Understanding Self-Service Benefits Workflow Approval

Employee self-service benefits software includes the BENAPPRV default process. This process sends an email message and includes an acceptance form. Although the system uses only the BENAPPRV workflow process, you can create and use additional workflow processes, modified to meet organizational requirements, with each enrollment event code and work file combination. The system requirement for each workflow process is that the data structures cannot be changed.

In an open enrollment event, employee benefit changes start the workflow process. If an employee enters additional changes through self service, the system terminates any related, active workflow processes and removes pending approvals from the email system. If the workflow process cannot start, possibly because the version number is unavailable, the system sends the process recipient a notification message regarding the process failure and then accepts the benefit changes. If workflow processes are enabled in your software, you cannot update employee changes to the live tables until all workflow processes are approved.

To create a new workflow process, from OMW create a copy of BENAPPRV.

You can modify a workflow process until the new process is run the first time. When you run the workflow process, the system creates an instance record and saves the record in the Process Instance table (F98860). You must delete all instance records created by running a workflow process before you can enter changes to the process.