always indicate when the new item request was created and by whom. Subsequent actions will be listed to show the progress of the new item request. For example, submitted and promoted to definition.

From the Action Log, you can initiate a discussion by posting and assigning a new comment, respond to requested comments or reply to specific comments, thereby creating a threaded discussion within the context of the new item request.

How can I post a comment in new item request?

You post comments in the Comments section available on the contextual pane. This section is available for all New Item Request pages.

You can also post comments from the Action Log by selecting Post Comment.

How can I request a comment in a new item request?

You request a comment in the Action Log by clicking Request Comment. A Request Comment dialog box will appear where you assign and enter your comment.

How can I move lines (items) from a new item request?

On the Manage New Item Request page, expand the search results and select lines from one or more new item requests within the same organization and then select Move New Item Lines. You can move the selected lines to a new New Item Request or add them to an existing New Item Request.

How can I cancel a new item request?

On the Manage New Item Request page, select a new item request and then select Cancel. The new item request status is set to canceled and any changes defined for items in the new item request are discarded.

How can I define new item request definition steps?

New item request definition steps are created at the item class level.

How can I delete a new item request?

On the Manage New Item Request page, select the new item request to be deleted and then select Delete. The new item request will be added to the delete group.

How can I demote a new item request?

While reviewing your notifications, go to the Manage New Item Requests tab and select the row containing your new item request. From the Actions menu, select Demote. In the Demote dialog box, you can select from the available phases to demote the new item request. You also must enter a comment when demoting to another phase.

When can items be added to a new item request?

Items can only be added when the New Item Request is in draft status and open phase.


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