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Setting Up and Managing Multi-Level Approval

This topic discusses setting up and managing multi-level approvals.

Page Name

Definition Name

Usage

Multi-Level Approval List Page

EPICP_WF_ASSIGN

Create a multi-level list of approvers for content or a report.

Schedule Multi-Level Approval Page

EPICP_WF_APR

Establish a schedule for running the Schedule Multi-Level Approval Application Engine process (EPICP_WF_APR). This process picks up any content pending multi-level approval and generates the applicable email notifications and workflow. The notifications are sent based on the notification list set on the content itself.

My Approval List Page

EPICP_MYAPRLIST

Access by user ID any content that is pending multi-level approval.

Review Content Page

EPICP_WF_APPR_SEC

Review content and approve, deny, or reassign.

See Reviewing Content.

Content Transfer Page

EPPCM_PRE_CONT_XFR

Access the content for review.

See Reviewing Content.

View Comments Page

EPICP_VIEW_COMMENT

View comments and approval actions taken by other approvers on the approval list.

See Reviewing Content.

The PeopleSoft Investor Portal multi-level approval enables you to enhance the approval functionality of the PeopleSoft Interaction Hub to include a number of approvers for content and reports, ensuring that everyone in your corporation who needs to validate content can do so. With each piece of content you create, you have the choice of sending the content to one approver using the PeopleSoft Interaction Hub content management approval process, or of using multilevel approval to ensure that everyone in your company who needs to has a chance to review the content and approve it.

To use multi-level approval:

  1. You must set the approver of any content that requires multi-level approval to the user ID SEE_MY_APPROVAL_LIST. This sets the content in New status and flags it to be picked up by Multi-Level Approval process (EPICP_WF_APR).

  2. Establish by content ID, a multi-level approval list for anyone who needs to approve that content.

Once content is awaiting multi-level approval, the Multi-Level Approval process picks up any pending content and generates the appropriate email notifications based on the approval list and the notification list set up on the content. The notification list itself needs to be set up when creating the content using the Notification page in the Content component. Notifications are generated throughout the process to track who has reviewed the content, who needs to review it next, and any comments that may need to be considered.

Note: For the notifications to be sent, the users should be added to the notification list for the content and their email ids must be set up in the user profiles.

Use the Multi-Level Approval List page (EPICP_WF_ASSIGN) to create a multi-level list of approvers for content or a report.

Image: Multi-Level Approval List page

This example illustrates the fields and controls on the Multi-Level Approval List page. You can find definitions for the fields and controls later on this page.

Multi-Level Approval List page

Enter the ID of the content for which you want multi-level approval.

Field or Control

Definition

Level

Determines the sequence for approval. The approvals go to the approvers at level 1 first, followed by level 2, and so on. You can have multiple approvers at the same level. All approvers at a level need to give approval before the content can be processed further.

Approver

Select the user ID for approval.

Use the Schedule Multi-Level Approval page (EPICP_WF_APR) to establish a schedule for running the Schedule Multi-Level Approval Application Engine process (EPICP_WF_APR).

The process picks up any content or reports with a status of New that are configured for multi-level approval and generates the applicable notifications and workflow based on the multi-level approval list for a given content and the notification setup on the content.

The system changes the approval status of the content to Pending after the Multi-Level Approval process is run.

How Multi-Level Approval Works

Image: Sample approve content email

This example illustrates an email that is generated when content is available for approval using multi-level approval.

Sample approve content email

Once this content is approved by the user IVP1 in the above example, an email notification is sent to all members on the content notification list detailing that the approval has occurred and who the next approver is.

Image: Sample of approval workflow

This example illustrates an email notification that is sent when approval has occurred.

Sample of approval workflow

Any approver on the approval worklist who attempts to approve the content out of order, receives an error message that indicates content cannot be approved out of sequence.

Once all approvers have approved content, the following email notification is generated:

Image: Sample final approval email

This example illustrates a final approval email.

Sample final approval email.

Use the My Approval List page (EPICP_MYAPRLIST) to access by user ID any content that is pending multi-level approval.

Image: My Approval List page

This example illustrates the fields and controls on the My Approval List page. You can find definitions for the fields and controls later on this page.

My Approval List page

Use this page to review your multi-level approval queue. Content that is not subject to multi-level approval will not display on this page.

Field or Control

Definition

Approval Status

Select the approval status to review items that are Pending approval,New, Approved, or needRework.

Any content listed as New cannot be accessed until it has been picked up by the Multi-Level Approval process.

Search

Click if you change the approval status to refresh the display.

Review

Click to open the Review Content page on which you can access the content for review, as well as approve, deny, or reassign the content. You cannot reassign to another approver listed on the approval list. You can only reassign to another user who has security access to the folder.

Comments

Click to open the View Comments page on which you can review the approval action and any comments entered by other approvers.

Use the Review Content page (EPICP_WF_APPR_SEC) to review content and approve, deny, or reassign.

Image: Review Content page

This example illustrates the fields and controls on the Review Content page. You can find definitions for the fields and controls later on this page.

Review Content page

Field or Control

Definition

View Content

Click to open the Content Transfer page from which you can directly access the content for review.

Approve

Click to approve the content.

Deny

Click to deny the content. This resets the approval status for all members of the approval list and the workflow starts again from the beginning.

Reassign

Click to reassign the approval to another user. Enter the user ID in the Reassign To field.

Note: You cannot reassign to a user who is on the original multi-level approval list. It has to be another user who has the security access to the folder.

Comments

Enter any comments in this text box. The comments display on the View Comments page and are forwarded to the rest of the notification group.