Redwood: Use Redwood Template for ERES Approval Notifications and Approve Using Deferred Mode

Electronic signatures (E-Signatures) and electronic records (E-Records) provide you with an approval workflow to securely capture, store, retrieve, and print e-records and e-signatures that comply with specific regulatory requirements. You can now use a Redwood template for your Oracle Fusion Cloud Inventory Management transactions that generate e-signature notifications. Additionally, you have the option to choose if the approvals should occur using the inline or deferred approval process. 

Configure E-Signature Preferences

You can use the Configure E-Signature Preferences page to enable e-signatures for your organization. This setup page now allows organizations to enable the e-signature functionality for the seven Redwood Inventory transactions. Once the e-signatures are enabled, these transactions must be approved before they can be processed.

While transaction names used in the current setup are retained for the new Redwood flows, existing ADF flows have been renamed with a Classic Pages suffix to distinguish them from new Redwood transactions.

Additionally, a new option has been introduced that allows you to choose between In-Line and Deferred approval modes. This choice applies only to Redwood transactions.

Inventory Transactions Supported for E-Records and E-Signatures:

Redwood Inventory Transactions: Support for In-line and Deferred Approval Modes

In-line Approval Mode: This mirrors the current behavior of ADF flows.

• The initiator submits the transaction for approval, remains on the transaction page, and waits for the approval.
• If the initiator exits the page before approval, the transaction is discarded.

Deferred Approval Mode: This is a new capability introduced with Redwood flows.

• The initiator submits the transaction for approval and automatically exits the page.
• The transaction remains pending until approval is provided.
• Once approved, it is posted automatically without further action needed from the initiator.

Impact on Desktop and Mobile Flows

1. If the organization is configured for In-line mode:
   • Desktop will follow the In-Line mode.
   • Mobile will follow the Deferred mode.
2. If the organization is configured for Deferred mode:
   • Desktop and mobile will both follow the Deferred mode.

Impacted Flows and Behavior for In-Line and Deferred Modes:

NOTE: There are no changes to ADF transaction names, setup, or existing Electronic Record and Electronic Signature functionality.

1. In-line Mode Transactions: When an organization is configured to use e-Signature with the In-line signature type, the transaction approval flow proceeds as follows:

Submission Flow

The primary action button on the transaction page is relabeled to Submit for Approval. 

Submit for Approval

When a user clicks Submit for Approval, a panel drawer appears. This panel drawer displays detailed information related to the transaction, including:

• E-Signature details
• Source Identifier
• A preview or link to the Electronic PDF Record
• Approver list and their current status
• Other supporting transaction information

In-line Panel Drawer

Approval Processing
The system sends an approval notification to the designated approvers. The user initiating the transaction can click Refresh on the panel drawer to update and view the latest status of the approval workflow in real time. 

Once all required approvers have completed their approvals:

• The Submit and Close button will be enabled.
• Click Submit and Close to:
  • Commit the transaction to the system.
  • Display a message confirming successful completion.

Submit and Close

Approver Notification

Initiator as Approver
If the initiator of the transaction is also included as one of the approvers:

• A confirmation checkbox appears on the approval panel drawer.
• The initiator must check this box to indicate they have reviewed and approved the transaction.
• The Approve button remains disabled until this checkbox is selected, enforcing an acknowledgement before providing approval.

The Initiator is either the Sole Approver or One of the Designated Approvers

2. Deferred Mode Transaction: When the signature type is configured as Deferred, the behavior differs in the following ways:
Submission Flow

• The main action button is labeled Submit for Approval.
• Upon clicking this button: 
  • A toast notification appears displaying the e-signature ID generated for the transaction. 
  • This ID can be referenced for tracking or audit purposes.

Deferred Mode Toast Message

Approval and Commitment

• The system sends an approval request to the assigned approvers.
• Once the approval is completed:
  • The transaction is committed automatically without any further user action.
  • The initiator is not required to perform additional steps after submission.

3. Approval Notifications and Actions: Approvers can access pending approval requests through their worklist. When an approval request is opened, the following information is displayed:

• E-Signature details
• Source Identifier
• A preview or link to the Electronic PDF Record
• Other supporting transaction information

Available Actions: Approvers can choose to Approve or Reject the request directly from this interface. Their action updates the system status accordingly and triggers downstream workflows.

Approver Notification

FYI Notification to Initiator (Deferred Mode): After all approvals are completed in Deferred Mode, an FYI (For Your Information) notification is automatically sent to the initiator. This informs the initiator that the transaction has been fully approved and committed.

For Your Information Notification to the Initiator

4.  Additional Actions: Cancel and Reject
Cancel Action

• This action is available for transactions in both In-Line and Deferred modes.
• If a transaction is in Awaiting Approval status,
  • Click Cancel immediately discards the transaction.
  • Any pending actions from approvers are nullified, and the approval flow is terminated.

Reject Action by Initiator: In scenarios where the initiator is also an approver, the initiator has the option to:

• Click the Reject button if they do not approve of the transaction. This results in the electronic record being updated with a Rejected status.
• No further approvals will be processed after a rejection.

5. Withdraw Action (Deferred Mode Only): 

The withdraw action is supported for specific flows when operating under Deferred signature mode:

• Inventory Lot Update
• Inventory Serial Update
• Ship Confirm

Conditions and Usage

• If a transaction is in Pending Approval status, only a privileged user has the authority to withdraw the approval request
• This is useful when:
  • The transaction requires modification before resubmission.
  • The approval process is stuck or experiencing long delays.

Withdraw Action

Behavior

• Once submitted, such transactions:
  • Are still viewable in read-only mode.
  • Are locked and cannot be edited until withdrawn.
• Upon performing the Withdraw Action:
  • The transaction Approval Status is reset and a toast message confirms this.
  • The transaction is editable again and can be resubmitted for approval if required.

Approval Status Reset

6. Pending Transactions Page: The Pending Transactions Page is used to track Deferred Miscellaneous Transactions.
Features and Behavior

• Users can view all the miscellaneous transactions that have been submitted with Deferred signature mode.These transactions will be of processing status Awaiting Approval.
• Transactions on this page: 
  • Are non editable.
  • Can be deleted if no longer needed
    • Deletion cancels the transaction.
    • Any pending approver actions are also nullified.

Pending Transactions Page

This feature provides you an enhanced user experience to both email and worklist notifications for your electronic signature approvals, as well as flexibility to choose which approval process best fits your business requirements.

Here's the demo of these capabilities:

Steps to Enable

Use the Opt In UI to enable this feature. For instructions, refer to the Optional Uptake of New Features section of this document.

Offering: Manufacturing and Supply Chain Materials Management  No Longer Optional From: Update 26D

Configure Electronic Signature Preferences: You can use the Configure Electronic Signature Preferences page to enable E-Signature for your organization.

Follow these steps to enable or disable this feature:

1. In the Setup and Maintenance work area, search for and select the Configure Electronic Signature Preferences task.
2. Add a new organization or select an existing one.
3. Click the Edit icon, check the Signature Enabled box, and choose the appropriate Signature Type.
4. Click the check mark icon to save your changes.
5. To enable or disable electronic signatures for multiple or all transactions at once, use the Manage E-Signature action.

Configure E-Signature Preferences

Redwood page for E-Signature Notifications: The notification content for ADF Inventory flows will be Redwood based when the relevant profile option is enabled. However, notifications initiated from Inventory Redwood pages will always display Redwood based content regardless of the profile option setting.

Follow these steps to enable or disable Redwood page for E-Signature Notifications:

1. In the Setup and Maintenance work area, search for and select the Manage Administrator Profile Values task.
2. On the Manage Administrator Profile Options page, search for and select the ORA_EDR_ENABLE_REDWOOD_NOTIFICATION profile option code.
3. In the Profile Values section, set the Site Level to Yes or No. The default value of the profile option is No.
   • Yes = enables the feature
   • No = disables the feature
4. Click Save and Close. Changes in the profile value will affect users the next time they sign in.

Redwood page for E-Records:

Follow these steps to enable or disable Redwood page for E-Record Notifications:

1. In the Setup and Maintenance work area, search for and select the Manage Administrator Profile Values task.
2. On the Manage Administrator Profile Options page, search for and select the ORA_EDR_ELECTRONIC_RECORDS_REDWOOD_ENABLED profile option code.
3. In the Profile Values section, set the Site Level to Y or N. The default value of the profile option is N.
   • Y = enables the feature
   • N = disables the feature
4. Click Save and Close. Changes in the profile value will affect users the next time they sign in.

Tips And Considerations

• Mode Applicability: Switching between In-line and Deferred modes is supported only on the Desktop pages. Mobile interfaces always operate in Deferred mode.
• Page Specific Support: In-line mode is supported only on the Shipment and Shipment Details pages. The Shipment Lines page supports only Deferred mode.
• Auto Ship Confirm Limitation: Shipments with Auto Ship Confirm are not supported by the E-Signature Approval process.
• Withdraw Privileges: Only users with the appropriate privileges can withdraw approval notifications.
• The content of the E-record displayed in the PDF remains unchanged

Key Resources

• Oracle Fusion Cloud SCM: Using Inventory Management guide, available on the Oracle Help Center.
• Oracle Fusion Cloud SCM: Implementing Manufacturing and Supply Chain Materials Management guide, available on the Oracle Help Center.
• Oracle Fusion Cloud SCM: Reauthenticate E-Signature Users Using Oracle Access Manager available on the Oracle Help Center.
• Oracle Fusion Cloud SCM: Overview of Oracle Electronic Signatures and Electronic Records available on the Oracle Help Center.
• Oracle Fusion Cloud SCM: Sign for Inventory E-Records Using Single Sign-on Through an External Authentication System available on the Oracle Help Center.

Access Requirements

Deferred E-Signature Approval Mode: 

Users who are assigned a configured job role that contains this privilege can access this feature:

• Add Electronic Signature with Deferred Approval Using Redwood Inventory (INV_ADD_ELECTRONIC_SIGNATURE_DEFERRED_PWA_PRIV)

This privilege is new in this update.

Privileges to Perform Withdraw Action

1. Ship Confirm Withdraw: This privilege allows users to reset the approval status of ship confirm transactions that are in a Pending Approval status.

Users who are assigned a configured job role that contains this privilege can access this feature:

• Reset Ship Confirm Electronic Signature Approval Status (WSH_RESET_SHIP_CONFIRM_ELECTRONIC_SIGNATURE_APPROVAL_STATUS_PRIV)

This privilege is new to this update.

2. Inventory Lot Update and Inventory Serial Update Withdraw: This privilege allows users to reset the approval status of Inventory lot update and Inventory serial update withdraw transactions that are in a Pending Approval status.

Users who are assigned a configured job role that contains this privilege can access this feature:

• Reset Ship Confirm Electronic Signature Approval Status (WSH_RESET_SHIP_CONFIRM_ELECTRONIC_SIGNATURE_APPROVAL_STATUS_PRIV)

This privilege was available prior to this update.