15Notifications and Approvals

This chapter contains the following:

Approval management uses human workflow to automate tasks that are passed from a user or an application to another user or group for consideration or action. Workflows are routed in a predefined sequence to achieve an end result. Examples of tasks include approving a time card or completing an employee performance appraisal.

Approval management:

  • Controls workflows for business processes such as hiring an employee or managing promotions.

  • Enables you to define task routing policies that can be as simple or as complex as needed.

  • Is fully integrated with HCM to derive approvers based on the supervisory hierarchy, areas of responsibility (such as HR or Benefit Representatives) and other criteria, such as job levels.

For workflows, Oracle Fusion Applications uses the approval management extensions of the human workflow services from Oracle Service-Oriented Architecture (SOA) Suite as well as the Oracle Business Process Management (BPM) Worklist application.

Oracle SOA Suite:

  • Is a comprehensive software suite used to build, deploy, and manage service-oriented architectures.

  • Provides a human workflow service that handles all interactions with users or groups in business processes.

For more information about using human workflow in SOA Suite, see Developing SOA Applications with Oracle SOA Suite.

Oracle BPM Worklist provides an interface for:

  • Users to access tasks assigned to them and perform actions based on their roles in the workflow.

  • Implementors to perform approval management setup, to define who should act on which types of transactions under what conditions.

For more information about working on tasks, see Managing and Monitoring Processes with Oracle Business Process Management.

Roles That Give Workflow Administrators Access

Users who are workflow administrators for a specific product family need the predefined workflow role that gives access for that family. With that role, they can do things like set up approval rules and manage submitted approval tasks for that family. By default, these roles are assigned to predefined job roles, so if they have one of those job roles, they're usually good to go. If not, you can use the Security Console to assign the job role they need. Or, in some cases, create a custom role with the workflow roles they need and assign them the custom role.

There are a couple of predefined roles for workflow administration that aren't specific to a product family:

  • BPM Workflow All Domains Administrator Role

    • Gives you access to workflow tasks from all product families

    • Isn't assigned to any predefined job roles by default

  • BPM Workflow System Admin Role

    • Provides a bit more administration access than the product family roles

    • Is assigned by default to at least one predefined job role for most product families

Predefined Roles

Here are the predefined roles that give access to workflow administration, and the predefined job roles that they're assigned to.

Product Family Role Name Role Code Predefined Job Roles Assigned To

All

BPM Workflow All Domains Administrator Role

BPMWorkflowAllDomainsAdmin

None

All

BPM Workflow System Admin Role

BPMWorkflowAdmin

Application Implementation Consultant (ORA_ASM_APPLICATION_IMPLEMENTATION_CONSULTANT_JOB)

Corporate Marketing Manager (ORA_MKT_CORPORATE_MARKETING_MANAGER_JOB)

Customer Relationship Management Application Administrator (ORA_ZCA_CUSTOMER_RELATIONSHIP_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB)

Financial Application Administrator (ORA_FUN_FINANCIAL_APPLICATION_ADMINISTRATOR_JOB)

Human Capital Management Application Administrator (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB)

Incentive Compensation Application Administrator (ORA_CN_INCENTIVE_COMPENSATION_ADMINISTRATOR_JOB)

Marketing Analyst (ORA_MKT_MARKETING_ANALYST_JOB)

Marketing Manager (ORA_MKT_MARKETING_MANAGER_JOB)

Marketing Operations Manager (ORA_MKT_MARKETING_OPERATIONS_MANAGER_JOB)

Marketing VP (ORA_MKT_MARKETING_VP_JOB)

Procurement Application Administrator (ORA_PO_PROCUREMENT_APPLICATION_ADMIN_JOB)

Project Application Administrator (ORA_PJF_PROJECTS_APPLICATION_ADMINISTRATOR_JOB)

Sales Lead Qualifier (ORA_MKL_SALES_LEAD_QUALIFIER_JOB)

Supply Chain Application Administrator (ORA_RCS_SUPPLY_CHAIN_APPLICATION_ADMINISTRATOR_JOB)

Financials

BPM Workflow Financials Administrator

BPMWorkflowFINAdmin

Financial Application Administrator (ORA_FUN_FINANCIAL_APPLICATION_ADMINISTRATOR_JOB)

Higher Education

BPM Workflow Higher Education Administrator

BPMWorkflowHEDAdmin

Higher Education Application Administrator (ORA_HEY_HIGHER_EDUCATION_APPLICATION_ADMINISTRATOR_JOB)

Human Capital Management

BPM Workflow Human Capital Management

BPMWorkflowHCMAdmin

Human Capital Management Application Administrator (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB)

Incentive Compensation

BPM Workflow Incentive Compensation Administrator

BPMWorkflowOICAdmin

Customer Relationship Management Application Administrator (ORA_ZCA_CUSTOMER_RELATIONSHIP_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB)

Incentive Compensation Application Administrator (ORA_CN_INCENTIVE_COMPENSATION_ADMINISTRATOR_JOB)

Procurement

BPM Workflow Procurement Administrator

BPMWorkflowPRCAdmin

Procurement Application Administrator (ORA_PO_PROCUREMENT_APPLICATION_ADMIN_JOB)

Project Portfolio Management

BPM Workflow Project Administrator

BPMWorkflowPRJAdmin

Project Application Administrator (ORA_PJF_PROJECTS_APPLICATION_ADMINISTRATOR_JOB)

Sales

BPM Workflow Customer Relationship Management Administrator

BPMWorkflowCRMAdmin

Corporate Marketing Manager (ORA_MKT_CORPORATE_MARKETING_MANAGER_JOB)

Customer Relationship Management Application Administrator (ORA_ZCA_CUSTOMER_RELATIONSHIP_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB)

Marketing Analyst (ORA_MKT_MARKETING_ANALYST_JOB)

Marketing Manager (ORA_MKT_MARKETING_MANAGER_JOB)

Marketing Operations Manager (ORA_MKT_MARKETING_OPERATIONS_MANAGER_JOB)

Marketing VP (ORA_MKT_MARKETING_VP_JOB)

Sales Lead Qualifier (ORA_MKL_SALES_LEAD_QUALIFIER_JOB)

Supply Chain Management

BPM Workflow Supply Chain Administrator

BPMWorkflowSCMAdmin

Supply Chain Application Administrator (ORA_RCS_SUPPLY_CHAIN_APPLICATION_ADMINISTRATOR_JOB)

Things to Know About the Roles

Here are some things to know about how these roles should be used and what the roles let administrators do.

  • If your administrators manage workflow for multiple product families, you should give those users a custom role with the appropriate family-specific workflow roles added.

  • If your administrators manage workflow for all product families, give them a custom role with BPM Workflow All Domains Administrator Role.

    Caution: Assign BPM Workflow All Domains Administrator Role only if your administrators really do need access to workflow tasks from all product families. For access in multiple product families, but not all, use the roles for the corresponding families instead.
  • All administrators can see to-do tasks, no matter which role they have for workflow administration.

  • Only administrators with either BPM Workflow All Domains Administrator Role or BPM Workflow System Admin Role would have Skip Current Assignment as an action to take on workflow tasks.

When workflow tasks are assigned to users, they get notifications through email. They also get in-app notifications in the Things to Finish section on the home page and the notifications list in the global header. From these two places, users can open the Notifications page to see all their in-app notifications. If you have BPM Workflow System Admin Role (BPMWorkflowAdmin), you can disable or enable these email and in-app notifications for all users. For example, you can disable notifications when you're testing changes to approval rules. That way you don't send test notifications to users. And then when you're ready, enable notifications again.

Here are things to know about disabling workflow notifications:

  • You disable only email notifications that are sent as part of workflow tasks, not all emails in general.

  • Users can still find their workflow tasks in the Worklist: Notifications and Approvals work area.

Set the Notification Mode

Here's how you disable or enable workflow notifications:

  1. Click the Notifications icon in the global header.

  2. Click Show All.

  3. On the Notifications page, click the Worklist button.

  4. In BPM Worklist, click your user name and select Administration.

  5. On the Administration tab, open the Application Preferences page and go to the Notification section.

  6. Select a value from the Notification Mode list:

    • All: This is the default value.

      • Email notifications are enabled.

      • Workflow notifications are included in the global header, home page, and Notifications page.

    • None:

      • Email notifications are disabled.

      • Workflow notifications aren't included in the global header, home page, and Notifications page.

    • Email:

      • Email notifications are enabled.

      • New workflow notifications won't appear in the global header, home page, and Notifications page.

    • In-app:

      • Email notifications are no longer sent.

      • Workflow notifications in the global header, home page, and Notifications page are enabled.

  7. Click Save.

Synchronize Notifications in the Global Header and Home Page with Workflow Tasks

When workflow tasks are assigned to users, they can get an email as well as a notification in the global header and in the Things to Finish section on the home page. Updates they make to tasks from the global header, for example approving them, are automatically reflected in the Things to Finish section. Same goes the other way around, too.

But, the notifications don't immediately reflect changes to the task status if users take action through email, the Worklist: Notifications and Approvals work area, or BPM Worklist. For example, after you approve a task from email, you can still see the notification in the global header and home page asking for approval. Another case like that's when a task is assigned to an approval group, and everyone in the group gets a notification. Say you approve that task from the Things to Finish section. Your notification is removed from that section and the notifications list in the global header, but the same notification is still there for everyone else in the approval group.

So, use the Synchronize Notifications in Global Header scheduled process to synchronize notifications with the latest task status for all users:

  • This affects the notifications list in the global header, the Things to Finish section, and the Notifications page that shows all notifications, not just what's pending for the user.

  • The process includes notifications not just for tasks that require action, but also ones that are just FYI.

  • The process doesn't update the title of notifications in the global header, home page, or Notifications page. Like email subjects, the notification titles are static.

Note: No matter what the task status is, the scheduled process also removes notifications that are older than 30 days from the notifications list, Things to Finish section, and Notifications page.

Even when notifications aren't in sync with the latest workflow task status, users can still find the latest task status in the Worklist: Notifications and Approvals work area.

Schedule the Process

In the Scheduled Processes work area, submit the Synchronize Notifications in Global Header process to run on a schedule. It's recommended that you schedule the process to run every two hours. But if you need to run it more frequently, don't schedule it to run more often than every 30 minutes.

You need to have the Manage Scheduled Job Definition (FND_MANAGE_SCHEDULED_JOB_DEFINITION_PRIV) privilege to run this process. Predefined administrator job roles for product families have this privilege.

What Happens After Synchronization

One key thing that affects what users see in the notifications list, Things to Finish section, or Notifications page is whether the workflow task is pending for the user. Here's an example of what happens before and after the scheduled process runs:

  1. A notification is pending a user's approval.

  2. The user approves the task from email. The task status changes, but the notification requesting approval is still in the global header and Things to Finish section.

  3. After synchronization, because the task status is Completed and the task is no longer pending for the user, here's what happens to the notification:

    • It's removed from the list in the global header.

    • It's no longer a card in the Things to Finish section.

    • On the Notifications page, it moves from the Assigned to Me tab to the All tab.

You can manage approval policies using the tasks Manage Approval Transactions for Human Capital Management and Manage Task Configurations for Human Capital Management.

Managing Approval Transactions

Using the Manage Approval Transactions page, you can configure approval policies for many HCM tasks, including, but not limited to, the following:

  • Hire

  • Promote

  • Transfer

  • Terminate

You can select approvers for a task, arrange approvers in the required sequence, define approval rules for each approver, and configure conditions for each rule.

Managing Task Configurations

The Manage Task Configurations for Human Capital Management task navigates to the BPM Worklist. You can use the BPM Worklist to review and configure approval policies for HCM tasks; however, we recommend that you use the Manage Approval Transactions for Human Capital Management task. Using either UI, you can configure the following approval details:

  • When to issue approval notifications

  • Who can access task contents

  • What actions are available to approvers

  • What to do when errors occur during approval routing

  • When tasks expire or when should tasks be escalated

  • When approvers can add additional approvers

Note: The HCM Simplified UI does not allow you to modify rules that were created using Advanced Mode in the BPM Worklist. If you originally created your rule conditions using Advanced Mode in the BPM Worklist, you must continue to use the BPM Worklist to make changes.

Approval Flow

Approval Management configuration options for Oracle Fusion Human Capital Management determine most of the actions that are available to the participants in the approval process. For example:

  • Either approver can reject the transaction. By default, the approval process stops when the transaction is rejected.

  • The second-level manager can push the transaction back to the first-level manager, who then has a second opportunity to review the transaction and either approve or reject it, as appropriate.

  • Insertion of approvers in the approval list is permitted.

  • Approvers can delegate their approval responsibilities to other approvers.

If you change the default settings of the Approval Management configuration options for a task, then different actions or action outcomes become available to this approval flow.

How You Manage HCM Approval Transactions

Use the Transaction Console to easily monitor daily tasks related to HCM approvals. In the Navigator menu, select Tools then Transaction Console.

The Transaction Console provides diagnostic information and search capabilities that enable HCM Administrators to:

  • See the current status of all of the approval tasks in the application.

  • Monitor tasks that have failed, and take appropriate actions like withdraw or reassign to resolve stuck transactions.

  • Search approval tasks based on user defined criteria.

  • Save search criteria.

  • Export the queried results to a spreadsheet.

  • Set up approval rules and routing policies.

  • Set up transaction flows to bypass approvals.

Approval Rules Tab

To view or configure the approval rules for a transaction, search for the transaction and click the Configure button in the Rules column in the search results. This opens the Rules configuration page where you can edit and save approval rules.

For more information, see the Basics of Approval Rules document on Oracle HCM Cloud Common Features Release 13 Transaction Console (2430452.1) on My Oracle Support at https://support.oracle.com.

Transaction Summary Tab

You can monitor all of the tasks in the application and can search and filter the results based on various criteria. The Transaction Summary tab provides information on whether a process has failed or is pending, and how many instances of the process have failed or are pending. An approval process may fail due to various reasons, for example, if there is a network or database outage or an issue in the approval rules setup. An approval process may also remain in a pending state waiting for approval. For failed processes, you can view the error message generated in the application, and for pending processes, you can view the list of approvers. You can also view the current status of the approval which shows who the transaction is with or who might have already approved it. You can either withdraw a failed process or configure the approval rules and resubmit the process. If you withdraw the process, then the process is canceled and you can either start or submit a new transaction.

Bypassing Approvals

The application automatically initiates the approval process upon submitting a transaction, if the transaction has approvals configured. You can override this behavior by enabling the Bypass Approvals option for the transaction. If you bypass approval for a transaction, the transaction is committed immediately upon submit and is not routed for approval.

Note:

When you submit a termination transaction, you can select the Deferred processing option to postpone processing the transaction until the termination date. This option is typically used in future-dated terminations. However, if you enable Bypass Approvals for the termination transaction, the Deferred processing option will not be available for selection.

For more information, see the Using the Transaction Console document on Oracle HCM Cloud Common Features Release 13 Transaction Console (2430452.1) on My Oracle Support at https://support.oracle.com.

Assignments and Routing

How Workflow Task Routing Is Mapped Out

To determine how to route and assign a workflow task, the task configuration has at least one stage and one participant. In BPM Worklist, the Assignees subtab in the Task Configuration tab has a diagram that maps out the stages and participants. A participant represents a single user or group of users to assign the task to, and a stage is a way to organize those participants to map out the routing flow.

You can have one or more stages in sequence or in parallel. And within each stage, you can have one or more participants in sequence or in parallel:

  • Parallel: The task gets assigned and notifications are sent to all of the participants in the stage at once.

  • Sequential: The task gets assigned and notifications are sent to one participant and then another, in a specific order. All assignees need to approve sequentially to get the task approved.

Each participant has at least one rule set defined, and each rule set has at least one rule. Rules contain the conditions that must be met for the task to be assigned to a participant, and rules also determine whom to assign the task to.

Example

Let's take a look at a diagram mapping out a workflow task. The flow and placement of the boxes show what's in parallel or in sequence.

Example of diagram in the Assignees tab mapping
out workflow task
Callout Number What It Is In This Example

1

Stage

The outermost boxes in the diagram are stages. We see four of the stages in this task, and two of them are in parallel at the second step of the sequence for the task.

2

Participant

Each box within a stage is a participant. Three of the stages have one participant, and one stage has three participants, two of which are in parallel at the beginning of the sequence for the stage.

3

Go to rule icon

Each participant has an icon that you can click to open the rule sets and rules for that participant.

Types of Participants

There are four types of participants for workflow tasks. In the diagram on the Assignees subtab, each participant has an icon that tells you what type it is. If the icon for a participant is grayed out, that means the participant is disabled.

Single

The assignee is a single user or an application role. (Even though LDAP group is also a possibility, it's recommended that they're not used.) For example, the task is assigned to a user's manager, and the manager's approval is all that's needed for the request to go through. With application role, the task is routed to all users with the role, and someone can claim the task to work on it.

Icon for participants of type Single

Parallel

A set of assignees must work in parallel, usually by voting. For example, the task is assigned to people who must vote to decide whether to hire someone or not.

Icon for participants of type Parallel

Serial

A set of assignees must work in sequence, and the set is usually dynamic. For example, the task is routed up a supervisory chain for approval.

Icon for participants of type Serial

FYI

This is like the Single participant type, except that the assignees just get a notification and don't need to act on the task. In some cases, they can add comments or attachments, but they can't affect the outcome of the task.

Icon for participants of type FYI

Disable Stages or Participants

If a stage or participant doesn't apply based on your business requirements, you can disable it.

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Click the Assignees subtab.

  5. If the diagram mapping out the workflow task is big, click the Switch to Vertical Layout link.

  6. In the diagram, select the stage or participant you want to disable.

    • Stage: Click anywhere in the stage except inside the boxes representing participants.

    • Participant: Click in the box representing the participant.

  7. In the pane after the diagram, click the Advanced subtab.

  8. Select the Ignore Stage or Ignore Participant check box, depending on what you selected in the diagram.

  9. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

Create Approval Groups

An approval group is a set of users that can act on workflow tasks. You can set up tasks so that at some point in the approval flow they get routed to an approval group instead of an individual user. An approval group can contain other approval groups.

  • When a task is assigned to an approval group in a parallel participant, someone in the group can claim the task and act on it. When the task is claimed, no one else in the group can act on it. But if the person who claimed the task releases it, then someone else from the group can claim it.

  • If it's a serial participant instead, the task is routed to each member of the approval group in sequence, so everyone must act on it.

  • There are two types of groups in workflow. One is the approval groups we are talking about here that you can use in task configurations to define routing. The other is LDAP groups that are available for users to select when they delegate or reassign tasks, but it's not recommended for them to use LDAP groups.

There aren't any predefined approval groups, so it's up to you if you want to create any. Here's how you go about it:

  1. In the Setup and Maintenance work area, go to the Manage Approval Groups task in the Application Extensions functional area.

  2. In BPM Worklist, on the Approval Groups tab, click the Create Approval Group icon in the Groups toolbar.

  3. On the Details page, enter the group name.

  4. In the Members section, click the Add Member icon.

  5. In the Add to Group dialog box, select User or Approval Group, depending on what you want to add to your group.

  6. Find and select the specific user or group, and click OK.

  7. Add more members, and edit or delete any if you need to.

    Note: For approval groups that you plan to use in serial participants, add members in the order that you want tasks to get assigned. If you add User 1, User 2, and then User 3, the task is first assigned to User 1, then User 2, and finally User 3.
  8. Click Save.

Caution: Don't delete your approval group if it's used in at least one approval rule. You can still edit the group.

Configure Approval Rule Sets and Rules

Rule sets and rules control how a workflow task is routed, assigned, and completed, based on specific conditions. For example, a rule can say that for a transaction that costs more than a certain amount, approvals must go up three levels in the management chain. A workflow task has one or more rule sets, and a rule set has one or more rules. At run time, if a rule set has multiple rules, all the rules are evaluated at the same time. A rule has two parts, an If section that has the conditions, or tests, and a Then section that has the actions to take when the conditions are met.

Configure Rule Sets

First, create or find the rule set you want to work on:

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

    Note: You may see a message saying that flexfields have been modified. This means someone used Application Composer to create new fields, which creates flexfields on the back end. Click the Start Synchronization button to get the latest set of flexfields that you can use for the rules in this task.
  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Click the Assignees subtab.

  5. If the diagram mapping out the workflow task is big, click the Switch to Vertical Layout link.

  6. In the diagram, find the participant you want to work on. Click the Go to rule icon and select Go to rule. Or, select the participant and, in the pane after the diagram, click the link in the Business rule field.

  7. Go on to work on the rule set that's displayed. Or, in the Rule Sets section, select another rule set to edit (or delete, if possible), or click the Add Rule Set icon.

  8. Click the Show Advanced Settings icon before the rule set name to see the Effective Date list and Active check box. The rule set needs to be effective and active to apply when people create workflow tasks. It's a good idea to leave the effective date set to Always.

  9. Now you're ready to add, edit, or delete rules in the rule set. Expand the rule if it's not already. As with the rule set, you can click the Show Advanced Settings icon for a rule to make sure that the rule is effective and active.

Here's a screenshot to help us understand what we see in the Assignees tab:

The Assignees tab where you configure rule sets
and rules
Callout Number What It Is

1

The Rule Sets section, where you can select a rule set to work on or create a new rule set.

2

The rule set name, with the Show Advanced Settings icon.

3

The toolbar for working on rules within the rule set.

4

The names of the rules in the rule set, each with the Expand icon and the Show Advanced Settings icon.

Configure the If Section in Rules

In the If section of the rule, define conditions for the rule. Each line in this section is called a test.

  1. Click the Left Value icon to select an attribute in the Condition Browser dialog box.

    Note: Even though you can find attributes starting at the Tasks folder, payload subfolder, and then going from there, it's better to select the same attribute from another folder other than Task, if available.
  2. Select an operator.

  3. Click the Right Value icon to select something from the Condition Browser dialog box, or enter a value in the corresponding field.

  4. Click the icon at the end of the line, after the Right Value icon, for more options. For example, select (...) to get an and or or toggle and add another line. You can also select Delete Test to remove a line.

    Caution: If the attribute you're evaluating in the condition is optional, users might not have entered something for that attribute in the UI. For your rule to work properly, it's highly recommended that you first have a line in the condition that checks if the attribute isn't blank. So that means you select the attribute, select isn't as the operator, enter null, click the icon at the end of the line, and select (...) to get an and. Then the next line would be the condition that you're evaluating the attribute for.

Configure the Then Section in Rules

In the Then section of the rule, define what happens when the conditions in the If section are met.

  1. Edit any existing actions. Or, click the Add Action icon, and you usually select Add Approver and then a list builder, which controls how to route the task.

  2. Fill in the rest of the section. The fields you get depends on the list builder, but here are some that you might use.

    Field What This Is

    Response Type

    Required: The assignee needs to take action, for example to approve or reject.

    FYI: The assignee doesn't need to take action.

    Number of Levels

    Number of levels required for the task to be completely approved, from the starting participant to the top participant.

    Starting Participant

    The first assignee in the approval chain.

    Top Participant

    The last assignee in the approval chain if the chain goes up that high. Approvals don't go beyond this participant, for example in the supervisory hierarchy.

    Auto Action Enabled

    If set to True, there's an automatic action that is taken on the task when the rule conditions are met.

    Auto Action

    "APPROVE": The task is automatically approved.

    "REJECT": The task is automatically rejected.

    Rule Name

    The name of the rule with the Then section that you want to use.

    • Leave the field with the name of the rule you're working on, to indicate that this rule will use the Then section defined here for this rule.

    • Or, you can enter the name of an existing rule from any task, enclosed with quotation marks, and leave all the other fields in this Then section blank. The Then section in the rule you entered would apply to this rule you're working on. So basically, you're reusing the Then section from another rule.

    To select the starting or top participant:

    1. Click the Starting Participant or Top Participant icon.

    2. In the Add Hierarchy Participant dialog box, select the Get User option for a particular user, or Get Manager for an attribute, such as the task creator.

    3. For the Get Manager option only, select the list builder that's used for the rule.

    4. For the Get User option, enter in the Reference User field the user ID that the user signs in with, enclosed in quotation marks, for example "KLEE".

      For the Get Manager option, here's what you do for the Reference User field:

      1. Click the Expression Builder icon.

      1. In the Variables tab of the Expression Builder, select the attribute you want in the hierarchy. For example, expand Task > payload and find your attribute there.

      2. Click the Insert Into Expression button.

      3. Click OK.

    5. Leave the Effective Date field blank to use the latest hierarchy, for example supervisory hierarchy.

    6. Click OK.

    What shows up in the Starting Participant or Top Participant field reflects what you have in the Add Hierarchy Participant dialog box. Here are a couple of examples.

    • HierarchyBuilder.getManager("supervisory",Task.payload.Owner User Name,-1,"","")

      Part of the Participant Value What This Means

      getManager

      You selected the Get Manager option.

      "supervisory"

      You selected the Supervisory list builder.

      Task.payload.Owner User Name

      For the Reference User field, you went to Task > payload > Owner User Name in the Variables tab to select the Owner User Name attribute.

      -1

      This is the default value, which corresponds to the primary employment assignment. That supervisory hierarchy will be used to find assignees for the task.

      "",""

      You left the Hierarchy Type and Effective Date fields blank, so there's nothing between the quotation marks.

    • HierarchyBuilder.getPrincipal("KLEE","","")

      Part of the Participant Value What This Means

      getPrincipal

      You selected the Get User option.

      "KLEE"

      For the Reference User field, you entered "KLEE".

      "",""

      You left the Hierarchy Type and Effective Date fields blank, so there's nothing between the quotation marks.

  3. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

Example of a Rule

Let's take a look at an example of a rule. In the If section, we have two tests, the first checking if an attribute is a specific value, the second checking if an attribute is more than a certain amount. The attribute names reflect where the attribute is in the hierarchy you get in the Condition Browser dialog box. The and connecting the two tests means that both conditions must be met.

Example of the If section in a rule

In the Then section, there's the action that applies if the conditions are met, and it's defined based on a Supervisory list builder. Assignees must take action, and only one approval is needed.

Example of the Then section in a rule

List Builders

A list builder is the method to use for routing a workflow task, for example, by going up the supervisory hierarchy or sending to an approval group. When the conditions in a rule are met, the task is assigned based on the action in the Then section of the rule. To define an action, you select a list builder and then provide settings for that list builder to determine whom to assign the task to.

Here are the available list builders:

  • Approval Group

  • Job Level

  • Management Chain

  • Position

  • Resource

  • Supervisory

Let's take a closer look at some of the more widely used list builders.

Approval Group

An approval group is a specific set of users that can act on a task. Depending on the participant type, tasks are routed to an approval group in serial or parallel.

  • Parallel: Someone in the approval group can claim the task and act on it. When the task is claimed, no one else in the group can act on it. But if the person who claimed the task releases it, then someone else from the group can claim it.

  • Serial: The task is routed to each member of the approval group in sequence, so everyone must act on it.

After you select Approval Group as the list builder, you select the approval group to assign the task to when the rule's conditions are met. If you select True for the Allow empty groups list, there won't be any errors if the group you select doesn't have any members when the rule is evaluated. In most cases, the task is then rejected or routed back to the previous assignee, with the same status that the task was in when it was first routed to that assignee.

Job Level

This routing is based on the supervisor hierarchy in Oracle HCM Cloud. Employees must be set up in HCM with job levels and supervisors. The approval chain goes up the hierarchy and includes assignees based on what you define. For the number of levels, enter a positive number in the At most or At least fields, or both. And select a value from the relative to list.

Number of levels settings for the job level list
builder
  • At least: Let's call the corresponding job level X1.

    • Users in the hierarchy are included in the list of assignees if their job level is less than X1. As soon as we get to a user whose job level is the same as or more than X1, the list of assignees includes that user but goes no further.

    • The at least condition takes precedence, so after it's met first, then the at most condition is applied from where the at least condition left off.

  • At most: Let's call the corresponding job level X2.

    • We start with the last assignee from the at least condition. If their manager's job level is less than or the same as X2, then their manager is added to the assignees list and becomes the last assignee. The manager of this new last assignee is then evaluated the same way, and so on up the hierarchy.

    • When we reach a job level that's more than X2, the list of assignees ends, and that user isn't included.

The job levels that X1 and X2 represent depend on what you select from the relative to list. Here are examples of what X1 and X2 would be if you enter 3 in the At most and At least fields.

Relative To What That Means What X1 and X2 Would Be

Absolute

The first job level, job level 1

Job level 3

Creator

The user who did something to create a workflow task

Job level 5, if the user at job level 2 created the task

Starting Point

What you define in the Starting Participant field

Job level 6, if the starting participant corresponds to the user at job level 3

Also, there are a couple of optional settings you can use for the job level list builder:

  • Utilized Participants: Include the entire assignee list or just a part of it.

    • All approvers: Everyone in the list.

    • Final approver only: Just the very last assignee in the list.

    • Manager and final approver: The first assignee in the list and the very last assignee.

  • Include all managers at last level: Include all users with a job level that's the same as the last level needed for approval.

Let's take a look at some examples of what the assignee list would be from this reporting hierarchy:

  • Clerk (job level 1)

  • Manager (job level 2)

  • Director (job level 3)

  • Vice president (job level 5)

  • Senior vice president (job level 6)

  • Chief executive officer (job level 6)

For all the examples, the clerk at job level 1 created the task, and the rule has these settings:

  • Relative to: Absolute

  • Starting Participant: Manager at job level 2

  • Top Participant: Job level 6

  • Utilized Participants: All approvers

At Least (X1) At Most (X2) Include All Managers at Last Level Assignees

3

3

No

The assignees are the manager (job level 2) and director (job level 3).

  • Starting participant: Manager at job level 2 is included no matter what.

  • At least condition: Director at job level 3, the last and only assignee for this condition because he has the first job level that's the same as or more than X1.

  • At most condition: No match because the director's manager, the vice president, has a job level (5) that's more than X2.

2

5

No

The assignees are the manager (job level 2), director (job level 3), and vice president (job level 5).

  • Starting participant: Manager at job level 2 is included no matter what.

  • At least condition: Director at job level 3, the last and only assignee for this condition because he has the first job level that's the same as or more than X1.

  • At most condition: Vice president at level 5, because she is the director's manager and has a job level that's the same as X2. But, her own manager isn't included because the senior vice president's job level (6) is more than X2.

4

6

No

The assignees are the manager (job level 2), director (job level 3), vice president (job level 5), and senior vice president (job level 6).

  • Starting participant: Manager at job level 2 is included no matter what.

  • At least condition: Director, whose job level (3) is less than X1, and the vice president, who is the last assignee for this condition because her job level (5) is the first that's the same as or more than X1.

  • At most condition: Senior vice president at level 6, because he is the vice president's manager and has a job level that is the same as X2.

4

6

Yes

The assignees are the manager (job level 2), director (job level 3), vice president (job level 5), senior vice president (job level 6), and chief executive officer (job level 6).

This example is the same as the previous one, except that the Include all managers at last level check box is selected. So in this case, the CEO is also an assignee because she has the same job level as the senior VP, who is the last assignee based on what's defined for the rule.

1

1

No

The only assignee is the manager (job level 2).

  • Starting participant: Manager at job level 2 is included no matter what.

  • At least condition: The manager is already the first assignee with a job level that's the same as or more than X1, so the condition is already met.

  • At most condition: No match because the manager's manager, the director, has a job level (3) that's more than X2.

Resource

You can assign the task to a specific user or application role. (Even though LDAP group is also a possibility, it's recommended that you don't use them.) Select the assignee in the Users or Application Role field, and leave the other fields for participants with null.

Supervisory

This routing is based on the supervisory hierarchy in Oracle HCM Cloud. Employees must be set up in HCM with jobs and supervisors. For example, the clerk reports to the manager, who reports to the director, who reports to the vice president. The list of assignees begins with the starting participant in the rule, then goes up the supervisory hierarchy. The list ends when it has gone through the specified number of levels or reached the top participant, whichever comes first.

Here's an example of an action in the Then section of the rule, based on the supervisory list builder.

Field Example of a Value What This Means

Number of Levels

3

Three approvals are needed

Starting Participant

HierarchyBuilder.getPrincipal(Task.Workflow Submitter,-1,"","")

The user who created the task

Top Participant

HierarchyBuilder.getPrincipal("KLEE",-1,"","")

The person with the user ID KLEE, in this case, the vice president

So with the reporting structure from the clerk to the vice president, say the clerk submits a transaction that creates a workflow task. The starting participant is the clerk, so the task would go first to the clerk, the manager, and then the director. Because only three levels of approvals are needed, the task is completely approved without going up to the vice president, who would be the final assignee no matter how many levels are needed.

Define Rules to Automatically Approve or Reject Workflow Tasks

You can configure a rule so that the workflow task is automatically approved or rejected without having to send it to any approver. These are the main things to do for your rule in the Then section:

  • Set up the routing so that the task gets assigned to the application (workflowsystem) or the submitter (Task.Workflow Submitter).

  • Select True for the Auto Action Enabled list.

  • Enter "APPROVE" or "REJECT" in the Auto Action field.

Here's an example of the Then section for a rule that's set up to automatically approve.

Field Value

List Builder

Supervisory

Response Type

Required

Number of Levels

1

Starting Participant

HierarchyBuilder.getPrincipal("workflowsystem",-1,"","")

or

HierarchyBuilder.getPrincipal(Task.Workflow Submitter,-1,"","")

Starting Participant

HierarchyBuilder.getPrincipal("workflowsystem",-1,"","")

or

HierarchyBuilder.getPrincipal(Task.Workflow Submitter,-1,"","")

Auto Action Enabled

True

Auto Action

"APPROVE"

Rule Name

Example Approval

Dimension ID

null

For a rule that's set up to automatically reject, the only difference is that the Auto Action field has "REJECT" instead.

In rare cases, just based on how approval rules are set up, workflow tasks get routed to the person who created the task. Or, to someone else who should not be approving due to a conflict of interest. To make sure that such things don't happen, you can configure tasks so that they skip certain users in the approval chain. Those users can still get FYI notifications about the tasks, but not notifications they can act on.

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task or another approval setup task in the Application Extensions functional area or another functional area.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Click the Configuration subtab.

  5. In the Prohibit User Self-Approval section, select the Prohibit self-approval by users named in these payload attributes check box.

  6. In the Payload Attributes subsection, add one or more attributes:

    1. Click the Add icon.

    2. Click the Expression Builder icon.

    3. In the Expression Builder, expand Variables > Task > task:task.

    4. Select an attribute that represents the users to skip, for example task:creator for the task creator. Or, open the task:payload node and select an attribute from there instead.

      Note: Make sure you select an attribute that gives you user IDs at runtime, the IDs that users enter to sign in to the application.
    5. Click Insert into Expression and then OK.

  7. Select the Reassign approvals to those users' managers check box if you want to reroute tasks to the manager of the skipped user. Otherwise, the task goes to the next assignee in the approval chain.

  8. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

You can also do this setup for specific participants in the task, if it's not an FYI task. In the Assignees subtab, select the participant, click Advanced, and find the same Prohibit User Self-Approval section.

  • If you have settings at both the participant and task level, both would apply.

  • If there's any conflict, for example with the setting of the Reassign approvals to those users' managers check box, the participant level setting takes precedence.

How You Can Regularly Reassign Pending Approvals for Workers That Become Inactive

A manager assignment can become inactive due to the end of an assignment or work term, termination, or global transfer. If the manager has any pending approval notifications, you must reassign them.

Run this process: Run Reassign Pending Approvals for Terminations and Correct Invalid Supervisor Assignments Process in the Scheduled Processes work area. You can set a schedule to run it at least once a day. You can run it more frequently if you want things updated faster.

Here's what the process does:

  • It reassigns the direct reports of a terminated manager to that person's line manager and also assigns any pending notifications to the line manager. Only actionable notifications will be reassigned.

  • It reassigns pending approval notifications based on the number of days you specify using the Past Period in Days Considered for Reassigning Pending Approvals parameter.

Define People to Support Workflow Tasks

Generally, workflow tasks involve the person who creates the task and the approvers who act on the task. But for any given task, you can also define others who might get involved:

  • Task Owner: The task owner is an administrator for the business process that the workflow task is related to. Task owners can see the tasks for their business processes and act on behalf of anyone assigned to the task. They can also reassign, withdraw, or escalate tasks.

  • Reviewers: Reviewers can add comments and attachments to a task without having the task directly assigned to them. They can do this only if you or someone else set them up as reviewers for the task.

  • Error Assignees: Sometimes workflow tasks run into problems when trying to figure out the next assignee, for example when trying to carry out the escalation policy. You can define whom to automatically assign the task to so that the issue gets fixed. You can have different error assignees for different tasks. Error assignees can route or reassign the task to the appropriate people, or indicate that the issue can't be fixed (in which case, the task is set to the Error status).

Set Up Task Owner, Reviewers, or Error Assignees

This screenshot shows where you define supporting people on the Task Configuration tab in BPM Worklist.

Task Owner, Reviewers, and Error assignees fields
on the Assignees subtab
  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task or another approval setup task in the Application Extensions functional area or another functional area.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Open the Assignees subtab.

  5. Click one of the icons after the Task Owner, Reviewers, or Error assignees field.

    • First icon: Use the expression builder to define who gets assigned, and click OK.

    • Second icon: Find the person you want, and click OK.

  6. Click the Commit task icon in the Tasks to be configured toolbar when you're ready to roll out your setup.

Define the Due Date and Expiration Policies for Workflow Tasks

If you want workflow to finish within a general time frame, you can set a due date, expiration policies, or both.

  • Before the due date, the current assignee will be reminded to take action. Even after the due date passes, the task doesn't expire. The assignee, and any approvers after them, can still act on the task.

  • But if you set expiration policies, the task can expire based on your settings. Expired tasks are in a final state and no one can make any more updates to them.

Overall Process

Here's how you set the due date, expiration policies, or both for a specific workflow task:

  1. In the Setup and Maintenance work area, go to Manage Task Configurations or another approval setup task in Application Extensions or another functional area.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Open the Deadlines subtab and make your changes.

  5. Click the Commit task icon in the Tasks to be configured toolbar when you're ready to roll out your changes.

Let's take a look at the Deadlines subtab and what you can set up there.

Deadlines subtab where you set due date and expiration
policies

Specify a Due Date

On the Deadlines subtab, specify how much time you want to give to approvers. For example, if you enter 14 days for the Due Date fields, that means the task is due 14 days after it's created. All approvals should be done by then.

Indicate How Tasks Would Expire

If you want to set expiration policies, do this first:

  1. On the Deadlines subtab, expand the Expiration Settings section.

  2. Indicate how the task would expire:

    • Task Level: If all approvals aren't done within a certain time frame

    • Assignee Level: If the assignee doesn't act on the task within a certain time frame

  3. Now let's move on with the rest of the setup, which depends on the level you selected.

There's no expiration policy if you leave it at Do Nothing. The task is automatically withdrawn if it's still open after the number of days (180) you see in the Open Tasks Withdrawn After Number of Days field. That field is on the Application Preferences page, which you can get to by opening the Administration tab in BPM Worklist.

Define Expiration Policies at the Assignee Level

If you selected Assignee Level, here's how you set expiration policies, including any escalations or renewals:

  1. In the Expiration Settings section of the Deadlines subtab, enter a duration and optionally select the Exclude Saturday and Sunday check box. Let's say you enter 30 days and select the check box:

    • With sequential routing, the task expires if the last assignee doesn't act on the task within 30 weekdays after the task is routed to them. If the first assignee doesn't act within 30 weekdays, the task is passed to the next assignee, who gets another 30 weekdays. This goes on until the last assignee.

    • With parallel routing, the task expires if the current assignees don't act on the task within 30 weekdays after the task is assigned.

  2. If you want to escalate or renew tasks after they expire, select the Escalate or Renew option. If not, leave the Expire only option selected.

  3. To escalate, indicate how many times to go up the management chain. Suppose you enter 2 in the Maximum Escalation Levels field. Here's what happens when the task expires:

    • With sequential routing, the task goes to the manager (User 2) of the last assignee (User 1).

    • With parallel routing, the task goes to the managers (User 2) of all current assignees (User 1).

    When User 2 doesn't act within 30 weekdays, the task is escalated to the manager of User 2, who has another 30 weekdays before the task goes to a final Expired status.

  4. To renew, indicate how many times the task can get renewed. For example, you enter 2 in the Maximum Renewals field. Here's what happens when the task expires:

    • With sequential routing, the last assignee gets another 30 weekdays.

    • With parallel routing, the current assignees get another 30 weekdays.

    If they still don't act within those 30 weekdays, they get another 30 weekdays before the task goes to a final Expired status.

Define Expiration Policies at the Task Level

If you selected Task Level, here's how you set expiration policies, including any escalations or renewals:

  1. In the Expiration Settings section of the Deadlines subtab, enter a duration and optionally select the Exclude Saturday and Sunday check box. Let's say you enter 30 days and select the check box:

    • The task expires if all approvals aren't done 30 weekdays after the task is routed to the first assignee.

    • If there are three assignees and the first two take 25 weekdays to act, then the last assignee gets only five weekdays.

  2. If you want to escalate or renew tasks after they expire, select the Escalate or Renew option. If not, leave the Expire only option selected.

  3. To escalate, indicate how many times to go up the management chain. Suppose you enter 2 in the Maximum Escalation Levels field:

    • When the task expires, it's routed to the manager (User 2) of the current assignee (User 1).

    • When User 2 doesn't act within 30 weekdays, the task is escalated to the manager of User 2, who has another 30 weekdays before the task goes to a final Expired status.

    Don't select anything for the Highest Approver Title list. This setting won't apply to your expiration policy.

  4. To renew, indicate how many times the task can get renewed. For example, you enter 2 in the Maximum Renewals field:

    • When the task expires, all pending assignees get another collective 30 weekdays to act.

    • If they all don't act within that period, they get another 30 weekdays before the task goes to a final Expired status.

Predefined approval rules exist for many Oracle Fusion Global Human Resources tasks. In most cases, approval by the first-level and second-level managers of the person who submits the transaction is required; however, you can create different approval rules for any task.

Predefined rules are delivered in both the Transaction Console and the BPM Worklist application. Use the Transaction Console to search for a transaction, and click that transaction to see the default rules. In the Transaction Console, on the Approval Rules tab, Transaction Manager: Rules page, use Find to search for a Process Name, and click Configure Rules to see the predefined approval rules.

For more information, see Oracle HCM Cloud Common Features Release 13 Transaction Console 2430452.1 on My Oracle Support at https://support.oracle.com.

Approval by First-Level and Second-Level Managers

For the following tasks, the predefined approval rules require approval by the transaction submitter's first-level and second-level managers. The attributes shown in the following table are enabled for use in customer-defined approval rules; the predefined approval rules don't use them.

Task Enabled Attributes

Transfer (Line Manager)

Action, Action Reason, Assignment Category, Business Unit, Department, Grade, Destination Legal Employer, Hourly Paid or Salaried, Job, Location, Position, Salary Amount, Salary Components, Worker Category, Working at Home

Promotion (Line Manager)

Action, Action Reason, Assignment Category, Business Unit, Department, Grade, Hourly Paid or Salaried, Job, Location, Position, Salary Amount, Salary Components, Worker Category, Working at Home

Change Manager

Action, Action Reason

Change Location

Action, Action Reason, Location

Change Working Hours

Action, Action Reason, Assignment Category, Hourly Paid or Salaried, Worker Category

Terminate Work Relationship

Termination Action, Termination Reason, Notification Date, Recommended for Rehire, Rehire Recommendation Reason, Termination Date

Hire an Employee

Hire Action, Hire Reason, Assignment Category, Business Unit, Citizenship Nationality, Citizenship To Date, Citizenship Status, Contract Type, Contract Duration, Department, Grade, Grade Ceiling Step, Grade Ladder, Grade Rate Value, Grade Step, Hourly Paid or Salaried, Job, Legislative Information (all attributes), Location, National ID Country, National ID Type, Notice Period, Passport Country, Passport Expiration Date, Passport Type, Payroll, Person Type, Position, Probation Period, Role Name, Salary Amount, Salary Basis, Salary Components, Visa or Permit Country, Visa or Permit Expiration Date, Visa or Permit Status, Visa or Permit Type, Worker Category, Working as a Manager, Working at Home, Working Hours, Working Hours Frequency

Add a Nonworker

Action, Action Reason, Assignment Category, Business Unit, Citizenship Nationality, Citizenship To Date, Citizenship Status, Contract Type, Contract Duration, Department, Grade, Grade Ceiling Step, Grade Ladder, Grade Rate Value, Grade Step, Hourly Paid or Salaried, Job, Legislative Information (all attributes), Location, National ID Country, National ID Type, Passport Country, Passport Expiration Date, Passport Type, Payroll, Person Type, Position, Role Name, Salary Amount, Salary Basis, Salary Components, Visa or Permit Country, Visa or Permit Expiration Date, Visa or Permit Status, Visa or Permit Type, Worker Category, Working as a Manager, Working at Home, Working Hours, Working Hours Frequency

Add a Contingent Worker

Placement Action, Placement Reason, Assignment Category, Business Unit, Citizenship Nationality, Citizenship To Date, Citizenship Status, Contract Type, Contract Duration, Department, Grade, Grade Ceiling Step, Grade Ladder, Grade Rate Value, Grade Step, Hourly Paid or Salaried, Job, Legislative Information (all attributes), Location, National ID Country, National ID Type, Passport Country, Passport Expiration Date, Passport Type, Payroll, Person Type, Position, Role Name, Salary Amount, Salary Basis, Salary Components, Visa or Permit Country, Visa or Permit Expiration Date, Visa or Permit Status, Visa or Permit Type, Worker Category, Working as a Manager, Working at Home, Working Hours, Working Hours Frequency

Add a Pending Worker

Action, Action Reason, Assignment Category, Business Unit, Citizenship Nationality, Citizenship To Date, Citizenship Status, Contract Type, Contract Duration, Department, Grade, Grade Ceiling Step, Grade Ladder, Grade Rate Value, Grade Step, Hourly Paid or Salaried, Job, Legislative Information (all attributes), Location, National ID Country, National ID Type, Notice Period, Passport Country, Passport Expiration Date, Passport Status, Passport Type, Person Type, Position, Probation Period, Role Name, Visa or Permit Country, Visa or Permit Expiration Date, Visa or Permit Status, Visa or Permit Type, Worker Category, Working as a Manager, Working at Home, Working Hours, Working Hours Frequency, Worker Type

Create Work Relationship (if redirected from an Add Person task)

Action, Action Reason, Assignment Category, Business Unit, Citizenship Nationality, Citizenship To Date, Citizenship Status, Contract Type, Contract Duration, Department, Grade, Grade Ceiling Step, Grade Ladder, Grade Rate Value, Grade Step, Hourly Paid or Salaried, Job, Legislative Information (all attributes), Location, National ID Country, National ID Type, Notice Period, Passport Country, Passport Expiration Date, Passport Status, Passport Type, Payroll, Person Type, Position, Probation Period, Role Name, Salary Amount, Salary Basis, Salary Components, Visa or Permit Country, Visa or Permit Expiration Date, Visa or Permit Status, Visa or Permit Type, Worker Category, Worker Type, Working as a Manager, Working at Home, Working Hours, Working Hours Frequency

Manage Work Schedule Assignment

None

Approval by First-Level Manager

For the following task, which includes creation, deletion, and editing of the relevant objects, approval by the transaction submitter's first-level manager is required. The attributes shown in the following table are enabled for use in customer-defined approval rules; the predefined approval rules do not use them.

Task Enabled Attributes

Manage Document Record

Document Category, Document Country, Document Type

Approval by Worker

For the Share Information task, approval by the worker whose information is shared is required if the task is performed by a manager or Human Resource Specialist.

No Predefined Approval Rules

For the following tasks, no predefined approval rules exist. However, the attributes shown in the following table are enabled for use in customer-defined approval rules.

Task Enabled Attributes

Change Address

Address (all attributes), Phone Number (all attributes)

Change Marital Status

Address (all attributes), Marital Status, Phone Number (all attributes)

Create Employment Terms

Action, Action Reason, Assignment Category, Business Unit, Contract Type, Contract Duration, Department, Grade, Grade Ceiling Step, Grade Ladder, Grade Rate Value, Grade Step, Hourly Paid or Salaried, Job, Location, Notice Period, Payroll, Position, Probation Period, Salary Amount, Salary Basis, Salary Components, Person Type, Worker Category, Working as a Manager, Working at Home, Working Hours, Working Hours Frequency

Employment

Action, Action Reason, Assignment Category, Business Unit, Contract Type, Contract Duration, Department, Grade, Grade Ceiling Step, Grade Ladder, Grade Rate Value, Grade Step, Hourly Paid or Salaried, Job, Location, Notice Period, Payroll, Position, Probation Period, Salary Amount, Salary Basis, Salary Components, Person Type, Worker Category, Working as a Manager, Working at Home, Working Hours, Working Hours Frequency

Manage Grades

Grade Code, Grade Name, Grade Status, Grade Step Name

Manage Grade Ladders

Grade Ladder Status, Grade Name, Step Rate Name, Step Rate Value

Manage Grade Rates

Grade Rate Name, Grade Rate Status, Grade Rate Type, Maximum Value, Midpoint Value, Minimum Value

Manage Jobs

Approval Level, Full Time or Part Time, Job Family, Job Function, Job Name, Management Level, Regular or Temporary, Status, Valid Grade

Manage Locations

Address (all attributes), Designated Receiver, Fax Number, Main Phone Number, Location Status, Ship-to-Site

Manage Organizations

Classification Code

Manage Person

All attributes of: Address, Citizenship, Communication Methods, Contact Relationship, Email, Ethnicity, Legislative Information, National ID, Passport, Person Name, Phone Number, Religion, Visa, Work Permit

Manage Positions

Bargaining Unit, Business Unit, Department, Entry Grade, Hiring Status, Job, Location, Regular or Temporary, Seasonal, Security Clearance, Valid Grades

For other Global Human Resources tasks such as Manage Checklist Templates, no predefined approval rules exist and no attributes are enabled for customer-defined approval rules. Transactions without approval rules or for which no approval task flows exist are approved automatically when approvals are enabled.

Approval Management has the following default configuration options for all applications in the Oracle Fusion Human Capital Management family.

Configuration Option Default Value Effect of Default Value

Ad hoc insertion of approvers

True

Ad hoc insertion of approvers in the approval list is allowed. Users who add approvers may also modify or remove the approvers that they add.

Allow delegate

True

Approvers can delegate their approval responsibilities to other users. One approver replaces another, but the approver list is otherwise unaltered.

Allow push back

True

An approver can push the transaction back to the previous approver, who thereby has a second opportunity to review the transaction.

Allow reassign

True

Any approver can reassign the approval to a different approver. The approval list is recalculated based on the new approver.

Allow request information

True

Approvers can request more information from another approver or the person who submitted the transaction.

Allow self-approval

False

The person who submits the transaction can't approve it.

Allow withdraw

True

The requester or an administrator can withdraw a transaction while the approval process is incomplete. Approvers who have already approved are notified of the withdrawal. The transaction is removed from the worklists of approvers who haven't yet approved.

On error notify

Human Resources Application Administrator

A Human Resources Application Administrator is notified automatically when an error occurs.

Period before task expires

None

Approval tasks don't expire.

Period before task escalates

None

Approval tasks aren't escalated to other approvers.

Escalated approver

None

Approval tasks aren't escalated to other approvers.

Repeated approver frequency

Once per approval

An approver receives one notification per transaction, even when the approver appears multiple times in the approver list.

Re-evaluate approver list

True

The approver list is regenerated after every response.

Rejection outcome

Stop all

When an approver rejects a transaction, the approval process stops and the transaction is canceled.

Use the Manage Approval Transactions for Human Capital Management task to configure approval policies for HCM tasks such as Hire or Promote. This interface works in conjunction with the BPM Worklist, but enables users to identify approvers and configure approval rules easily for some frequently performed HCM tasks.

Configuring Approval Policies

For a selected task, you can configure the approval policy by arranging approvers in the required order, defining approval rules for each approver, and submitting the approval policy. The approval policy takes effect immediately and supersedes the current approval policy for the selected task; however, in-progress approvals complete as expected and do not switch to the new policy.

Approvers

You can add the following types of approvers:

  • Management Hierarchy or Supervisory Hierarchy

  • Users

  • Approval groups, which you define in BPM Worklist

  • Position hierarchy

  • Representatives, who are workers with assigned responsibilities, for example Benefits Representative

  • Application role

  • Job-level based line manager hierarchy

  • Self auto approve

When to Use the BPM Worklist

Use the BPM Worklist to:

  • Configure notifications, including when notifications are issued

  • Configure process details, such as expiration and escalation policies

  • Define approval groups

  • Define approval rules in advanced mode

You should use the BPM Worklist instead of the HCM Simplified UI if you are configuring complex rules. The simplified UI does not display more than 25 rules and does not allow more than 10 approvers in a single rule.

For any HCM tasks that are not available in the Manage Approval Transactions interface, you can use the BPM Worklist to configure all aspects of approvals. To configure in the BPM Worklist, use the Manage Task Configurations for Human Capital Management task.

Note: The HCM Simplified UI does not allow you to modify rules that were created using Advanced Mode in the BPM Worklist. If you originally created your rule conditions using Advanced Mode in the BPM Worklist, you must continue to use the BPM Worklist to make changes.

You can include any number of approvers of various types in your approval sequence by dragging and dropping them into the approval flow. This topic explains each of the approver types.

Management Hierarchy or Supervisory Hierarchy

You can include the following predefined types of managers in your approval sequence:

  • Line manager

  • Resource manager

  • Project manager

  • Regional manager

If your enterprise defines additional types of managers, then they appear automatically in the Approvers section of the Manage Approval Rules page. You can include them in the approval sequence.

Users

You can include one or more Oracle Fusion Applications users in the approval sequence.

Approval Groups

You create approval groups using the BPM Worklist. When defining your approval sequence, you can enter the names of one or more existing approval groups.

Position Hierarchy

If you include a position hierarchy in your approval sequence, then position holders are invited to approve the transaction. For positions with more than one position holder, the transaction is approved by the first position holder to approve.

Responsibility Holders

You can include holders of the following predefined responsibilities in your approval sequence:

  • Human Resources Representative

  • Benefits Representative

  • Union Representative

  • Payroll Representative

If your enterprise defines additional responsibility types, then they appear automatically in the Approvers section of the Manage Approval Rules page. You can include them in the approval sequence.

Human Resource (HR) Specialists assign responsibilities to workers using the Manage Areas of Responsibility task. A worker becomes an approver for a transaction if he or she has that responsibility for the transaction subject. For example, if you specify the Benefits Representative as an approver for a promotion, then the Benefits Representative of the worker who is being promoted is invited to approve the promotion.

Note: If you use a responsibility holder, then ensure that responsibility holders are already defined in the application. For example, if you include a HR representative as an approver for an employee process, then all employees must have HR representatives assigned to them.

Application Roles

You can use any of the existing duty roles to include in your approval sequence. If your enterprise defines duty roles for security purposes, then you can enter the duty role to include them in the approval sequence. Users with job or data roles that inherit the duty role become transaction approvers.

Job Level

You can include a job level in your approval sequence.

Job level routings are based on the manager hierarchy defined in Oracle Fusion Human Capital Management. The approval list is generated based on the starting level specified in a rule and continues until an approver with a sufficient job level is found. The approval flow uses the job level defined in the Manage Jobs interface.

Using the Manage Approval Transactions for Human Capital Management task, you can specify one or more approval rules for each task. To create more than one approval rule, you either add a rule or duplicate a selected rule and edit it as appropriate. When you create multiple approval rules for a task, they are evaluated in the order of the rule's priorities. When the priorities are the same for different rules, they are executed in an undefined order, sequentially.

Approval rules comprise one or more IF statements and one or more THEN statements.

IF Statements (Conditions)

IF statements are tests that determine when an approval rule takes effect. For example, you could specify that an approval rule for a promotion takes effect when the worker's department is Sales or the worker's job is Area Manager.

You can specify multiple IF statements. If you join multiple statements with "AND" operators, then all statements must be true before the approval rule takes effect. If you join multiple statements with "OR" operators, then at least one of the statements must be true before the approval rule takes effect.

THEN Statements (Actions)

THEN statements specify:

  • Who the approvers are

  • What actions approvers can take

The following table summarizes the approval actions.

Approval Action Description

Approval required

Notifications are issued to the identified approvers and their response is required.

Automatic approval

No notifications are issued to the identified approvers. The transaction is either approved or rejected automatically, and the approvers are recorded as having approved or rejected the transaction. The value of the Set Outcome To attribute for manager hierarchies determines whether the transaction is approved or rejected.

FYI only

Notifications are issued to the identified approvers, but no response is expected.

For more information about creating approval rules, see the Oracle Fusion Middleware User's Guide for Oracle Business Rules.

When you define approval policies using the Manage Approval Transactions for Human Capital Management task, you can create one or more approval rules for manager hierarchies of predefined and locally defined types. This topic describes the values that you can specify in the THEN statements of approval rules for manager hierarchies.

Attributes

The following table summarizes the attributes of the manager-hierarchy approval rules and their default values.

Attribute Name Description Values Default Value

Action Type

Allows users to choose from Approval required (participants need to act on the transaction), Information only (participants get FYI notifications), and Automatic approval (participants do not need to act, transaction is auto approved).

  • Approval required

  • Information only

  • Automatic approval

Approval required

Route Using

Allows users to choose which manager to route through.

  • Resource manager

  • Line manager

  • Project manager

  • Regional manager

  • Customer—Defined Manager Types

Line Manager

Approval Chain of

Allows users to choose which approval chain to use.

  • Requester

  • User

  • Worker

  • Worker's Current Line Manager

  • Worker's Proposed Line Manager

Requester

Start With

  • Identifies both the first approver and the manager hierarchy. By default, approval requests are sent to the requester's first-level manager, and the manager hierarchy is the one associated with the requester's primary assignment. The requester is the worker who submits the transaction.

  • If you select a user in Approval Chain of, then the manager hierarchy is the one associated with that user's primary assignment. For example, when promoting one of your direct reports you could select as initial approver a human resource (HR) specialist who is outside your manager hierarchy; approval requests from this rule would be directed to the manager hierarchy of the HR specialist's primary assignment.

  • If you select a user who is not a manager, then the rule fails.

  • Manager

  • Employee

  • Second Level Manager

Manager

Number of Levels

  • Controls how far up the selected manager hierarchy approval requests are sent. The first level is based on the Start With value.

  • Approval routing stops when either the number of levels or the topmost approver is reached, whichever occurs first.

  • Worker's Current Line Manager

  • 1 or higher

1

Top Approver

  • Specifies an approver above whom approvals are not routed.

  • Approval routing stops when either the number of levels or the topmost approver is reached, whichever occurs first.

For the top approver value, you can select:

  • A different manager (first-level or second-level, as appropriate).

  • A user who is a manager from the same manager hierarchy as the initial approver.

    If you select a user who is not a manager or is from a different manager hierarchy from the initial approver, then the topmost approver is not found. In this case, routing of approvals stops when the number-of-levels value is reached.

  • Worker

  • Worker's Proposed Line Manager

  • Requester

  • User

  • Manager

  • Second Level Manager

  • Manager

Set Outcome To

Specifies the outcome for automatic approvals. If you set this value to Approve, then all identified approvers are recorded as having approved the transaction, even though the approval is automatic. Similarly, if you set this value to Reject, then all identified approvers are recorded as having rejected the transaction.

  • Approve

  • Reject

None

When you define approval policies using the Manage Approval Transactions for Human Capital Management task, you can create one or more approval rules for a specified position hierarchy.

Attributes

The following table summarizes the attributes of the position-hierarchy approval rules and their default values.

Attribute Name Description Values Default Value

Action Type

Allows users to choose from Approval required (participants need to act on the transaction), Information only (participants get FYI notifications), and Automatic approval (participants do not need to act, transaction is auto approved).

  • Approval required

  • Information only

  • Automatic approval

Approval required

Job Level

  • The number of job levels. Approvals are routed to approvers between the initial and topmost approvers in the position hierarchy based on this value.

  • You can specify the job levels as absolute values (for example, a minimum of 2 and a maximum of 4). Alternatively, you can specify the values relative to either the initial approver or the requester. The requester is the person who submits the transaction.

  • Approval routing stops when either the number of job levels or the topmost approver is reached, whichever is sooner.

Minimum and maximum values relative to:

  • Initial approver

  • Requester

Absolute minimum and maximum values

At most 1 relative to initial approver

At least 1 relative to initial approver

Position Hierarchy

  • The name of the position hierarchy

  • You can select from all position hierarchies in the enterprise

All position hierarchies in the enterprise

None

Starting Position

  • The position of the first approver

  • The approval notification is sent to all workers who have the position, and the transaction is approved by the first worker to approve

All positions in the selected position hierarchy

None

Job Level

  • The number of job levels. Approvals are routed to approvers between the initial and topmost approvers in the position hierarchy based on this value.

  • You can specify the job levels as absolute values (for example, a minimum of 2 and a maximum of 4). Alternatively, you can specify the values relative to either the initial approver or the requester. The requester is the person who submits the transaction.

  • Approval routing stops when either the number of job levels or the topmost approver is reached, whichever is sooner.

Minimum and maximum values relative to:

  • Initial approver

  • Requester

Absolute minimum and maximum values

At most 1 relative to initial approver

At least 1 relative to initial approver

Top Position

  • The position of the topmost approver

  • The approval notification is sent to all workers who have the position, and the transaction is approved by the first worker to approve

  • Approval routing stops when either the number of levels or the topmost approver is reached, whichever is sooner

All positions in the selected position hierarchy

None

Include

Allows users to choose which approvers to include.

  • All Approvers

  • First and last approvers

  • Last approver only

All approvers

This example shows how to define an approval policy for employee hires in the Sales department using the Manage Approval Transactions for Human Capital Management task.

If the Department of the new hire is Sales, approvals should route to the first level line manager of the requester and FYI only to the HR Representative of the worker.

If the Department of the new hire is Finance, approvals should route to the second level line manager of the requester and FYI only to the HR Representative of the worker.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Who will approve employee hire requests?

  • Managers in the Sales department.

  • The human resources representative of any new hire doesn't need to approve but is informed of the hire after the relevant manager has approved.

Which approval actions must approvers take?

  • Managers must approve the hire.

  • The human resources representative receives an approval notification for all hires, but no response is needed.

Can the required level of management approval vary?

The required level of approval varies with the grade of the new hire.

The requester's:

  • First-level manager approves the trainee grades 1 through 3

  • Second-level manager approves the professional grades 4 and above

Summary of the Tasks

To define the approval policy in this example, you:

  1. Navigate to the Manage Approval Rules: Hire an Employee page.

  2. Assemble the approval sequence.

  3. Define the approval rule for trainee grades.

  4. Define the approval rule for professional grades.

  5. Define the approval rule for all grades.

Navigating to the Manage Approval Rules: Hire an Employee Page

  1. In the Setup and Maintenance work area, click the Search button and search for the task Manage Approval Transactions for Human Capital Management.

  2. In the Search Results region, click the task name.

  3. On the Manage Approval Transactions page, enter the search term Hire in the Name field.

  4. Click Search.

  5. In the Search Results region, click the Configure button in the Rules column for the transaction Hire an Employee.

Assembling the Approval Sequence

  1. On the Manage Approval Rules: Hire an Employee page, confirm that an entry for Line Manager appears in the Approval Sequence region.

  2. In the Approvers region, click the Add icon on the Human Resources Representative entry to add it to the right of the Line Manager entry in the Approval Sequence region.

Defining the Approval Rule for Trainee Grades

  1. In the Approval Sequence region, select the Line Manager entry.

  2. Click the Edit icon to edit the rule settings.

  3. In the Name field of the Edit Rule Settings window, enter the rule name SalesHiresTraineeGrades. (The name can't contain spaces.)

  4. In the IF statement for the SalesHiresTraineeGrades rule, click the Add icon to the right of the first condition to create an additional condition.

  5. Complete the fields of the two condition statements as shown in this table.

    Attribute Name Operator Attribute Value And or Or

    Department

    ==

    Sales

    and

    Grade

    <=

    3

     

  6. In the THEN statement for the SalesHiresTraineeGrades rule, complete the fields as shown in this table.

    Field Value

    Action

    Approval required

    Route Using

    Line Manager

    Approval Chain of

    Requester

    Start with

    Manager

    Number of Levels

    1

    Top Approver

    Manager

Defining the Approval Rule for Professional Grades

  1. Click Add Rule.

  2. Click the Edit icon to edit the rule settings.

  3. In the Name field of the Edit Rule Settings window, enter the rule name SalesHiresProfessionalGrades.

  4. In the IF statement for the SalesHiresProfessionalGrades rule, click the Add icon to the right of the first condition twice to create two additional conditions.

  5. Complete the fields of the three condition statements as shown in this table.

    Attribute Name Operator Attribute Value And or Or

    Department

    ==

    Sales

    and

    Grade

    >

    3

    and

    Grade

    <=

    6

  6. In the THEN statement for the SalesHiresProfessionalGrades rule, complete the fields as shown in this table.

    Field Value

    Action

    Approval required

    Route Using

    Line manager

    Approval Chain of

    Requester

    Start with

    Second Level Manager

    Number of Levels

    1

    Top Approver

    Second Level Manager

Defining the Approval Rule for All Grades

  1. In the Approval Sequence region, select the Human Resources Representative entry.

  2. In the Rules region for the new rule, click the Edit icon to edit the rule settings.

  3. In the Name field of the Edit Rule Settings window, enter the rule name SalesHiresAll Grades.

  4. In the IF statement for the SalesHiresAllGrades rule, complete the fields of the condition statement as shown in this table.

    Attribute Name Operator Attribute Value

    Department

    ==

    Sales

  5. In the THEN statement of the SalesHiresAllGrades rule, complete the fields as shown in this table.

    Field Value

    Action

    Information Only

    Representative Type

    Human Resource Representative

    Representative of

    Worker's Proposed Representative

  6. Click Submit.

How You Modify Approval Notifications Using Page Composer

Using the Oracle Page Composer, you can selectively show and hide various components of a notification, including fields, labels, and regions. You can edit labels, color, and page layout.

Users with this role: Human Capital Management Application Administrator role or any other role that has this privilege PER_CUSTOMIZE_APPROVAL_NOTIFICATION_PRIV can modify notifications.

Note: Any modifications made to a notification will affect all notifications of the same transaction type.

Modifying Notifications

To modify a notification using the Page Composer, click the Edit button on the top right corner of the notification. You can edit the notification using either the design view or the source view. The design view:

  • Is the basic or default view.

  • Supports region changes, such as changing the page layout, showing or hiding regions, and adding customer-defined content in regions.

  • Can be easily used by functional users who are not familiar with the Oracle Application Development Framework (ADF).

The source view:

  • Supports component changes, such as changing the task flow, editing individual component properties, and showing or hiding individual components.

  • Is targeted to technical users and requires an understanding of ADF components.

You can preview the changes before submitting them by clicking the Apply button. The Reset Page option removes all past edits (regardless of when they were made) and restores the page to its default state. Modifications made in a Worklist notification are also visible in an email notification.

Making Changes in Design View

The Design view supports:

  • Changing the display, including changing the header font, hiding the region header, hiding the complete region, and enabling or disabling the ability to re-size or remove regions.

  • Changing the page style, including specifying a different style sheet for the page.

  • Modifying the content style such as font, background, and margins; specifying a different style sheet for the content.

  • Adding the following customer-defined content in the notification:

    • A box with content

    • HTML markup tags

    • A link to a page or website

    • A box with content, including options to move and re-size the box

    • Formatted text

    • A web page within the notification

Making Changes in Source View

The Source view supports:

  • Defining a header for the notification

  • Defining text for the notification body

Example of Modifying an Approval Notification Using Page Composer

This example demonstrates how to modify an approval notification. You received a notification in your worklist to approve a transaction involving creation of a grade. You can add a comment for the subsequent approvers and attach a document to the notification, listing the existing grades and their descriptions. You also want to make changes to certain notification components.

The following table summarizes key decisions for this scenario.

Decisions to Consider In this Example

Display the Edit Grade Details link?

No, hide the region containing the link.

Display a screenshot of the Grade Creation page?

Yes, add a link to the screenshot in the Details region

Change the notification header?

Yes, change from "Create Grade <Grade Name>, <Grade Code>, <Effective Date>" to "Created New Grade"

Change the Effective Start Date label?

Yes, change to Grade Effective Date

Highlight the Grade Effective Date?

Yes, display the date in bold

Making Changes Using the Design View

  1. Click the Edit button on the top right corner of the notification page.

  2. The Design view appears by default. Click the Edit icon in the Related Links region.

  3. In the Display Options tab, deselect Show Component and click Apply. You can see that the Related Links region disappears. Click OK to confirm.

  4. Click the Add Content button below the page header.

  5. Click the Open link in the ADF Faces Components row.

  6. Click the Add link in the Image row. An Image region is added in the notification.

  7. Click the Edit icon in the Image region and provide the URL of the screenshot in the Destination field. The image now includes a link to the screenshot. Move the image region to the end of the Details region.

Making Changes Using the Source View

  1. Click the View dropdown button on the top of the page and select Source to change from Design to Source view.

  2. Click the page header to select the panelHeader component. Click Edit to open the Component Properties window.

  3. In the Text field, click Select Text Resource. Create a text resource and enter the Display Value Created New Grade. Select this text resource and click OK. The page header is now changed.

  4. Select the Effective Start Date field in the Transaction Details region. A warning message appears indicating that the changes will be applied to all instances wherever the task flow is used. Click Edit and follow the same steps as in the previous step to change the label to Grade Effective Date.

  5. Click the Content Style tab in the Component Properties window.

  6. Select the Font Style as bold. The date now displays in bold.

  7. Click Save to apply all the changes.

FAQs for Approvals

What happens if I assign an approval task that requires additional information?

If a task requires additional information, you can't reassign it. When users ask for more information, they also select one of two options, Return back to me or Reinitiate the approval process. After the additional information is submitted, the task goes back to the initiator or to the user who asked for more information. The initiator or the user who asked for more information can then reassign the task.

Use the Manage Approval Transactions for Human Capital Management task to define the approval policy. On the Manage Approval Rules page for a supported task, such as Hire an Employee, begin by deciding who will approve transactions. Using either drag and drop or the Add action, move those approvers from the Approvers section to the approval sequence and arrange them in the required order. By default, an approver is added to the sequence immediately following the currently selected approver, but you can use drag and drop to change the approver order. When you have defined the approval sequence, select the first approver in the approval sequence to display any predefined approval rule for that approver type. You can edit the displayed approval rule and create additional approval rules, as appropriate. Edit the rule settings to specify a name for each rule. Define approval rules for the remaining approvers in the approval sequence. When you have defined the approval rules for all approvers, submit the approval policy.

If you edit or delete an approval rule on the Manage Approval Rules page, then approvals currently in progress complete as if the rule had not been edited or deleted.

New approvals follow the latest version of the rule.

Note: For more information about approvals, see Frequently Asked Questions About Approvals (Doc ID 1987850.1) on My Oracle Support at https://support.oracle.com.

Why do I see a placeholder like "attribute16" in a list of values in my product??

If you see a placeholder like "attribute16" in a list of values in your product, it is because a flexfield that should be used for the value was not registered and deployed yet or the attribute was not configured. For more information about flexfields, see Flexfields Setup in this guide.

Why can't I find my HR Checklist transactions in the Transaction Console?

HR Checklist transactions have the Initiator set to FUSION_APPS_HCM_SOA_APPID, so they are not displayed in the Transaction Console.

Use the BPM Worklist to view HR Checklist transactions.

Why can't I configure the Add Contact task in Approvals?

The Add Contact approval rule is used for the task when an employee is adding a coworker as a contact, not when an employee is creating a contact. This approval rule ensures that the person, who's being added as a contact, can approve or reject the request. This gives the control to the person being added so that employees don't randomly add a person as a contact.

Workflow Email Notification Setup

More Setup for Workflow Email Notifications

You can click the Expand More icon on the Notifications subtab to open the More section and see other setup options for email notifications. In general, leave the default settings in this section for every workflow task. Settings in this section include the following check boxes, which, if selected, would:

  • Make notification secure (exclude details): Exclude business transaction details in email notifications.

  • Hide End User Web URL in notifications: Remove the default first line in the email body: Access this task in the Workspace Application or take direct action using the links in this email. This line includes a link that opens BPM Worklist. It is recommended to select this check box.

  • Make notification actionable: Include links in email notifications that users can click to directly take action, for example to approve or reject.

  • Send task attachments with email notifications: Include files attached to the task as attachments in the email notifications.

Define When to Send Workflow Notifications

When notifications are enabled, each workflow task sends notifications as part of the approval process. For example, to notify assignees whenever they're assigned a task. For any workflow task, you can change the setup to control when notifications are sent and whom they're sent to. This setup applies to email or in-app notifications, or both, depending on what's enabled.

Set Up Notification Scenarios

Here's how you define the scenarios for when to send notifications and whom to send to:

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Click the Notifications subtab.

  5. Click the Add Notification icon if you want more scenarios, or edit what's already there.

    1. In the Task Status column, select when to send the notification, for example when the task has expired. Other than the actions or statuses available to end users, you can also select any of these:

      • Alerted: Usually, when there's an error that can be fixed. The task is assigned to the error assignee, or someone else if the task doesn't have error assignees.

      • Update: Whenever the task is updated without affecting the approval status or routing. For example, when users add a comment or attachment.

      • Update Outcome: Whenever the outcome of the task is updated, for example approved or rejected.

      • All other actions: Any action that's not already in the list of values.

    2. In the Recipient column, select whom to notify.

      • Assignees: The users or groups that the task is currently assigned to.

      • Initiator: The user who created the task.

      • Approvers: The users who already approved the task as part of a sequential approval chain.

      • Owner: The task owner, who's responsible for the business process that the task is related to.

      • Reviewer: The user who can only add comments and attachments to a task.

  6. To remove any notification scenario, select a row and click the Delete Notification icon.

  7. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

This screenshot shows three scenarios on the Notifications subtab. In this example, notifications are sent to assignees whenever the task is assigned to them. The task initiator also gets a notification when the task is complete, and administrators are notified if the task ends up in error.

Table on Notifications subtab to define when and
to whom notifications are sent for the workflow task

Set Up Reminders

Other than what's sent based on the notification scenarios, you can also set up the task to send reminders.

  1. On the Notifications subtab, select the Enable Reminder check box.

  2. From the Repeat list, select the number of reminders to send.

  3. From the Initiating Action list, select an option for when to send a reminder to the assignee:

    • After Assignment: After the task is assigned to the assignee

    • Before Expiration: Before the task expires on the assignee

  4. Define a frequency for when to send the first reminder and the time between reminders.

  5. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

Let's take a look at an example. Based on the setup we see in this screenshot, a reminder is sent three days after the user is assigned the task. Just one more reminder is sent three days after that, if the user still hasn't acted on the assigned task.

Section on Notifications subtab to set up reminders
for workflow tasks
Note: By default, the word Reminder appears at the beginning of the title for reminder notifications. If you don't want that word there, set the Add Reminder Prefix to Notification Title (BPM_REMINDER_PREFIX) profile option to false. In the Setup and Maintenance work area, use the Manage Applications Core Administrator Profile Values task in the Application Extensions functional area. What you set for this profile option applies to all workflow tasks.

Aggregate Tasks to Minimize the Number of Notifications to Send

Depending on the rules in a workflow task, it's possible that a task is assigned to the same user more than once. For example, the rules in a stage can result in assigning a task to you, but then a later stage in the same task also results in assigning the task to you. You can aggregate the task so that a separate notification isn't sent to the assignee every time they're assigned the same task.

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Click the Configuration subtab.

  5. In the Miscellaneous section, select a value from the Task Aggregation list:

    • None: Send separate notifications every time the task is assigned to the same assignee.

    • Once per task: Send a single notification to the assignee no matter how many times they're assigned the same task.

    • Once per stage: Send a single notification to the assignee if they're assigned the same task more than once within a stage. If they're assigned the same task again because of another stage, they would get another notification for that stage.

  6. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

Show Approve and Reject Options in Notifications

Without going to the Worklist: Notifications and Approvals work area, users can approve or reject workflow tasks from email notifications or in-app notifications, for example the notifications list in the global header. Here's what you do to make sure that the Approve and Reject options appear in email and in-app notifications for certain tasks.

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Click the Access subtab.

  5. In the Actions section, select No Signature Required for the Signature Policy list, if it's not set that way already.

  6. Click the Configuration subtab.

  7. In the Approval Pre-conditions section, select Optional for the Approve and Reject lists.

  8. Make sure that the Perform update outcome only from task form check box isn't selected.

  9. Click the Commit task icon in the Tasks to be configured toolbar when you're ready to roll out your changes.

Workflow email notifications can have attachments. For example, when you request information from someone as part of the workflow, they might respond with a message and a file attachment. The email notification you get when they respond would include their attachment. Many workflow tasks have this already set up by default. Here's how you can enable email attachments or change the default setup.

Enable or Disable Email Attachments

You can turn on or off email attachments for specific workflow tasks.

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

  2. In BPM Worklist, select the workflow task on the Task Configuration tab.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Click the Notifications subtab.

  5. Expand the More section.

  6. Select or deselect the Send task attachments with email notifications check box.

  7. In the Tasks to be configured toolbar, click the Commit task icon when you're ready to roll out your changes.

Set Maximum Number and Size of Attachments

These settings apply to all workflow tasks that have email attachments enabled.

  1. Click the Notifications icon in the global header.

  2. Click Show All.

  3. On the Notifications page, click the Worklist button.

  4. In BPM Worklist, click your user name and select Administration.

  5. On the Application Preferences page, go to the Notification section.

  6. In the Maximum Number of Email Attachments field, enter a whole number to limit the number of attachments in a single email.

  7. In the Maximum Size of Email Attachments (in MB) field, enter a whole number up to 10 to limit the size of individual attachments in the email. No matter what you enter here, the total size of an email, including all attachments, can't be more than 15 MB.

    Tip: If you want the emails to have links to files instead of having the files attached to the email, enter 0 in at least one of these two fields.
  8. Click Save.

Add Header Content to Workflow Email Notifications

Each workflow task is configured with scenarios for sending email notifications as part of the approval process. For each notification scenario in the Notifications subtab, the Notification Header column determines what's in the email header, a region that appears before the email body.

  • By default, all predefined notification scenarios have emails with blank headers.

  • Any notification scenarios you add in the Notifications subtab would have the following header value: concat(string('Task '), /task:task/task:title, string(' requires your attention.')). It is recommended to change that value to null.

For some workflow tasks, you can enable configurable email notifications based on report layouts to be used instead of the standard email notifications. The Notification Header setting doesn't apply to those configurable email notifications.

Adding Company Name or Logo

If you do want to add, for example, your company name or logo to the email header:

  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task or another approval setup task in the Application Extensions functional area or another functional area.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Open the Notifications subtab.

  5. For the specific notification scenario on the Notifications subtab, click the icon in the Notification Header column.

  6. In the Edit Notification Message dialog box, delete any existing content and enter the following in the Notification Message field.

    • For company name: Enter text in single quotes, for example 'Oracle'. You can also use HTML formatting, for example '<h2>Oracle</h2>'.

    • For company logo: Enter the URL to your logo, following this syntax: '<img src="https://cloud.oracle.com/res/images/header/oracle-cloud-logo.png" width="230" height="69" alt="Oracle Logo">'. Replace the URL and alternative text with your own.

  7. Click the Save icon in the Tasks to be configured toolbar.

Set Up the From Field in Workflow Email Notifications

By default, the From field in workflow email notifications shows an email address without a sender name. You can't change the email address, but you can specify the sender name. For example, if you indicate that Your Company is the text to display, then the From field shows: Your Company <<your pod>.fa.sender@workflow.mail.<your data center>.cloud.oracle.com>.

You can set up the sender name in application preferences for all workflow tasks, or have different setup for specific workflow tasks. If not specified at the task level, the sender name setting defaults from the preferences.

Note: Your users might get other types of email notifications, for example for things not related to workflow. Your setup here doesn't affect those emails, and you might not be able to specify the sender name for those emails.

Setting Up for All Workflow Tasks

To define the sender name for all workflow tasks that have no other applicable setup:

Notification section on the Application Preferences
page on the Administration tab, with options to define the email sender
name for all workflow tasks
  1. Open the Administration tab. If you're not in BPM Worklist:

    1. Click the Notifications icon in the global header.

    2. Click Show All.

    3. On the Notifications page, click the Worklist button.

    4. In BPM Worklist, click your user name and select Administration.

  2. On the Application Preferences page that's on the Administration tab, select one of the Email "From:" Display Name options.

    • Select to specify the text to display. Enter your value or leave blank if you want nothing to appear in the From field.

    • Select Submitter to show the person who created the task.

    • Select Previous Approver to show the previous assignee in the approval chain. When the notification is sent to the first assignee in the approval chain, the From field shows the person who created the task.

  3. Click Save.

Setting Up for a Specific Workflow Task

To specify the sender name for a specific workflow task:

More section on the Notifications subtab on the
Task Configuration tab, with options to define the email sender name
for a workflow task
  1. In the Setup and Maintenance work area, go to the Manage Task Configurations task or another approval setup task in the Application Extensions functional area or another functional area.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Open the Notifications subtab.

  5. On the Notifications subtab, click the Expand More icon.

  6. Select one of the Email "From:" Display Name options.

    • Select Not Applicable so that what appears in the From field depends on the application preferences that apply to all workflow tasks.

    • Select to specify the text to display. Enter your value in quotes, for example "Oracle", or leave blank if you want nothing to appear in the From field.

    • Select Previous Approver to show the previous assignee in the approval chain. When the notification is sent to the first assignee in the approval chain, the From field shows the person who created the task.

  7. Click the Save icon in the Tasks to be configured toolbar.

Send Test Workflow Email Notifications to One Address

While you're testing workflow setup, you can send all email notifications to a single address so that your users don't receive any test emails. The test emails are still sent based on the notification scenarios defined for the particular workflow task.

Specifying the Email Address

To enter the email address to send test emails to:

  1. Click the Notifications icon in the global header.

  2. Click Show All.

  3. On the Notifications page, click the Worklist button.

  4. In BPM Worklist, click your user name and select Administration.

  5. On the Application Preferences page that's on the Administration tab, click the Test Notification Email Address icon.

  6. In the dialog box, enter an email address in the Test Notification Email Address field.

  7. Click OK and then Save.

After you're done testing, go back and delete the email address that you entered.

Configurable Workflow Notifications

Overview of HCM Configurable Workflow Notifications

As part of workflow tasks, the workflow automatically sends notifications to your users. For example, when a user submits a performance goal for approval, the approvers receive a notification with the approval request. For some flows, Oracle Business Intelligence (BI) Publisher reports determine the notification content and format, and you can edit the report to configure the email and in-app notifications. These report-based notifications are configurable, and optimized for viewing on mobile devices. In addition to getting notifications in email, users can also view in-app notifications, for example by

  • Clicking the Notifications icon in the global header and opening a notification

  • Going to the Worklist: Notifications and Approvals work area and opening a notification

  • Clicking the In-App Notification link at the end of an email notification

Such business flows include the following HCM workflow tasks:

  • Absence recording approvals

  • Discretionary disbursement approvals

  • Donation approvals

  • Profile management

  • Profile approvals

  • Goal management

  • Goal approvals

  • Career development

  • Feedback

  • Performance management

  • Performance document approvals

  • Talent review

  • Add assignment

  • Add contact

  • Add contingent worker

  • Add nonworker

  • Add pending worker

  • Add terms

  • Approve time cards

  • Change assignment

  • Change manager

  • Change work schedule

  • Change working hours

  • Create contracts

  • Document records

  • Manage areas of responsibility

  • Manage checklists

  • Manage directs

  • Employment

  • Manage grades

  • Manage grade ladders

  • Manage grade rates

  • Manage jobs

  • Manage locations

  • Manage organizations

  • Manage positions

  • Work relationship

  • New hire

  • Person external identifiers

  • Person notes

  • Personal information

  • Promotion

  • Share information

  • Termination

  • Transfer

Process Overview

The process to generate email and in-app notifications is the same as generating other types of report output. The process involves various types of objects in the business intelligence catalog, including data models, subtemplates, style templates, and reports.

This figure shows how these BI objects work together to generate the notification content.

BI Publisher objects, including data model, subtemplate,
style template, layout template, and report, working together to generate
HTML output for workflow notifications.
  • Data Sources: Store the attributes and attribute values for business objects and transactions in the application (example of data sources being transaction tables)

  • Data Model: Determines which attributes from data sources are available to be included in the notification and how that data is retrieved

  • Subtemplate: Provides common components, for example a branding logo and buttons, that can be reused in multiple reports

  • Style Template: Provides styles such as the type of lines and fonts to use in tables, or the font type, size, and color to use for headings

  • Report: Contains a layout template that determines:

    • Which attributes appear in the notification, from the data model used for the report

    • What the notification looks like, leveraging components from the subtemplate and styles from the style template used for the report

  • HTML: Is the output generated from the report

  • Email Notification: Has the HTML output embedded in the email body

  • In-App Notification: Has the HTML output embedded in the application UI

Each workflow task with configurable notifications has a corresponding predefined report in the BI catalog. For example, the goal management approval notifications report contains the PerformanceGoalApprovalNotificationsReport layout template and uses the PerformanceGoalApprovalNotificationsDM data model. The generated output is included in emails that are sent to users for goal approval.

Notification Modifications

After you enable configurable email and in-app notifications, the predefined reports and related objects in the BI catalog work by default. The report-based notifications provide the same information as the standard notifications, but in a format optimized for mobile devices. If you must modify the notifications, you can edit copies of the predefined reports and data models, but not the style template. You proceed as you would to edit any report or data model in the catalog, for example:

  1. Find a predefined report for goal approvals in the business intelligence catalog.

  2. Use the Customize option to create a copy of the report that's linked to the original.

  3. Edit the copied report layout template.

For more information about configuring reports, see Oracle Human Capital Management Cloud Creating and Administering Analytics and Reports. You should get familiar with reports and BI Publisher in general before configuring workflow email and in-app notifications. Aspects specific to email and in-app notifications include:

  • You use only the Template Builder for Word add-in to configure the .rtf template in Microsoft Word. You don't use the layout editor or other tools available for configuring report layout.

  • You usually edit a copy of predefined layout templates, rather than create reports or layout templates.

Security

To configure reports and data models for email and in-app notifications, you must have one of these duty roles or privilege:

  • BI Platform Administrator duty role

  • Publisher Data Model Developer duty role

  • Manage BI Publisher Template privilege

Set Up Profile Options for Configurable Workflow Notifications

You configure profile options to specify the HCM applications that use the BI Publisher reports rather than the default FYI and approval notifications. To use BI Publisher reports rather than the default workflow and approval notifications, you need to:

  • Configure profile options for email and in-app notifications to specify the HCM applications that use the BI Publisher reports.

  • Download and install the Template Builder for Word add-in.

You configure profile options using the Manage Administrator Profile Values task in the Setup and Maintenance work area. The application will always first check individual product profile values and only then the family-level profile option. If both are specified then the product-level profile option takes precedence over the family-level profile option. Let's look how to configure these profile options

  1. In the Setup and Maintenance work area, go to the Manage Administrator Profile Values task.

  2. Search and select the profile option.

  3. Click New to add a new profile value.

  4. Select profile level as Site.

  5. Enter True in the Profile Value field

  6. Click Save and Close.

This table shows the profile option codes that determine which business processes use BI Publisher templates for email notifications. It also describes the effect of each code.

Business Processes Profile Option Code Profile Display Name Effect

All Absence Management

BIP_EMAIL_NOTIFICATION_HCM_ANC

BI Publisher Notifications Enabled for Absence Management

The application first checks this setting. If set to true, all Absence Management business processes that can use BI Publisher reports for workflow notifications use them.

All Compensation

BIP_EMAIL_NOTIFICATION_HCM_COMPENSATION

BI Publisher Notifications Enabled for Compensation

The application first checks this setting. If set to true, all Compensation business processes that can use BI Publisher reports for workflow notifications use them.

All Global Human Resources

BIP_EMAIL_NOTIFICATION_HCM_PER

BI Publisher Notifications Enabled for Global Human Resources

The application first checks this setting. If set to true, all Global Human Resources business processes that can use BI Publisher reports for workflow notifications use them.

All Recruiting

BIP_EMAIL_NOTIFICATION_HCM_IRC

BIP_EMAIL_NOTIFICATION_IRC_PRODUCT_LEVEL

The application first checks this setting. If set to true, all Recruiting business processes that can use BI Publisher reports for workflow notifications use them.

All Talent Management

BIP_EMAIL_NOTIFICATION_HCM_TALENT

BI Publisher Notifications Enabled for Talent Management

The application first checks this setting. If set to true, all Talent Management business processes that can use BI Publisher reports for workflow notifications use them.

All Time and Labor

BIP_EMAIL_NOTIFICATION_HCM_HXT

BIP_EMAIL_NOTIFICATION_HCM_HXT

The application first checks this setting. If set to true, all Time and Labor business processes that can use BI Publisher reports for workflow notifications use them.

All Work Life

BIP_EMAIL_NOTIFICATION_HCM_WLF

BI Publisher Notifications Enabled for Work Life

The application first checks this setting. If set to true, all Work Life business processes that can use BI Publisher reports for workflow notifications use them.

All HCM

BIP_EMAIL_NOTIFICATION_HCM

BIP EMAIL NOTIFICATION PER FAMILY LEVEL

The application checks this setting next. If set to true, all HCM business processes that can use BI Publisher reports for workflow notifications use them.

This table shows the profile option codes that determine which business processes use BI Publisher templates for in-app notifications. It also describes the effect of each code.

Business Processes Profile Option Code Profile Display Name Effect

All Absence Management

BIP_ONLINE_NOTIFICATION_HCM_ANC

BIP_ONLINE_NOTIFICATION_HCM_ANC

The application first checks this setting. If set to true, all Absence Management business processes that can use BI Publisher reports for in-app notifications use them.

All Compensation

BIP_ONLINE_NOTIFICATION_HCM_COMPENSATION

BI Publisher Worklist Notifications Enabled for Compensation

The application first checks this setting. If set to true, all Compensation business processes that can use BI Publisher reports for in-app notifications use them.

All Global Human Resources

BIP_ONLINE_NOTIFICATION_HCM_PER

BI Publisher Worklist Notifications Enabled for Global Human Resources

The application first checks this setting. If set to true, all Global Human Resources business processes that can use BI Publisher reports for in-app notifications use them.

All Goal Management

BIP_ONLINE_NOTIFICATION_HCM_GOALS

BI Publisher Worklist Notifications Enabled for Goals and Career Management

The application first checks this setting. If set to true, all Goal and Career Management business processes that can use BI Publisher reports for in-app notifications use them.

All Recruiting

BIP_ONLINE_NOTIFICATION_HCM_IRC

BIP_ONLINE_NOTIFICATION_IRC_PRODUCT_LEVEL

The application first checks this setting. If set to true, all Recruiting business processes that can use BI Publisher reports for in-app notifications use them.

All Talent Management

BIP_ONLINE_NOTIFICATION_HCM_TALENT

BI Publisher Worklist Notifications Enabled for Talent Management

The application first checks this setting. If set to true, all Talent Management business processes that can use BI Publisher reports for in-app notifications use them.

All Time and Labor

All Time and Labor

BI Publisher Worklist Notifications Enabled for Time and Labor

The application first checks this setting. If set to true, all Time and Labor business processes that can use BI Publisher reports for in-app notifications use them.

All Work Life

BIP_ONLINE_NOTIFICATION_HCM_WLF

BI Publisher Worklist Notifications Enabled for Work Life

The application first checks this setting. If set to true, all Work Life business processes that can use BI Publisher reports for in-app notifications use them.

All HCM

BIP_ONLINE_NOTIFICATION_HCM

BI Publisher Worklist Notifications Enabled for Human Capital Management

The application checks this setting next. If set to true, all HCM business processes that can use BI Publisher reports for workflow notifications use them.

For configurable email notifications, make sure that the email domain setup is correct in BI Publisher so that the emails get sent.

Apply Changes to Workflow Notifications Soon After Upload

Configurable workflow notifications are refreshed every 24 hours so that they perform better for your users. But when you're making changes to reports, subtemplates, or data models, you can apply your changes sooner so they're available for testing. Create profile options to control when notifications reflect your changes after you upload them to the BI catalog. When you're done configuring notifications, use the same profile options to turn the refresh back to every 24 hours, to optimize performance. But even if you don't, the refresh automatically resets to 24 hours when it's been more than eight hours since you set the profile options.

Note: The refresh applies only to changes uploaded to the BI catalog and the actual notifications that are then sent out with your changes. You can always preview changes to layout templates while you're editing in Microsoft Word or view the report in BI Publisher.

Create Profile Options to Control the Refresh

Your profile options can apply to all workflow tasks, a product family, or a product. Based on the scope you want, your profile option must have a profile option code that follows a certain format.

Scope Profile Option Code Examples

Global

BIP_CLIENT_REFRESH_TIME

BIP_CLIENT_REFRESH_TIME

Product Family

BIP_CLIENT_REFRESH_TIME_<FAMILY>

  • BIP_CLIENT_REFRESH_TIME_FIN

  • BIP_CLIENT_REFRESH_TIME_HCM

  • BIP_CLIENT_REFRESH_TIME_PRC

  • BIP_CLIENT_REFRESH_TIME_PRJ

  • BIP_CLIENT_REFRESH_TIME_SCM

Product

BIP_CLIENT_REFRESH_TIME_<FAMILY>_<PRODUCT>

  • BIP_CLIENT_REFRESH_TIME_FIN_AP

  • BIP_CLIENT_REFRESH_TIME_HCM_PER

  • BIP_CLIENT_REFRESH_TIME_PRC_PON

  • BIP_CLIENT_REFRESH_TIME_PRJ_PJE

  • BIP_CLIENT_REFRESH_TIME_SCM_EGO

The profile options with a smaller scope take precedence. For example, you have profile option A with a global scope and profile option B with a product scope. If you're currently configuring notifications for a particular product, use profile option B to adjust the refresh time just for that product. But based on profile option A, the refresh is still at 24 hours for all other configurable notifications in all other products. Profile option B takes precedence over profile option A only for that one product.

Tip: To find the product family or product code, go to the Setup and Maintenance work area. Use the Manage Taxonomy Hierarchy task in the Application Extensions functional area for any offering. In the hierarchy, expand the root node and then the Oracle Fusion node. Find the row for the family or product and look in the Module Key column for the code.

Now you're ready to create your profile options!

  1. In the Setup and Maintenance work area, go to the Manage Applications Core Profile Options task in the Application Extensions functional area for your offering.

  2. On the Manage Applications Core Profile Options page, click the New icon.

  3. On the Create Profile Option page, enter the profile option code in the format that corresponds to the scope you want.

  4. Enter a display name that you can easily remember to help you find the profile option later.

  5. From the Application list, select Oracle Middleware Extensions for Applications.

  6. From the Module list, select Application Core.

  7. Specify a start date.

  8. Click Save and Close.

  9. On the Manage Applications Core Profile Options page, make sure your new profile option is selected in the Search Results: Profile Options subsection.

  10. In the <Profile Option>: Profile Option Levels subsection, select the Enabled and Updatable check boxes for the Site level.

  11. Save your work.

Set the Refresh Interval

In the Setup and Maintenance work area, go to the Manage Applications Core Administrator Profile Values task in the Application Extensions functional area. Set your profile option at the Site level and enter 15 or higher for the refresh interval in minutes. For example, if you enter 15, then your changes are applied to notifications 15 minutes after you upload to the BI catalog.

Caution: Make sure to enter a whole number.

When you're done making and testing your changes, set the profile option back to 1440, which is 24 hours in minutes. If you forget and leave your profile option as is for longer than eight hours, don't worry! At that point, the profile option resets itself back to 1440 minutes.

Templates and Data Models Used for HCM Notifications Based on Reports

You can configure Oracle Business Intelligence (BI) Publisher reports to send notifications (email and in-app) for some HCM workflow tasks. Each business process uses different BI Publisher templates and data models for the email and in-app notifications.

Templates and Associated Data Models

This table shows the BI Publisher templates and the associated data models that are available for each business process.

Business Process Template (Data Model)

Career Development

CareerDevelopmentApprovalFYIReport (CareerDevelopmentApprovalNotificationDM)

CareerDevelopmentApprovalReport (CareerDevelopmentApprovalNotificationDM)

CareerDevelopmentFYINotification (CareerDevelopmentFyiDM)

Feedback

NoteSentToManagerReport (PersonNotes)

NoteSentToWorkerReport (PersonNotes)

Goal Management

PerformanceGoalApprovalNotificationsReport (PerformanceGoalApprovalNotificationsDM)

PerformanceGoalNotificationsReport (PerformanceGoalNotificationsDM)

Performance Management

PerformanceApprovalNotificationsReport (PerformanceApprovalDM)

PerformanceFyiNotificationsReport (PerformanceFYIDM)

Profile Management

ProfileChangeNotificationReport (ProfileChangeNotification)

ProfilesApprovalNotificationFYIReport (ProfilesApprovalNotificationDM)

ProfilesApprovalNotificationReport (ProfilesApprovalNotificationDM)

Talent Review

TalentCalibFYIReport (TalentCalibFYIDM)

Time and Labor

ApprovalEmailNotification (ApprovalEmailNotification)

Workforce Deployment

AddAssignmentReport (EmploymentCreateProcesses)

AddContactReport (AddContact)

AddCWKReport (EmploymentCreateProcesses)

AddNWKReport (EmploymentCreateProcesses)

AddPWKReport (EmploymentCreateProcesses)

AddTermsReport (EmploymentCreateProcesses)

AddWorkRelationshipReport (EmploymentCreateProcesses)

AssignmentChangeReport (EmploymentUpdateProcesses)

CancelWorkRelationshipReport (EmploymentWRProcesses)

ChangeLegalEmployerReport (EmploymentCreateProcesses)

ChangeLocationReport (EmploymentUpdateProcesses)

ChangeManagerReport (EmploymentUpdateProcesses)

ChangeSalaryReport (ChangeSalary)

ChangeWorkHoursReport (EmploymentUpdateProcesses)

CreateGradeLadderReport (ManageGradeLadders)

CreateGradeRateReport (ManageGradeRates)

CreateGradeReport (ManageGrades)

CreateJobReport (ManageJobs)

CreateLocationReport (ManageLocations)

CreateOrganizationReport (ManageOrganizations)

CreatePositionReport (ManagePositions)

DeleteGradeLadderReport (ManageGradeLadders)

DeleteGradeRateReport (ManageGradeRates)

DeleteGradeReport (ManageGrades)

DeletePositionReport (ManagePositions)

EligibleJobsReport (EmploymentUpdateProcesses)

ExternalIdentifierReport (ExternalIdentifier)

ManageDirectsReport (EmploymentUpdateProcesses)

ManageDorReport (ManageDOR)

ManageEmploymentReport (EmploymentUpdateProcesses)

ManageWorkRelationshipReport (EmploymentWRProcesses)

NewHireReport (EmploymentCreateProcesses)

NoteSentToManagerReport (PersonNotes)

NoteSentToWorkerReport (PersonNotes)

NotifyCopyConflictReport (EmploymentWRProcesses)

NotifyDeleteConflictReport (EmploymentWRProcesses)

NotifyMultipleConflictReport (EmploymentWRProcesses)

NotifyWithdrawConflictReport (EmploymentWRProcesses)

PersonalInformationReport (PersonalInformation)

PersonalInformation_AddressReport (PersonalInformation)

PersonalInformation_BiographicalReport (PersonalInformation)

PersonalInformation_CitizenshipReport (PersonalInformation)

PersonalInformation_CommunicationReport (PersonalInformation)

PersonalInformation_ContactRelationshipReport (PersonalInformation)

PersonalInformation_DemographicReport (PersonalInformation)

PersonalInformation_DisabilityReport (PersonalInformation)

PersonalInformation_DriversLicenseReport (PersonalInformation)

PersonalInformation_NameReport (PersonalInformation)

PersonalInformation_PassportReport (PersonalInformation)

PersonalInformation_VisaPermitReport (PersonalInformation)

PromotionReport (EmploymentUpdateProcesses)

ResponsibilityInfoFYIReport (ManageAOR)

ResponsibilityInfoReport (ManageAOR)

ShareInfoApprovalFYIReport (ShareInformation)

ShareInfoApprovalReport (ShareInformation)

ShareInfoFYIReport (ShareInformation)

ShareInfoRejectFYIReport (ShareInformation

TerminationReport (EmploymentWRProcesses)

TransferReport (EmploymentUpdateProcesses)

UpdateGradeLadderReport (ManageGradeLadders)

UpdateGradeRateReport (ManageGradeRates)

UpdateGradeReport ((ManageGrades))

UpdateJobReport (ManageJobs)

UpdateLocationReport (ManageLocations)

UpdateOrganizationReport (ManageOrganizations)

UpdatePositionReport (ManagePositions)

ChecklistWelcomeReport (ChecklistWelcomeDataModel)

TaskActionRequiredReport (TaskNotificationDataModel)

TaskFYIReport (TaskNotificationDataModel)

Best Practices for Layouts in Workflow Notifications

Predefined workflow notifications based on report layout templates all follow a general format. When you edit a copy of these layout templates in Microsoft Word, follow the predefined layout as closely as possible for consistency. Also keep in mind shared components and mobile considerations.

General Structure

In general, the workflow notifications contain a set of components that are displayed in a certain order.

The callouts in this figure identify the email notification components listed in the following table.

Example of a workflow email notification with callouts
to identify the various components

The callouts in this figure identify the in-app notification components listed in the following table. In addition to describing each component, the table also indicates if the component appears in the email notification, in-app notification, or both.

Example of a workflow in-app notification with
callouts to identify the various components
Callout Component Notification Type

1

Buttons with the primary actions to take on the task, such as Approve and Reject. These buttons aren't part of the configurable, report-based notification content.

In-app

2

Notification header listing key attributes of the workflow task and the associated transaction.

Both

3

Buttons for the primary actions to take on the task, such as Approve and Reject.

Email

4

Notification body that usually includes transaction and line level details, displayed in tables or sets of attributes with corresponding values. The data model for the report restricts the total number of rows displayed in some of the tables. If the limit is exceeded, the table footer provides a link to the transaction details page, where users can view all the rows. To change this limit, you can edit a copy of the data model.

Both

5

Approval history, including any attachments that users in the history uploaded for the task. You can't edit the approval history component, which usually appears in the body of only email notifications. For in-app notifications, you can usually view the history by clicking the Actions button and selecting History.

Email (or both, in rare cases)

6

Buttons for the primary actions again.

Email

7

A link to the corresponding transaction page, and another link to the in-app notification.

Email

When you modify notifications, try to keep to this general structure and don't remove essential elements such as the action buttons. Likewise, don't change the styles in your layout template. The predefined style template should still apply to your notification; don't edit a copy of the style template and apply that to your notification.

To add components to your notification, for example another table, consider first downloading another style template from My Oracle Support. This template contains Quick Parts content that you can use in Word when you do more advanced work on layout templates. For example, from the Quick Parts gallery, you can select and add the table that's consistent in format with predefined tables already on your notification.

By default, the components that you add in the layout template appear in both email and in-app notifications, where available. You can add conditions to explicitly make a particular element, for example a field, appear only in one type of notification and not the other.

Shared Components

A predefined subtemplate in the business intelligence (BI) catalog applies to all predefined layout templates for workflow notifications. The subtemplate contains components that are shared among the notifications, for example:

  • Branding logo, if you add one to the subtemplate, which would appear as the first component in the email body. The logo appears in email notifications only.

  • Action buttons in email notifications.

  • Links at the end of the email notification, one to the corresponding transaction page, and another to the in-app notification.

When you make a copy of a predefined layout template to edit, the copy automatically inherits the same predefined subtemplate. To edit these shared components, make a copy of the predefined subtemplate, edit the copied version, and apply it to your own layout templates.

Mobile Considerations

Because users can view the workflow notifications on mobile devices, always consider mobile first and keep the notifications as simple as possible. For example:

  • Don't put too much content horizontally, such as too many columns in tables.

  • Keep all text, including attributes and column headings, as short as possible.

  • Center align lists of attributes and their values, if they appear outside tables.

Make sure to test your email notifications on mobile devices.

Add a Branding Logo and Change Other Shared Components in Workflow Notifications

A predefined subtemplate contains common components for all workflow notifications based on predefined report layouts. For example, the subtemplate has a place for you to add a branding logo, which would appear at the beginning of email notifications. You can modify other shared components so that the same changes apply to your notifications. For example, for email notifications, you can also change the text on action buttons, or the text of the links that appear at the end of emails.

Note:
  • You must edit a copy of the subtemplate in the Custom folder of the business intelligence (BI) catalog. Don't directly update the predefined subtemplate.

  • The exact steps can vary depending on your version of Microsoft Word.

Modifying Shared Components in the Subtemplate

To edit a copy of the predefined subtemplate that contains the shared components:

  1. Click Navigator > Reports and Analytics.

  2. Click the Browse Catalog icon.

  3. In the BI catalog (the Folders pane), expand Shared Folders > Common Content > Templates.

  4. For Workflow Notification Subtemplate, click More and select Customize.

    If you're not using the Customize option:

    1. Click Copy in the toolbar with Workflow Notification Subtemplate selected.

    2. In the BI catalog, expand Shared Folders > Custom > Common Content > Templates. Create a Templates folder in this location if it doesn't exist.

    3. Click Paste in the toolbar.

    4. Click the Edit link for the copied subtemplate.

    All reports using the predefined subtemplate are automatically redirected to point to your subtemplate in the Custom folder. This applies:

    • To all reports, predefined or not

    • No matter if you copy and paste the subtemplate or use the Customize option

    • Only if your subtemplate has the same name and relative file path within Custom as the predefined subtemplate

  5. In the Templates section, click the link in the Locale column.

  6. Save the subtemplate .rtf file to your computer.

  7. Open the .rtf file with Microsoft Word.

    • To add a logo, insert your own image in the subtemplate.

    • To change button or link text, edit the text accordingly. Make the same edits wherever that button or link text appears in the subtemplate.

      Caution: To ensure that your layout templates reflect these changes without additional rework, don't edit any other text in the subtemplate .rtf file.
  8. Update Word options to ensure that existing links remain intact in the subtemplate.

    1. Click File > Options > Advanced.

    2. In the Word Options dialog box, click Web Options in the General section.

    3. In the Web Options dialog box, open the Files tab.

    4. Deselect the Update links on save check box.

  9. Save your changes in Word.

Uploading the Modified Subtemplate

To upload your subtemplate to the BI catalog:

  1. In the BI catalog, expand Shared Folders > Custom > Common Content > Templates.

  2. Click Edit for Workflow Notification Subtemplate.

  3. In the Templates section, click the Upload icon.

  4. Select your modified .rtf subtemplate and a locale, and click OK to overwrite the original subtemplate.

Use Quick Parts for Workflow Notifications

Use the Quick Parts feature in Microsoft Word to easily insert reusable pieces of formatted content. When you edit copies of predefined report layout templates for workflow notifications in Word, you can add predefined Quick Parts content to your .rtf file. For example, you can insert a table in a format that's consistent with predefined notifications. The predefined Quick Parts content is available in a style template .dotx file on My Oracle Support.

Note: The exact steps can vary depending on your version of Microsoft Word.

Prerequisites

To get the predefined Quick Parts content into your Quick Parts gallery:

  1. Open Configurable Workflow Notifications: Implementation Considerations (2215570.1) on My Oracle Support at https://support.oracle.com.

  2. Download the .dotx file and save it to your Microsoft Word template folder, for example C:\Users\<user name>\AppData\Roaming\Microsoft\Templates.

Also, to preview your layout template changes before uploading the .rtf file back to the business intelligence (BI) catalog:

  • Generate sample report data from the data model for the report that you're editing.

  • Download a local copy of the subtemplate that applies to the layout template.

Adding Quick Parts Content to Workflow Notifications

To insert content from the Quick Parts gallery into a layout template:

  1. In the BI catalog, find the predefined report with the layout template that you want to modify.

  2. For the report, click More and select Customize.

    If you're not using the Customize option:

    1. Copy the predefined report and paste it in an appropriate subfolder within the Custom folder.

    2. Click the Edit link for the copied report.

  3. Click Edit for the layout template to insert Quick Parts content into, and save the .rtf file to your computer with a new file name.

  4. Open the .rtf file with Microsoft Word.

  5. Put your cursor where you want to insert new content.

  6. From the Insert tab on the ribbon, click Quick Parts within the Text group, and select the component to insert.

  7. Edit the inserted component as needed and add any other components.

  8. Save your changes in Word.

Previewing the Layout Template Changes

To preview your edits before uploading your layout template to the BI catalog:

  1. On the ribbon, open the BI Publisher tab and click Sample XML within the Load Data group to import sample data from the data model. Skip this step if you already loaded sample data.

  2. At the beginning of the document, replace the path with the location of the downloaded subtemplate file on your computer. For example, change <?import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to <?import:file:///C:/Template_Directory/FinFunWorkflowNotificationSub.rtf?>.

  3. From the BI Publisher tab on the ribbon, click HTML in the Preview group.

  4. If the preview reflects your changes as expected, then change the path back to the original location.

  5. Save your changes in Word.

Uploading the Modified Layout Template

To upload your layout template to the BI catalog after previewing the changes:

  1. Back in the BI catalog, click Edit for the report within the Custom folder, if that page isn't still open.

  2. Click the View a list link.

  3. Click the Create icon on the table toolbar.

  4. In the Upload or Generate Layout section, click Upload.

  5. Upload your edited .rtf file with a unique layout name.

  6. Back on the page for editing the report, click Delete for the layout template that you downloaded earlier.

  7. Click the Save Report icon.

Set Up Content to Appear in Only Email or In-App Workflow Notifications

For workflow tasks that have configurable email and in-app notifications, the same .rtf report layout template is used for both types of notifications. When you edit a copy of predefined templates in Microsoft Word to modify the notifications, you can make content conditional. For example, you can add an attribute from the data models used for the report, and set the attribute to appear only in in-app notifications.

The logo, action buttons, and links at the end of email notifications are predefined to appear only in emails, based on the subtemplate. The approval history is usually predefined to also appear in the body of only email notifications. Any conditional setting you apply to these components in the .rtf template won't override the predefined setup.

Prerequisites

Generate sample report data from the data model used for the report, and save the .xml file to your computer.

Defining Conditional Regions

To define a conditional region of content that appears only in email or in-app notifications:

  1. Open your .rtf report layout template in Microsoft Word.

  2. On the ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  3. Select the .xml file you downloaded to import sample data from the data model.

  4. In your .rtf document, select the content you want to make conditional.

  5. On the ribbon, click Conditional Region within the Insert group.

  6. In the Conditional Region dialog box, on the Properties tab, select BINDISONLINENOTIF from the Data field list in the General section. The values in this list come from the sample data you imported from the data model.

  7. Select Date/Text from the next list.

  8. In the Condition 1 section, select Equal to from the Data field list.

  9. In the corresponding text field, enter true for content to appear only in in-app notifications, or false for content to appear only in emails.

  10. Make sure that form fields containing the conditional logic are inserted around your selected content. The beginning form field, C, should be immediately before the conditional content, and the closing form field, EC, should be immediately after. Move the form fields as needed.

    Tip: To make sure you're looking at the correct form fields, double-click the C form field to open the Conditional Region dialog box and see the BINDISONLINENOTIF setting.
  11. Save your changes in Word.

Entering Conditional Code

If the data model for your report doesn't have the BINDISONLINENOTIF attribute, then:

  1. In your .rtf report layout template, put your cursor immediately before the content you want to make conditional.

  2. Enter the following code, which functions the same as the C form field:

    • <?if:BINDISONLINENOTIF='true'?> for in-app only

    • <?if:BINDISONLINENOTIF='false'?> for email only

  3. Put your cursor immediately after your conditional content.

  4. Enter <?end if?>, which functions the same as the EC form field.

  5. Save your changes in Word.

Securing In-App Notifications

In-app notifications are secured using data privileges so that only approvers with appropriate privileges can view or edit transactions.

You can secure approval notifications in these responsive employment flows using data privileges:

  • Edit Pending Worker

  • Work Relationship

  • Cancel Work Relationship

  • Employment Details

  • Employment Contract

  • Eligible Jobs

  • Additional Assignment Info

  • Manage Directs

  • Delete Assignment

  • Termination

  • Resignation

  • Reverse Termination

  • Withdraw Resignation

  • Correct Termination

Example of Securing In-App Notifications

Here's what approvers can access in the Work Relationship flow based on the privileges and functions assigned to them:

Approver Access View Access Edit Access

A1

A1 has only view access - PER_VIEW_WORK_RELATIONSHIP_DATA

A1 can view the current and proposed work relationship changes in the notification.

A1 can't edit the transaction.

A2

A2 is an HR Analyst and can view a worker's data, but has edit work relationship access only for department 1. A2 doesn't have access to the worker's department 2 assignment information.

A2 can view the current and proposed work relationship changes in the notification.

When A2 clicks Edit in the notification, an error message is displayed in the transaction page indicating A2 doesn't have access to the worker's assignment info.

A3

A3 is a line manager and has edit access but doesn't have access to a worker's assignment information.

A3 can't view the current and proposed work relationship change section in the in-app notification. An error message is displayed in the notification page indicating A3 doesn't have access to the worker's assignment info.

When A3 clicks Edit in the notification, an error message is displayed in the transaction page indicating A3 doesn't have access to the worker's assignment info.

A4

A4 has functional privilege and edit access to a worker's assignment information.

Functional Privilege: PER_EDIT_WORK_RELATIONSHIP

Data Privilege :PER_VIEW_WORK_RELATIONSHIP_DATA, PER_EDIT_WORK_RELATIONSHIP_DATA, PER_MANAGE_WORK_RELATIONSHIP_DATA

A4 can view the current and proposed work relationship changes in the notification

A4 can edit the transaction.

Configure Notifications in Career Development Using Reports

This example shows how to configure workflow email and in-app notifications for the career development business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

CareerDevelopmentFYINotification, for changes to worker development goal content

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Goal ID

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a career development notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your custom own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

  4. Click Catalog to open the Catalog page.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog to open the Catalog page.

  3. In the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under CareerDevelopmentFyiDM, click Edit to open the Diagram tab on the CareerDevelopmentFyiDM Data Model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the following attributes for an existing goal that are key attributes and enable you to pull in all the goal attributes:

    • GoalID

    • NotificationType

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export to open the Opening CareerDevelopmentFyiDM dialog box.

  9. Select Save File and click OK.

  10. Save the CareerDevelopmentFyiDM_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog to open the Catalog page.

  3. In the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under CareerDevelopmentFYINotification, click More, and then select Customize. A copy of the CareerDevelopmentFYINotification is created automatically in the Custom folder.

  5. On the CareerDevelopmentFYINotification page, under CareerDevelopmentFYINotification, click Edit.

  6. Save the template to your local drive with the name UpdatedCareerDevelopmentFYINotificationLayoutrtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify workflow email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedCareerDevelopmentFYINotificationLayout.rtf template in Microsoft Word with the Template Builder installed, if not already open. The document contains all notifications for the career development business process except approval notifications.

  2. Scroll to the notification with the header Development Goal Added.

  3. Place your curser at the end of the Development Goal Added header.

  4. Enter to Your Development Plan. The text now reads: Development Goal Added to Your Development Plan.

  5. Place the cursor at the end of the text PPERFORMERNAME added development goal GOAL_NAME for you..

  6. Enter a new sentence: You can access the goal to track your development.

  7. Save the document.

  8. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the CareerDevelopmentFyiDM)_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. At the top of the document, replace the path with the location of the downloaded subtemplate file on your computer. For example, change <? import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to <?import:file:C:///Template_Directory/Workflow Notification Subtemplate.rtf?>.

  5. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  6. If the preview reflects your changes as expected, then change the path back to the original location.

  7. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  8. Also in the Tools group, click Check Accessibility.

  9. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes that exist in the predefined data model. You will add the Goal ID and Category Meaning data model attributes to the template.
  1. Open the UpdatedCareerDevelopmentFYINotificationLayout.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the CareerDevelopmentFyiDM_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Scroll to the Development Goal Added notification.

  7. Place the cursor after the sentence: PPERFORMERNAME added development goal GOAL_NAME for you. and press the Enter key.

  8. On the new line, enter Goal ID:.

  9. Enter a space after Goal ID:

  10. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  11. In the DATA_DS folder, select PGOALID and click Insert. The field appears in the document.

  12. Click Close to return to the UpdatedCareerDevelopmentFYINotificationLayout.rtf template.

  13. Preview the template using the steps in the Previewing the Document task.

  14. Save and close the document.

  15. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog to open the Catalog page.

  3. In the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under CareerDevelopmentFYINotification, click Edit.

  5. On the CareerDevelopmentFYINotification Data Model page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated Career Development Notifications Template.

  8. In the Template File field, browse for the modified UpdatedCareerDevelopmentFYINotificationLayout.rtf template on your local drive, select the template, and click Open.

  9. On the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box.

  12. On the CareerDevelopmentFYINotification Data Model page, on the right side, click View a list to open the Layout page.

  13. In the row for the Updated Career Development Notifications Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Notifications in Goal Management Using Reports

This example shows how to configure workflow email and in-app notifications for the goal management business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

PerformanceGoalNotificationsReport, for updates to notifications about goal content

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Yes, for Goal ID and Goal Plan ID

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a goal management notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under Performance Goal Notifications Data Model, click Edit to open the Diagram tab on the Performance Goal Notifications Data Model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the following attributes for an existing goal that are key attributes and enable you to pull in all the goal attributes:

    • GoalID

    • NotificationType

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. In the Opening PerformanceGoalNotificationsDM dialog box, select Save File and click OK.

  10. Save the PerformanceGoalNotificationsDM_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under PerformanceGoalNotificationsReport, click More, and then select Customize. A copy of the PerformanceGoalNotificationsReport is created automatically in the Custom folder.

  5. On the PerformanceGoalNotificationsReport page, under PerformanceGoalNotificationsTemplate, click Edit.

  6. On the Opening PerformanceGoalNotifications.rtf dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name UpdatedPerformanceGoalNotifications.rtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify workflow email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedPerformanceGoalNotifications.rtf template in Microsoft Word with the Template Builder installed, if not already open. The document contains all notifications for the goal management business process.

  2. Scroll to the notification with the header Realign the Goal ALIGNED_GOAL_NAME Because the Goal GOAL_NAME was Canceled.

  3. Place the cursor in front of the Description header text.

  4. Enter Goal. The text now reads Goal Description.

  5. In the header Realign the Goal ALIGNED_GOAL_NAME Because the Goal GOAL_NAME was Canceled, place your cursor after Realign, enter Your, and delete the. The text now reads Realign Your Goal ALIGNED_GOAL_NAME Because the Goal GOAL_NAME was Canceled.

  6. Save the document.

  7. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the PerformanceGoalNotificationsDM_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. At the top of the document, replace the path with the location of the downloaded subtemplate file on your computer. For example, change <? import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to <?import:file:C:///Template_Directory/Workflow Notification Subtemplate.rtf?>.

  5. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  6. If the preview reflects your changes as expected, then change the path back to the original location.

  7. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  8. Also in the Tools group, click Check Accessibility.

  9. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes that exist in the predefined data model. You will add the Goal ID and Category Meaning data model attributes to the template.
  1. Open the UpdatedPerformanceGoalNotifications.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the PerformanceGoalNotificationsDM_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Scroll to the Aligned Goal Canceled notification.

  7. Place the cursor after Goal Name and press the Enter key.

  8. On the new line, enter Goal ID.

  9. Place the cursor after the data code GOAL_NAME and press the Enter key to enter a new line.

  10. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  11. In the GOALDETAILS folder, select GOAL_ID and click Insert. The field appears in the document.

  12. Place the cursor after the data code Goal Description and press the Enter key.

  13. On the new line, enter Goal Category.

  14. Place the cursor after the data code DESCRIPTION and press the Enter key to enter a new line.

  15. On the Field dialog box, in the GOALDETAILS folder, select CATEGORY_MEANING and click Insert. The field appears in the document.

  16. Click Close to return to the PerformanceGoalNotifications.rtf template.

  17. Preview the template using the steps in the Previewing the Document task.

  18. Save and close the document.

  19. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog

  3. On the Catalog page, in the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under the PerformanceGoalNotificationsReport, click Edit.

  5. On the Performance Goal Notifications Data Model page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated Performance Goal Notifications Template.

  8. In the Template File field, browse for the modified UpdatedPerformanceGoalNotificationsTemplate.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box and return to the Performance Goal Notifications Data Model page.

  12. On the right side of the page, click View a list to open the Layout page.

  13. In the row for the Updated Performance Goal Notifications Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Performance Management Notifications Using Reports

This example shows how to configure workflow email and in-app notifications for the performance management business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

PerformanceFyiNotificationsReport

Do I add prompts and headers to the template?

Yes

Do I add predefined data model attributes to the template?

Yes, for Evaluation ID

Which language do I use for the .rtf template?

English

Summary of the Tasks

Configure a performance management notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under PerformanceFyiNotificationsReport Data Model, click Edit to open the Diagram tab on the Performance Fyi NotificationsReport Data Model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the Evaluation ID of an actual performance evaluation in the EvaluationID field to pull in all the performance document attributes. The Evaluation ID is a key attribute that enables you to see all available data attributes. Leave any existing sample data in these fields for any other fields.

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. In the Opening PerformanceFYIDM dialog box, select Save File and click OK.

  10. Save the PerformanceFYIDM.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under PerformanceFyiNotificationsReport, click More, and then select Customize. A copy of the PerformanceFyiNotificationsReport is created automatically in the Custom folder.

  5. On the PerformanceFYINotificationsReport page, under PerformanceFyiNotificationsReport, click Edit.

  6. On the Opening PerformanceFyiNotificationsReport .rtf dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name UpdatedPerformanceFyiNotificationsReport.rtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify workflow email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedPerformanceFYINotifications.rtf template in Microsoft Word with the Template Builder installed, if not already open. The document contains all notifications for the performance management business process.

  2. Scroll to the Performance Document Reopened notification.

  3. Select the Performance Document Reopened header text.

  4. Change the text to Your Manager Reopened Your Performance Document.

  5. Scroll to the body text MGR_NAME reopened your performance document CUSTOMARY_NAME and place your cursor after the period.

  6. Enter You can continue your evaluation.

  7. Scroll to the Review Period text.

  8. Place the cursor right before Review Period. Enter Performance Document. The text now reads Performance Document Review Period. (For TR, using Meeting Date - Enter Talent Review. The text now reads Talent Review Meeting Date.)

  9. Save the document.

  10. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the PerformanceFYIDM_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  5. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  6. Also in the Tools group, click Check Accessibility.

  7. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes that exist in the predefined data model.
  1. Open the UpdatedPerformanceFYINotifications.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the PerformanceFYIDM_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Scroll to the Performance Document Reopened notification.

  7. Place the cursor after Review Period and press the Enter key.

  8. On the new line, enter Person ID.

  9. Place the cursor after the data code REVIEW_PERIOD_NAME and press the Enter key to create a new line.

  10. On the BI Publisher menu bar, in the Insert section, click the 123 Field button to open the Field dialog box.

  11. In the PERSON_DETAILS folder, select PERSON_ID and click Insert. The field appears in the document.

  12. Place the cursor after the Person ID text you entered in step 8 and press the Enter key.

  13. On the new line, enter Current Date.

  14. Place the cursor after the data code PERSON_ID you added in step 11 and press the Enter key to add a new line.

  15. In the DATA_DS folder, select PCURRENTDATE and click Insert. The field appears in the document.

  16. Click Close to return to the PerformanceFYINotifications.rtf template.

  17. Preview the template using the steps in the Previewing the Document task.

  18. Save and close the document.

  19. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report to the Oracle BI Publisher Server

You must perform this task to use the customized template for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog

  3. On the Catalog page, in the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under the PerformanceFYIDM, click Edit.

  5. On the PerformanceFyiNotificationsReport page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated Performance FYI Notifications Report Template.

  8. In the Template File field, browse for the modified UpdatedPerformanceFyiNotificationsReport.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box and return to the Performance FYI Notifications Data Model page.

  12. On the right side of the page, click View a list to open the Layout page.

  13. In the row for the Updated Performance FYI Notifications Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Profile Management Notifications Using Reports

This example shows how to configure workflow email and in-app notifications for the profile management business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

ProfileChangeNotificationReport, for changes to worker profile content

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Yes, for Content Type Name

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a profile management notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your custom own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

  4. Click Catalog to open the Catalog page.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog to open the Catalog page.

  3. In the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under ProfileChangeNotification, click Edit to open the Diagram tab on the Profile Change Data Model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the following attributes for an existing worker profile that are key attributes and enable you to pull in all the available profile attributes for changes to worker profile content data:

    • Context Name

    • Profile Item Id

    • Content Item Name

    • Profile Name

    • Content Item Id

    • Content Type Id

    • Notification Name

    Leave any existing sample data in these fields for any other fields.

    Note: To configure a template for worker job profile interest, use the following key attributes:
    • Image Person Id

    • Person Id

    • Job Profile Id

    • Profile Interest Id

    • Notification Name

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. Save the ProfileChangeNotification_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under ProfileChangeNotificationReport, click More, and then select Customize. A copy of the ProfileChangeNotificationReport is created automatically in the Custom folder.

  5. On the ProfileChangeNotificationReport page, under ProfileChangeNotificationReport, click Edit.

  6. On the Opening ProfileChangeNotificationReport.rtf dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name UpdatedProfileReport.rtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify workflow email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedProfileReport.rtf template in Microsoft Word with the Template Builder installed, if not already open. The document contains all notifications for the profile management business process that involve changes to worker profile content or job profile interest data. It doesn't include approval notifications.

  2. Scroll to the notification with the header CONTENT_TYPE_NAME Added.

  3. Place the cursor at the end of the text A competency was added to PPROFILENAME talent profile by PLOGGEDINPERSONNAME.

  4. Enter to fulfill update job requirements..

  5. Place your cursor in front of the label Competency, and enter New.

  6. Save the document.

  7. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the ProfileChangeNotification_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. At the top of the document, replace the path with the location of the downloaded subtemplate file on your computer. For example, change <? import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to <?import:file:C:///Template_Directory/Workflow Notification Subtemplate.rtf?>.

  5. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  6. If the preview reflects your changes as expected, then change the path back to the original location.

  7. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  8. Also in the Tools group, click Check Accessibility.

  9. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes that exist in the predefined data model. You will add the Content Type Name data model attribute to the template.
  1. Open the UpdatedProfileReport.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the ProfileChangeNotification_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Scroll to the CONTENT_TYPE_NAME Added notification.

  7. Place the cursor after Description and press the Enter key.

  8. On the new line, enter Content Type.

  9. Place the cursor after the data code DESCRIPTION_COMP and press the Enter key to create a new line.

  10. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  11. In the CONTENT_TYPES folder, select CONTENT_TYPE_NAME and click Insert. The field appears in the document.

  12. Click Close to return to the UpdatedProfileReport.rtf template.

  13. Preview the template using the steps in the Previewing the Document task.

  14. Save and close the document.

  15. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog to open the Catalog page.

  3. In the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under the ProfileChangeNotificationReport, click Edit.

  5. On the ProfileChangeNotification Data Model page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon to open the Upload Template File dialog box.

  7. In the Layout Name field, enter Updated Profile Notifications Template.

  8. In the Template File field, browse for the modified UpdatedProfileReport.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box.

  12. On the ProfileChangeNotification Data Model page, on the right side, click View a list to open the Layout page.

  13. In the row for the Updated Profile Notifications Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Notifications in Talent Review Using Reports

This example shows how to configure workflow email and in-app notifications for the talent review business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

TalentCalibFYIReport, for updates to notifications about talent review meetings

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Yes, for meeting date and meeting ID

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a talent review notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your custom own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under TalentCalibFYIDM, click Edit to open the Diagram tab on the Talent Calib FYI Data Model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the following attributes for an existing meeting that are key attributes and enable you to pull in all the meeting attributes:

    • MeetingId

    • ParticipantId

    • FYINotificationName

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. In the Opening TalentCalibFYIDM dialog box, select Save File and click OK.

  10. Save the TalentCalibFYIDM_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under TalentCalibFYIReport, click More, and then select Customize. A copy of the TalentCalibFYIReport is created automatically in the Custom folder.

  5. On the TalentCalibFYIReport page, under TalentCalibFYIReport, click Edit.

  6. On the TalentCalibFYIReport dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name UpdatedTalentCalibReport.rtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify workflow email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedTalentCalibReport.rtf report template using MS-Word. The document contains all notifications for the talent review business process.

  2. Scroll to the first notification with the header Talent Review Meeting Scheduled.

  3. Place the cursor after the You are invited to the talent review meeting MEETING_TITLE. Meeting details are listed in this notification. body text.

  4. Enter Ensure that you update content for your reports before the meeting.

  5. Place the cursor right in front of Meeting Date. Enter Talent Review. The text now reads Talent Review Meeting Date.

  6. Save the document.

  7. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the TalentCalibFYIDM_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  5. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  6. Also in the Tools group, click Check Accessibility.

  7. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes that exist in the predefined data model. You will add the Meeting Date and Meeting ID data model attributes to the template.
  1. Open the UpdatedTalentCalibReport.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the TalentCalibFYIDM_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Scroll to the first notification with the header Talent Review Meeting Scheduled.

  7. Place the cursor after Meeting Date and press the Enter key.

  8. On the new line, enter Meeting ID.

  9. Place the cursor after the data code MEETING_DATE and press the Enter key to create a new line.

  10. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  11. In the G_1 folder, select MEETING_ID and click Insert. The field appears in the document.

  12. Click Close to return to the UpdatedTalentCalibReport.rtf template.

  13. Preview the template using the steps in the Previewing the Document task.

  14. Save and close the document.

  15. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog to open the Catalog page.

  3. In the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under TalentCalibFYIReport, click Edit.

  5. On the TalentCalibFYIReport page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated Talent Review Notifications Template.

  8. In the Template File field, browse for the modified UpdatedTalentCalibReport.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box and return to the TalentCalibFYIDM Data Model page.

  12. On the right side of the page, click View a list to open the Layout page.

  13. In the row for the Updated Talent Review Notifications Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Workforce Deployment Notifications Using Reports

This example shows how to configure the promotion workflow email and in-app notification for the workforce deployment business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

PromotionReport, for updates to notifications about a worker's promotion

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Yes, for Person Type and Annual Salary

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a promotion notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under Promotion data model, click Edit to open the Diagram tab on the Promotion data model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the following attributes for the promotion that are key attributes and enable you to pull in all the goal attributes:

    • TransactionID

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. In the Opening Promotion_.xml dialog box, select Save File and click OK.

  10. Save the Promotion_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under PromotionReport, click More, and then select Customize. A copy of the PromotionReport is created automatically in the Custom folder.

  5. On the PromotionReport page, under PromotionReport, click Edit.

  6. On the Opening PromotionReportR11.rtf dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name UpdatedPPromotionReport.rtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedPromotionReportR11.rtf.rtf template in Microsoft Word with the Template Builder installed, if not already open. The document contains all notifications for the workforce deployment business process.

  2. Scroll to the notification with the header Promotion Details.

  3. Place the cursor in front of the Description header text.

  4. Enter Your. The text now reads Your Promotion Details.

  5. Scroll to the prompt Mail Stop. Replace Mail Stop with Post Office Box.

  6. Save the document.

  7. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails and in-app notification sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the PromotionReportDM_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. At the top of the document, replace the path with the location of the downloaded subtemplate file on your computer. For example, change <? import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to <?import:file:C:///Template_Directory/Workflow Notification Subtemplate.rtf?>.

  5. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  6. If the preview reflects your changes as expected, then change the path back to the original location.

  7. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  8. Also in the Tools group, click Check Accessibility.

  9. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes to data model. You will add the Person Type and Annual Salary data model attributes to the template.
  1. Open the UpdatedPerformanceGoalNotifications.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the Promotion_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Scroll to the Employee Details notification.

  7. Place the cursor after Name and press the Enter key.

  8. On the new line, enter Person Type.

  9. Place the cursor after the data code ParentEntityName and press the Enter key to enter a new line.

  10. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  11. In the EMPLOYEEDETAILS folder, select PERSON_TYPE and click Insert. The field appears in the document.

  12. Place the cursor after the data code Department and press the Enter key.

  13. On the new line, enter Annual Salary.

  14. Place the cursor after the data code Department and press the Enter key to enter a new line.

  15. On the Field dialog box, in the EMPLOYEEDETAILS folder, select ANNUAL_SALARY and click Insert. The field appears in the document.

  16. Click Close to return to the PromotionReportR11.rtf template.

  17. Preview the template using the steps in the Previewing the Document task.

  18. Save and close the document.

  19. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog

  3. On the Catalog page, in the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under the PromotionReport, click Edit.

  5. On the PromotionReport Data Model page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated Promotion Template.

  8. In the Template File field, browse for the modified Updated PromotionReportR11.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box and return to the PromotionReport page.

  12. On the right side of the page, click View a list to open the Layout page.

  13. In the row for the Updated Promotion Report Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Document Records Notifications Using Reports

This example shows how to configure the document records workflow email and in-app notification for the document records business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

ManageDorReport, for updates to notifications about a worker's document records

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Yes, for Person Name and Person Number

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a document record notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content> Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under ManageDOR data model, click Edit to open the Diagram tab on the ManageDOR data model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the following attributes for the document record that are key attributes and enable you to pull in all the attributes:

    • TransactionID

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. In the Opening ManageDOR_.xml dialog box, select Save File and click OK.

  10. Save the ManageDOR_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under ManageDorReport, click More, and then select Customize. A copy of the ManageDorReport is created automatically in the Custom folder.

  5. On the ManageDorReport page, under ManageDorReport, click Edit.

  6. On the Opening ManageDorReportR13.rtf dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name ManageDorReport.rtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the ManageDorReportR13.rtf template in Microsoft Word with the Template Builder installed, if not already open. The document contains all notifications for the workforce deployment business process.

  2. Scroll to the notification with the header New Document Record.

  3. Place the cursor in front of the Description header text.

  4. Enter Your. The text now reads Your New Document Record.

  5. Scroll to the prompt Issuing Authority. Replace Issuing Authority with Issuing Agency.

  6. Save the document.

  7. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails and in-app notification sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the ManageDorDM_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. At the top of the document, replace the path with the location of the downloaded subtemplate file on your computer. For example, change <? import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to <?import:file:C:///Template_Directory/Workflow Notification Subtemplate.rtf?>.

  5. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  6. If the preview reflects your changes as expected, then change the path back to the original location.

  7. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  8. Also in the Tools group, click Check Accessibility.

  9. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes to data model. You will add the Person Name and Person Number attributes to the template.
  1. Open the ManageDorReport.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the ManageDOR_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Place the cursor after the data code ParentEntityName and press the Enter key to enter a new line.

  7. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  8. In the PersonHeader folder, select PERSON_NAME and click Insert. The field appears in the document.

  9. Place the cursor after the data code PERSON_NAME and press the Enter key to enter a new line.

  10. In the PersonHeader folder, select PERSON_NUMBER and click Insert. The field appears in the document

  11. Click Close to return to the ManageDorReportR13.rtf template.

  12. Preview the template using the steps in the Previewing the Document task.

  13. Save and close the document.

  14. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under the ManageDorReport, click Edit.

  5. On the ManageDorReport Data Model page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated ManageDor Template.

  8. In the Template File field, browse for the modified Updated ManageDorReportR13.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box and return to the ManageDorReport page.

  12. On the right side of the page, click View a list to open the Layout page.

  13. In the row for the Updated ManageDor Report Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Checklist Notifications Using Reports

This example shows how to configure the checklist task workflow email and in-app notification for the workforce deployment business process using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

TaskFYIReport, for updates about a worker's checklist task

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Yes, for Task Contact Details

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a checklist notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate.rtf file to your computer.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under TaskNotification data model, click Edit to open the Diagram tab on the TaskNotification data model page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. Enter the following attributes for the checklist that are key attributes and enable you to pull in all the attributes:

    • TransactionID

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. In the Opening TaskNotification_.xml dialog box, select Save File and click OK.

  10. Save the TaskNotification_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under TaskFYIReport, click More, and then select Customize. A copy of the TaskFYIReport is created automatically in the Custom folder.

  5. On the TaskFYIReport page, under TaskFYIReport, click Edit.

  6. On the Opening TaskFYIReport.rtf dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name UpdatedTaskFYIReport.rtf to distinguish it from the original template.

Editing Prompts and Headers in the Template

To modify email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedTaskFYIReport.rtf.rtf template in Microsoft Word with the Template Builder installed, if not already open. The document contains all notifications for the workforce deployment business process.

  2. Scroll to the notification with the header FYI: Task.

  3. Place the cursor in front of the FYI: header text.

  4. Enter Checklist. The text now reads FYI: Checklist Task.

  5. Save the document.

  6. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails and in-app notification sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the TaskNotification_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. At the top of the document, replace the path with the location of the downloaded subtemplate file on your computer. For example, change <?import:xdoxsl:///Common Content/Templates/Workflow Notification Subtemplate.xsb?> to<?import:file:C:///Template_Directory/Workflow Notification Subtemplate.rtf?> .

  5. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  6. If the preview reflects your changes as expected, then change the path back to the original location.

  7. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  8. Also in the Tools group, click Check Accessibility.

  9. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes to data model. You will add the Task Contact Details data model attributes to the template.
  1. Open the UpdatedTaskFYIReport.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the TaskNotification_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Scroll to the Task Details notification.

  7. Place the cursor after Status and press the Enter key.

  8. On the new line, enter Task Contact Details.

  9. Place the cursor after the data code MEANING and press the Enter key to enter a new line.

  10. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  11. In the AllocatedTaskDetails folder, select CONTACT_DETAILS and click Insert. The field appears in the document.

  12. Click Close to return to the TaskFYIReport.rtf template.

  13. Preview the template using the steps in the Previewing the Document task.

  14. Save and close the document.

  15. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog

  3. On the Catalog page, in the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under the ChecklistReport, click Edit.

  5. On the TaskNotification Data Model page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated TaskFYIReport Template.

  8. In the Template File field, browse for the modified Updated TaskFYIReport.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box and return to the TaskFYIReport page.

  12. On the right side of the page, click View a list to open the Layout page.

  13. In the row for the Updated TaskFYI Report Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Configure Feedback Notifications Using Reports

This example shows how to configure workflow email and in-app notifications for feedback using Oracle Business Intelligence (BI) Publisher reports. You use Microsoft Word to edit the .rtf template used for notifications. You can modify the BI Publisher templates only if you have the BI Administrator role.

The following table summarizes key decisions for this scenario.

Decisions to Consider This Example

Which template do I update?

NoteSentToManager, for updates to notifications about feedback sent to managers

Do I add prompts and headers to the template?

Yes

Do I add data model attributes to the template?

Yes, for DISPLAY_NAME and WORKER_DISPLAY_NAME

Which language do I use for the .rtf template?

English (United States)

Summary of the Tasks

Configure a goal management notification by:

  1. Exporting the data model XML file.

  2. Downloading the report layout template.

  3. Editing prompts and headers in the template.

  4. Previewing the document.

  5. Adding data model attributes to the template.

  6. Uploading the modified report layout to the BI Publisher catalog.

If you only want to add or edit prompts and headers in the template, use tasks 1, 2, 3, 4, and 6. To only add data model attributes to the template, use tasks 1, 2, 4, 5, and 6.

Prerequisites

  1. Download and install the Oracle BI Publisher Desktop: http://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html.

  2. Download and install the Template Builder for Word to use Microsoft Word to edit the layout templates. To download, install, and set up Template Builder for Word, see Creating RTF Templates by Using BI Publisher 11g Template Builder for Word: http://www.oracle.com/webfolder/technetwork/tutorials/obe/fmw/bi/bip/tb4word/tbwordbip.htm.

  3. To preview the configured templates, download a local copy of the subtemplate that applies to your own report layout template:

    • Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

    • Click Catalog.

    • In the BI catalog, go to Shared Folders > Common Content > Templates for the predefined subtemplate.

    • Click Edit for Workflow Notification Subtemplate.

    • In the Templates section, click the link in the Locale column.

    • Save the subtemplate .rtf file to your computer.

Exporting the Data Model XML File

In this task, you export the XML file that includes the data model attributes predefined for the notifications. Perform this task to enable previewing your modified template. This task is also required if you intend to add data model attributes to the template.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management > Workflow Notifications and select Data Models to display the data models in the right pane.

  4. Under Person Notes, click Edit to open the Diagram tab on the PersonNotes page.

    Note: To ensure that all data sets include requested elements with null values in the output XML data, do the following:
    • In the Data Model section, select Properties.

    • In the Properties section, select Include Empty Tags for Null Elements.

    • In the Data Model section, select Data Sets.

    Note: To add data model attributes to the template, perform steps 5 and 6. Otherwise, skip to step 7.

  5. Click the Data tab.

  6. In the empty text field, enter the Note_ID for an existing feedback note to pull in all the feedback attributes.

  7. Click View to see the sample data in the report, and all the available attributes.

  8. Click Export.

  9. In the Opening PersonNotes dialog box, select Save File and click OK.

  10. Save the PersonNotes_.xml file to a local drive.

Downloading the Report Layout Template

In this task, you create a copy of the report layout template in the Custom folder, and download a copy of the template to your local hard drive to modify it.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator role to open the Oracle Business Intelligence Home page.

  2. Click Catalog.

  3. On the Catalog page, in the Folders section, expand Shared Folders > Human Capital Management and select Workflow Notifications to display the templates in the right pane.

  4. Under NoteSentToManagerReport, click More, and then select Customize. A copy of the NoteSentToManagerReport is created automatically in the Custom folder.

  5. On the NoteSentToManagerReport page, under NoteSentToManagerReport, click Edit.

  6. On the Opening NoteSentToManagerReport.rtf dialog box, select Save File and click OK to save the document to your local hard drive. Save the template with the name UpdatedNoteSentToManagerReport.rtf to distinguish it from the original template.

Editing the Template

To modify workflow email and in-app notifications, you edit a local copy of the .rtf report layout templates in Microsoft Word.
Note: The exact steps can vary depending on your version of Microsoft Word.
  1. Open the UpdatedNoteSentToManagerReport.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Place the cursor at the end of the text AUTHOR_DISPLAY_NAME added feedback about WORKER_DISPLAY_NAME.

  3. Enter recently.. The text now reads AUTHOR_DISPLAY_NAME added feedback about WORKER_DISPLAY_NAME recently.

  4. Place the cursor in front of the feedback code that includes <html2fo: NOTE_TEXT> and press the Enter key to add a line.

  5. Enter Check out this feedback:. When you preview the document, the feedback note appears below the text that you entered.

  6. Save the document.

  7. Proceed to the task Previewing the Document.

Previewing the Document

Before uploading the .rtf files to the business intelligence (BI) catalog, you should preview the output with the changes you made. You can avoid uploading a broken report that displays an error in the emails sent to users.
  1. In the Ribbon, open the BI Publisher tab and click Sample XML within the Load Data group.

  2. Browse to and select the PerformanceGoalNotificationsDM_.xml file you downloaded to import sample data from the data model.

  3. In the Data Loaded Successfully dialog box, click OK.

  4. From the BI Publisher tab in the Ribbon, click HTML in the Preview group.

  5. From the BI Publisher tab in the Ribbon, click Validate Template in the Tools group.

  6. Also in the Tools group, click Check Accessibility.

  7. Save your changes in Word.

Adding Data Model Attributes to the Template

In this task, you add to the report template attributes that exist in the predefined data model. You will add the DISPLAY_NAME and WORKER_DISPLAY_NAME data model attributes to the template.
  1. Open the UpdatedNoteSentToManagerReport.rtf template in Microsoft Word with the Template Builder installed, if not already open.

  2. Select the BI Publisher tab.

  3. In the Load Data section, click Sample XML.

  4. In the dialog box to select XML data that appears, browse to open the PersonNotes_.xml file you saved in the Exporting the Data Model XML File task and click Open.

  5. In the Data loaded successfully dialog box, click OK.

  6. Place the cursor after the code containing <html2fo: NOTE_TEXT> and press the Enter key twice to add two new lines.

  7. On the new line, enter Author Name:.

  8. On the BI Publisher tab, in the Insert section, click the 123 Field button to open the Field dialog box.

  9. In the AUTHORNAME folder, select DISPLAY_NAME and click Insert. The field appears in the document.

  10. Place the cursor after the data code DISPLAY_NAME and press the Enter key.

  11. On the new line, enter Worker Name:.

  12. On the Field dialog box, in the WORKERNAME folder, select WORKER_DISPLAY_NAME and click Insert. The field appears in the document.

    Note: Ensure that you don't alter or remove the code WORKER_DISPLAY_NAME or Online Notification that appear at the bottom of the template.

  13. Click Close to return to the UpdatedNoteSentToManagerReport.rtf template.

  14. Preview the template using the steps in the Previewing the Document task.

  15. Save and close the document.

  16. Proceed to the task Uploading the Modified Report Layout to the Oracle BI Publisher Catalog.

Uploading the Modified Report Layout to the Oracle BI Publisher Catalog

You must perform this task to use the modified report layout for notifications.
  1. Sign in to the Oracle Business Intelligence Publisher server with the BI Administrator Role to open the Oracle Business Intelligence Home page.

  2. Click Catalog

  3. On the Catalog page, in the Folders section, expand Shared Folders > Custom > Human Capital Management and select Workflow Notifications.

  4. Under NoteSentToManagerReport, click Edit.

  5. On the NoteSentToManagerReport Data Model page, on the right side of the page, click Add New Layout to open the page with the Create Layout and Upload or Generate Layout sections.

  6. In the Upload or Generate Layout section, click the Upload icon.

  7. In the Upload Template File dialog box, in the Layout Name field, enter Updated Feedback Notifications Template.

  8. In the Template File field, browse for the modified UpdatedNoteSentToManagerReport.rtf template on your local drive, select the template, and click Open.

  9. In the Upload Template File dialog box, from the Type list, select RTF Template.

  10. From the Locale list, select English (United States).

  11. Click Upload to open the Processing dialog box and return to the NoteSentToManagerReport Data Model page.

  12. On the right side of the page, click View a list to open the Layout page.

  13. In the row for the Updated Feedback Notifications Template, select the Default Layout check box.

  14. On the right side of the page, click the Save Report icon.

Workflow Task Life Cycle Setup

Define Where and How Users Can Act On Workflow Tasks

By default, users can act on workflow tasks from email notifications, their worklist, and anywhere else they get to the task. Also, users can add comments while updating the task outcome, for example to explain why they're rejecting something. Here are some of the things you can configure for any workflow task:

  • Set it up so that users can act on tasks only when they're in the application, not from emails.

  • Make it mandatory, optional, or not allowed to enter comments when approving or rejecting tasks. For example, you might require comments for auditing or regulatory purposes.

  • Require users to verify their identity before updating the task outcome from the application.

Here's how you go about it:

  1. In the Setup and Maintenance work area, go to Manage Task Configurations in the Application Extensions functional area. Or, depending on your offering, you might use a different functional area or another approval setup task.

  2. In BPM Worklist, on the Task Configuration tab, select the workflow task.

  3. Click the Edit task icon in the Tasks to be configured toolbar.

  4. Open the Configuration subtab.

  5. If you want users to update tasks only from the application, not from email, select the Perform update outcome only from task form check box in the Approval Pre-conditions section.

  6. To make comments required, optional, or not allowed when users approve or reject tasks, select an option for the Approve and Reject lists. For example, select the Required option for both Approve and Reject lists to make comments mandatory.

    Note:
    • These settings apply only to new tasks that are submitted after you finish these steps, not to tasks that are already in progress.

    • For in-app UIs, the validation applies right before the user approves or rejects. For example, let's say comments aren't allowed for approval. The user adds a comment and then do something else immediately to the task, like save, if such actions are available on the UI they're using. When they then click Approve, they won't get an error. If they add a comment and then immediately click Approve, they would get an error.

  7. Click the Access tab.

  8. Select a value for the Signature Policy list to determine what users need to do or not before updating the task outcome.

    • No Signature Required: Users don't need to verify their identify.

    • Password Required: Users need to enter a password or more, depending on the task.

  9. Click the Commit task icon on the Tasks to be configured toolbar when you're ready to roll out your changes.

Define When to Automatically Dismiss or Withdraw Workflow Tasks

For a workflow task to be purged and removed from users' worklists, it must have a final status, like Completed or Withdrawn. Tasks go from the Assigned status to the Completed status when the final assignee approves or rejects the tasks. For your information (FYI) tasks get a final status when assignees explicitly dismiss the tasks. If assignees don't do anything within a certain period of time that result in a final task status, the tasks are automatically dismissed (FYI tasks) or withdrawn (all other tasks).

When FYI Tasks Are Eligible to Be Automatically Dismissed

The FYI Notifications Expiration Period (FND_NOTIFICATION_EXP_PERIOD) profile option controls when FYI tasks are eligible to be automatically dismissed.

  1. In the Setup and Maintenance work area, go to the Manage Applications Core Administrator Profile Values task in the Application Extensions functional area.

  2. On the Manage Applications Core Administrator Profile Values page, leave the profile option with the default value of 7 at the Site level, or replace it with a different number.

The profile value represents the number of days after the FYI task is created. When assignees don't read or dismiss an FYI task within this many days after the task was created, the task is then eligible to get automatically dismissed.

When All Other Tasks Are Eligible to Be Automatically Withdrawn

All other tasks (the ones that aren't FYI) are eligible to be automatically withdrawn if both of these things happen:

  • The expiration settings for the particular task is set to Do Nothing on the Deadlines subtab, within the Task Configuration tab in BPM Worklist.

  • Assignees don't take action to send the task to a final status within 180 days after the task was created. This number is reflected in the Open Tasks Withdrawn After Number of Days field on the Application Preferences page, which you can open by clicking the Administration tab in BPM Worklist.

When Eligible Tasks Are Automatically Dismissed or Withdrawn

Now we know when tasks are eligible, but when are they actually dismissed or withdrawn automatically?

  • FYI tasks: A process runs every three days, starting the first day of each month. For example, it runs on May 1, 4, 7, and so on, and again on June 1 and every three days after. So, if you leave the FYI Notifications Expiration Period profile value at 7, depending on when the process runs, an FYI task can be automatically dismissed within seven to ten days after it's created. The process changes the task status from Assigned to Completed.

  • All other tasks: A process runs every three days, starting the second day of each month. For example, it runs on May 2, 5, 8, and so on, and again on June 2 and every three days after. The process changes the task status to Withdrawn.

How Workflow Tasks Are Archived and Purged

Workflow tasks with a final status of Completed, Errored, Expired, or Withdrawn can be archived and purged. In progress tasks with statuses like Assigned, Information Requested, or Suspended aren't eligible.

  • Archiving keeps a copy of the task data for audit, data retention or analysis, and other purposes.

  • Purging removes the completed tasks from users' worklists and permanently deletes the original data.

Archive

Tasks are automatically archived once a day without you having to set anything up. You can't change or stop this automatic archive, which includes all eligible tasks that aren't archived yet. These scheduled processes run in this order to get the daily archive done:

  • Extract Workflow Tasks for Archive

  • Process Translations for Workflow Tasks Archive

  • Upload Workflow Task Attachments for Archive

Here are some things to know about these processes:

  • All three scheduled processes must complete for tasks to get archived. But, as soon as the Extract Workflow Tasks for Archive is done, the tasks are available for purge.

  • Though unlikely, if you ever need to archive more frequently, you can use the Scheduled Processes work area to manually run these processes in the same order. Make sure one process finishes before you submit another.

    You have the option to set parameters for the Extract Workflow Tasks for Archive process. But let's say you leave the default with 50000 as the number of tasks in a batch and a maximum runtime of 120 minutes. That means the process will archive in batches of 50000 workflow tasks. If it's still running after two hours, the process finishes archiving the current batch and then stops. You can check the log file of the process to see how many tasks are included in the archive.

Archived data includes task details, approval history, comments, and attachments. How you view or use the archived data depends on the products you're using. For example, the data might be displayed in a table on a page, or available through a business intelligence subject area that you can select to create an analysis.

These are the database tables that store the archived data:

  • FND_BPM_TASK_B

  • FND_BPM_TASK_TL

  • FND_BPM_TASK_HISTORY_B

  • FND_BPM_TASK_HISTORY_TL

  • FND_BPM_TASK_ASSIGNEE

  • FND_BPM_TASK_COMMENT

  • FND_BPM_TASK_ATTACHMENT

Purge

Archived tasks that were last updated over 30 days ago are purged without you doing any setup. The purge runs daily at midnight. You can't change or stop this automatic purge.

After a task is purged, users can no longer find it in BPM Worklist or the Worklist: Notifications and Approvals work area. The task's approval history won't be available either. But, the tasks are still in the archive tables and available in analytics or anything else that reflects the archived data

You can add the Worklist: Notifications and Approvals region to My Dashboard, which is a blank dashboard by default. This region displays the workflow tasks assigned to the person using My Dashboard. After you add the Worklist region, select a value for the Welcome Dashboard Worklist Timeout Interval (ATK_HOME_PAGE_WORKLIST_TIMEOUT) profile option.

Adding the Region

To add the Worklist: Notifications and Approvals region to My Dashboard:

  1. Click Navigator > Others > My Dashboard.

  2. Click your user image or name in the global header, and select Edit Pages in the Administration menu group.

  3. Click the Add Content button where you want to place the region.

  4. Open the Application Content folder in the Add Content dialog box.

  5. Click Add for the Worklist: Notifications and Approvals item.

  6. Click Close.

  7. Save your work, and then click the Close button.

Defining the Timeout Interval

When users open My Dashboard and it contains the Worklist: Notifications and Approvals region, data for the region is retrieved. The Welcome Dashboard Worklist Timeout Interval profile option determines how long to continue retrieving before timing out and displaying no data. In the Setup and Maintenance work area, use the following:

  • Functional Area: Application Extensions

  • Task: Manage Application Toolkit Administrator Profile Values

Note: If you don't see this task, then make sure that the Application Toolkit Component Maintenance feature is enabled at the offering level in the Offerings work area.

On the Manage Application Toolkit Administrator Profile Values page, set the Welcome Dashboard Worklist Timeout Interval profile option.

  • If you don't set a value for this profile option, which is blank by default, then the region doesn't time out.

  • Retrieving data for the Worklist region affects the performance of My Dashboard as a whole. So, select a value for this profile option if your users have the Worklist region on My Dashboard and notice performance issues.

After the timeout, users can refresh the region to try retrieving the data again.

Monitor and Troubleshoot

Manage Workflow Transactions

After workflow tasks are created, it's helpful to keep track of them and jump in when you need to, especially when something goes wrong. If you have the appropriate roles, you can monitor and troubleshoot workflow tasks for others and for yourself. Use the Transaction Manager: Transactions page in the Transaction Console work area to manage transactions. A transaction is a business process that involves a workflow task.

Here are some of the things you can do:

  • Track transaction statuses and download spreadsheets with information about transactions.

  • Download and review diagnostic logs for transactions with errors. For example, you can see the conditions in the approval rules that might have caused the error.

  • Depending on what's going on with the transaction and what roles you have, you might be able to, for example, reassign or recover the transaction.

Find Transactions

Follow these steps:

  1. Click Navigator > Tools > Transaction Console.

  2. If you see tabs, make sure you're on the Transaction Summary tab.

  3. On the Transaction Manager: Transactions page, check the Last Refresh time stamp after the page title to see when the transaction statuses were last updated. Click the Refresh icon if needed. You can refresh any time as long as someone else didn't already start a refresh.

    • Also, the Refresh Transaction Administrator Console Transaction Status scheduled process automatically runs every hour to refresh the statuses. If you find that's not enough, you can submit the process to run on a more frequent schedule. Your process would run instead of the automatic hourly one.

    • If you open the details for a specific transaction (step 5), its status also refreshes and you see the latest on the details page.

  4. View the transactions with a status that matches the default Status filter, for example Failed. You can remove this filter to get results for all statuses. Or, use the search and filters to apply your own criteria, for example, to find transactions that are priority 1 or submitted by a specific person.

    • You can use the search to find results based on keywords in the Name or Process Name column, or specifically use the Name or Process Name filters. Name is the person or object the workflow task applies to, and the process reflects the type of workflow task.

    • You can personalize filters to add or hide filters, and create saved searches for future use.

  5. Select and act on the transactions right there from the results table, or click the transaction in the Name column to see details, such as diagnostic information for failed transactions, and go from there.

Act On Transactions Without Opening Details

Here's what you do:

  1. Select one or more transactions from the results table.

  2. Optionally use the Priority menu to set an issue priority, so that you can later filter on the priority to find these transactions.

  3. Open the Actions menu and select an action. If you selected more than one transaction, you see only the actions that can apply to all of them.

Use Transaction Details

What you can see and do in the transaction details depends on the transaction status and what roles you have. For example, for transactions that are in progress or completed, you might see the approval history, which shows who already approved and who the current assignee is, if any.

For failed transactions, you can get information about the issues and, if you're an administrator, usually take some action:

  1. Select an issue from the Issues list, if the transaction has more than one issue.

  2. Review the information in the Instructions and Details sections, including any description and resolution for the issue, as well as the related workflow task and approval rule.

  3. Click the Download link to get the diagnostic log.

  4. Use the Issue Priority list to set an issue priority, if you want to later filter on the priority to find this transaction.

  5. From the Assigned To list, select the person who should fix the issue, for tracking and filtering purposes.

  6. Add comments, for example to track what you're doing to address the issue, or note down any service request IDs. You and others can see these comments only in the Transaction Console, not with the workflow task in the worklist.

  7. If you can, take action to address the issue. Here are some examples of how you might go about it:

    • Open the Actions menu and select an action to manage the transaction.

    • Follow up with the person you assigned the issue to or your help desk. Give them the diagnostic log and other information from the transaction details.

    • Reconfigure the approval rule that the transaction is based on, and have the workflow task resubmitted.

  8. Select another issue from the Issues list, if any, and go through the same process.

  9. Click Save and Close.

Download a Spreadsheet of Transactions

This is all you need to do:

  1. In the results table, select the transactions you want to include in the spreadsheet. To get all transactions, either select all of them or none at all.

  2. On the Actions menu, click Download.

Statuses for Filtering Transactions

Use the Transaction Manager: Transactions page in the Transaction Console work area to track the status of transactions. For example, you can filter the transactions by status to see just the transactions that are in progress or stuck. These statuses aren't the actual workflow task statuses that you see in the worklist or in notifications.

Status Description

Auto Recovery

The transaction ran into some issues, but the application is trying to fix them without any action on your end.

Completed

All approvals are done and the transaction successfully went through all processes.

Draft

The transaction is saved but not submitted yet. This status doesn't apply to all product families.

Failed

The transaction has one or more errors, for example, due to a network or database outage, or an issue in the approval rules setup.

In Progress

At least one approval is still pending for the transaction before it's all done.

Stuck

The transaction was submitted, but ran into issues so the workflow task doesn't exist yet.

Submitted

The transaction was just created and hasn't moved on yet to another status. This status doesn't apply to all product families.

Actions for Managing Transactions

Use the Transaction Manager: Transactions page in the Transaction Console work area to manage and troubleshoot transactions. For example, you can withdraw a transaction even if you're not the one who submitted it. What you can do depends on the transaction status and the roles you have. Some actions, such as approve and reassign, are the same as the ones you can take on the workflow tasks from the worklist or from notifications.

Action Description

Add Comment

Add your notes for the transaction, for example to track what you're doing to address the issue, or to jot down any service request IDs. You and others can see these comments only in the Transaction Console.

Alert Initiator on Error

Notify the submitter if the transaction ends up in error.

Approve

Approve the transaction if the workflow task is currently assigned to you to approve or reject.

Download

Get a spreadsheet with information about the selected transactions.

Reassign

Reassign the workflow task to an approver, the submitter, or someone else.

Recover

Restart the process after the transaction stopped due to errors. After you address the issue, use this action to get the application to pick up where the process last left off and retry whatever had ended up in error.

Reject

Reject the transaction if the workflow task is currently assigned to you to approve or reject.

Terminate Process

Completely end the transaction so that no one can see or act on the workflow task again.

Withdraw

Remove the workflow task from the workflow. You can ask the submitter to submit again, for example, after an issue is resolved.

Things to Check If There Are Issues with Workflow Tasks

After you configure workflow tasks, it's possible to run into some issues when they're actually in use. In general, use the Transaction Console work area to monitor tasks and review details about errors. Let's take a look at some issues that might come up and how you can proceed when they do.

Task Isn't Getting Assigned to Approvers

One main way to tell this is happening is that when users open a workflow task, they see a message saying that the approval history can't be displayed. That usually means something about the related approval rule is not quite right, so approvers can't be found. Here are some things to check to make sure the rules are working correctly:

  • Click the Show Advanced Settings icon for the rule set and rules to make sure that both are active and effective.

  • If the rule is routing to an approval group, make sure that the group actually exists and has members.

  • If the list builder is using the supervisory hierarchy, check for these things:

    • Are there enough manager positions to fulfill the number of levels needed for approval?

    • Does the supervisor hierarchy go up that far from the task creator or the person the task is created for, depending on which is the starting participant?

    • Is there a top participant defined in the rule?

    • Is the rule configured to always route to an implementation user instead of managers in the hierarchy?

  • Review the rules in general to make sure the conditions have enough information to be true.

  • If the rule is defined to automatically approve or reject, ask the task creator to try and submit their transaction again.

Assignees Don't Get a Notification

In the Transaction Console work area, look for the transaction, which would have an error. If available as an option, withdraw the transaction. Otherwise, review the error and logs, if any, and address the issue.

To confirm that something went wrong with the notification, the task creator or the current assignee can also check for tasks with errors, for example in the notifications list in the global header or the Worklist: Approvals and Notifications work area.

Assignees Can't Approve By Email

Here are some things to check:

  • Is this an email-only issue? Can the assignee can approve from somewhere else, for example the notifications list in the global header or the Worklist: Approvals and Notifications work area?

  • Does the email have links that the assignee can click to take action? If not, open the task configuration and make sure that the Make notification actionable check box is selected in the More section of the Notifications subtab.

  • Did the assignee already take action on the task elsewhere, outside email?

Pending Task Prevents Further Update

If there's no movement on a task for a while, future approvers can't act on the task and move things along.

  • It could be that there's nothing wrong. The task is just pending action from the current assignee. In which case, remind them to act on the task.

  • Find out who created the task and check if there's an error with the task.

    • If you recently had an upgrade and the error wasn't already there before the upgrade, make sure to resolve the issue.

    • If the creator wants to withdraw the task, whether there's an error or not, they can do that themselves or have you withdraw for them from the Transaction Console work area.

Approvals Are Complete But Result Isn't Reflected

Even though a workflow task has a Completed status, it could be that what you expect to happen next due to the approval hasn't happened yet. In which case, check on these things:

  • Did all approvers act on the task? Did any approver reject?

  • Has the task expired? Check the task configuration to see if expiration policies are set on the Deadlines subtab. Also, the task creator should have received a notification if it expired.

  • Did the task creator get any notifications about errors with the task? In the Worklist: Notifications and Approvals work area, they should select Any for the Status filter to make sure they review all notifications.