Defining Dynamic Approvals

To set up dynamic approvals, use the Setup Process Definitions (EOAW_PRCS), Maintain User Lists (EOAW_USER_LIST), Roles (ROLEMAINT), and User Profiles (USERMAINT) components.

These topics provide an overview of how to configure dynamic approval authorizations and list the pages used to define dynamic approvals.

Page Name

Definition Name

Usage

Approval Authorization Page

EOAW_AUTH

Authorize roles and approvers for dynamic paths.

Setup Process Definitions Page

EOAW_PRCS_MAIN

Define workflow approval process stages.

Criteria Definition Page

EOAW_CRITERIA

Define criteria for workflow approvals. Criteria definitions are used to define bits of logic that, at runtime, the Approval Framework evaluates for a Boolean result (true or false).

Approval Path Definition Page

EOAW_PATH_SEC

Set up workflow approval path details.

Approval Step Definition Page

EOAW_STEP_SEC

Define step details for approval workflow.

User List Definition Page

EOAW_USER_LIST

Create and maintain user-list definitions used for routing transactions for approval. Also, define user sources for use with steps in the approval process.

Roles - General Page

ROLEDEFN

Set up roles for workflow.

User Profile - General Page

USER_GENERAL

Set up user IDs and assign roles.

PeopleSoft applications use workflow to configure approval paths in two manners. The first configuration is to define every approval in step-by-step fashion. The second manner is to create dynamic approvals. Dynamic approvals enable you to create a single step that systematically identifies every potential approver, searches to find out if that approver has enough authority to complete the approval, and creates a visual path for users to view of all necessary approvers in the process.

To configure the dynamic approval authorization, the approvals administrator must:

  1. Define user lists for dynamic authorizations through the User List Definition page.

    The Approval Framework delivers user lists that address the most common approval scenario of routing an approval to a supervisor. If the requester is an end user, his immediate supervisor cannot authorize more than 5,000.00 USD, and the job requisition is for 6,000.00 USD, then the requisition moves to the next level supervisor. The user ID for the direct supervisor is listed on the user profile.

    Note: To enable the Supervisor by User ID approval routing, you must have a supervisor assigned to your user ID for the job.

  2. Create an approval authorization by authorizing roles and approvers for dynamic paths through the Approval Authorization page.

    The Approval Authorization page is available through PeopleTools but must be added to the portal navigation to render it available in the application. To add this page to portal navigation, navigate to PeopleTools > Portal > Structure and Content. On the displaying page, click Set Up HCM, then Common Definitions, then Approvals, and then the Edit link for the Authorize option. Deselect the Hide from portal navigation check box, and click Save. Then navigate to PeopleTools > Portal > Portal Security Sync and run the portal security sync process so that the portal cache recognizes the changes.

    If you don't specify a definition ID, the authorization is generic. To create an approval authorization for specific definition IDs, you must add a line for each definition ID.

    Note: If you activate self-approval on the Approval Authorization page, it replaces the self-approval on static path steps.

  3. Define a dynamic approval path through the Approval Path Definition page.

    Note: When creating criteria within the path that will trigger the workflow engine to activate, be certain that you set up the final approver as Greater Than so that no gaps occur.

    To define a dynamic approval path:

    1. Select Dynamic for a dynamic approval path in the Step Source field.

    2. Select the Notify Admin on No Approvers check box to indicate that the approvals administrator is to be notified if the system does not find an approver for the path. This option is only available when the Step Source is Dynamic.

    3. Select the Skip Prior Steps for Requester check box to indicate that if one of the approvers in this path is also the requester, then the system is to skip all steps in the path prior to that approver's step.

    4. Select the Check Authorization check box to enable the approval authorization.

    5. Select the Skip Unauthorized Users check box to enable the approval process to skip users within the user list if the system determines that they can't satisfy all of the criteria for approval.

For more information and an example of dynamic approvals see PeopleSoft Approval Framework, "Defining Dynamic Approvals."

See Defining Dynamic Approvals.