Implementing Campus Solutions Transactions for Approval Framework

Campus Solutions delivers approval transactions for common admissions requests that have basic configuration to work with Approval Framework. You should review the delivered transaction data within the application pages to ensure that the data fits your business processes.

To deploy an approval transaction and review delivered transactions for use with Approval Framework, do the following:

Register the approval transaction in the Approval Framework

Use the Register Transactions page (Enterprise Components > Approvals > Approvals > Transaction Registry) to link the components, event handler, records, and classes that you created into the approval process for an application transaction, such as a deferral request. Application developers register the main records and components that make up the transaction, then functional business analysts select the approval transaction on which to base the approval process definition.

Campus Solutions delivers the following Registered Transactions Process IDs: SAD_DEFR_APPROVAL, SAD_CHPP_APPROVAL, SAD_WITH_APPROVAL.

These IDs correspond to the types of requests an applicant can make through Fluid Self Service (Applicant Homepage). You can use these process IDs as is if they meet the business needs, or use them as examples to create a new process ID. You can also reuse the objects in the delivered transactions (components, event handler, records, classes) in another applicant Self Service-related process ID.

For more information on the Register Transactions page, see PeopleSoft Approval Framework, Defining the Approval Transaction Registry, Setting Up the Transaction Registry.

Set up the configuration options for the approval transaction

Use the Configure Transactions page (Enterprise Components > Approvals > Approvals > Transaction Configuration) to select and define elements that determine what triggers a notification, who receives the notification, and the content of the notification. Notifications are mapped to work with the approval transaction registry and include menus and components and SQL definitions.

Campus Solutions provides an accompanying Transaction Configuration for each Process ID that is delivered in the Transaction Registry. If you create new Process IDs to use in Applicant Self Service Approvals, you must create a corresponding Transaction Configuration for each Process ID. You can reuse the delivered objects in new Transaction Configurations.

Note: Campus Solutions delivers notifications at the Approval Process Definitions level to allow for more granular control of the notification messaging. You can set up notifications at this level.

For more information on the Configure Transactions page, see PeopleSoft Approval Framework, Defining the Approval Transaction Registry, Configuring Approval Transactions.

Set up the approval process definition

Use the Setup Process Definition page (Enterprise Components > Approvals > Approvals > Approval Process Setup) to define an approval definition process. The process is made up of stages and their paths and steps. The approval steps that you place on the approval path represent the approval levels that are required for a transaction. Multiple definition IDs may be created under one Process ID.

Campus Solutions delivers a Process Definition ID as a proof of concept for each Process ID that is delivered. It is expected that customers will want to create their own definition IDs because it is at this level where approvers, notifications, process flow, and security access are defined.

You would associate the Definition ID under one of the delivered Process IDs (SAD_DEFR_APPROVAL, SAD_CHPP_APPROVAL, SAD_WITH_APPROVAL). In the Admissions Self Service Fluid setup, a user would associate the process ID and the definition ID to a setup sequence number under the high level keys of Institution, Career and Term. By linking the Definition ID to a sequence, the user can tailor which definition to invoke for the user list, workflow processing, and notifications.

For more information on the Setup Process Definition page, see PeopleSoft Approval Framework, Setting Up Approval Framework Process Definitions, Defining the Setup Process Definitions Component.

Create email templates for the approval transaction

Use the Generic Template Definition page (Enterprise Components > Approvals > Approvals > Approval Process Setup) to create a notification template. The notification template allows notifications to be deployed within an approval flow.

Campus Solutions delivers a generic template for each approval transaction: SAD_DEFR_ROUTING, SAD_CHPP_ROUTING, SAD_APPWTHDRW_ROUTING.

You can use the delivered generic templates as is, or use them as examples when you create a new notification message. Each template uses the SQL identifier SAD_AWE_GEN_EMAIL_BIND. The SQL identifier extracts data to get content for the email. The SQL must accept bind inputs equal to the number of keys at the notification level. For example, header or line keys. You can use the SQL identifier for any new template.

For more information on the Generic Template Definition page, see PeopleSoft Approval Framework, Defining Notification Templates and Users for Approval Framework, Defining Notification Templates for Approval Framework.

Maintain user list definitions for the approval transaction

Use the User List Definition page (Enterprise Components > Approvals > Approvals > User List Setup) to define users for the approval framework.

A user list is a collection of users (PeopleSoft Operator IDs) expressed as the result of an SQL statement, PeopleSoft role, or PeopleSoft Application Class. User lists are used to represent the business process of your approval hierarchy on a transaction-by-transaction basis. As an example, Campus Solutions delivers one user list: SAD_SAMPLE_APPRV. This list is based on the role of CS – Administrator. It is expected that you will want to create distinct user lists which make sense for the approval transaction definition.

For more information on:

  • the User List Definition page, see PeopleSoft Approval Framework, Defining Notification Templates and Users for Approval Framework, Defining Users for Approval Framework.

  • administering and monitoring approvals, see PeopleSoft Approval Framework, Using the Approval Monitor.

Set up the appropriate permission lists, roles, and web libraries

Use the PeopleTools security components to set up the applicable permissions lists, roles, and web libraries.

Campus Solutions delivers the AWE Administrator role so that administrative users can use the Approval Framework. The HCCPSCAW1010 permission list is assigned to this role, but the role is not attached to any user (as delivered). If you do not have an application-specific administrator role, then you can use this role by associating with any of your administrator users. If you do have an application-specific administrator role within your organization, then Campus Solutions recommends that you associate the HCCPSCAW1010 permission list to that role.

For approvers who should take action on an approval request, their user profile must:

  • Be associated with a role to view the approval request, and access must be granted in the user list and definition setup.

  • Have access to the component to view the approval request. This can take two forms:

    • For PeopleSoft Fluid User Interface, the role of Approvals Fluid must be granted.

    • For classic user interface, a role or permission list must be granted to access the menu SAD_REQ_APPROVAL, and components SAD_REQ_DEFR, SAD_REQ_CHPP, SAD_REQ_WITH.

For information on PeopleTools security components, see PeopleTools: Security Administration.