Using the Supervisory List Builder for Multilevel Approval Rules

Say you want to approve a budget version for baseline based on its cost, with higher budget amounts requiring additional levels of approval. You can configure the ApprovePlanVersion workflow so that as the budget cost increases, the workflow routes the approval through more management levels.

• If the budget cost is $5,000 or less, only the project manager’s approval is required.
• If the budget cost is between $5,001 and $20,000, approval is needed from both the project manager and their superior.
• If the budget cost exceeds $20,000, approval must be obtained from the project manager, their superior, and the superior’s manager.

Budget Cost Greater Than	Budget Cost Same or Less Than	Levels of Approvals Required
0	5000	1
5000	20000	2
20000	No upper limit	3

In this scenario, edit the predefined rule set to route the budget version for approval through the hierarchy using the Supervisory list builder, based on the budget cost:

• First-level approval rule: Route to the project manager if the budget cost is $5,000 or less.
• Second-level approval rule: Route to the project manager and their superior if the budget cost is between $5,001 and $20,000.
• Third-level approval rule: Route to the project manager, their superior, and that superior’s manager if the budget cost is greater than $20,000.

You’ll also need to identify the highest position in your job hierarchy to ensure the workflow can be extended for any number of approval levels as necessary. For this example, assume the CEO is the highest position in the hierarchy.

Prerequisite: Define jobs in Oracle Cloud HCM.

Follow these steps:

1. In Setup and Maintenance, click the Task Panel, then search for and click the Manage Task Configurations for Project Financial Management task.

   The BPM Worklist application appears.

2. In the Tasks to be configured pane, search for the ApprovePlanVersion task, and click the ApprovePlanVersion link.
3. Click the Edit Task icon in the Tasks to be configured pane to open the task in edit mode.
4. Click the Assignees tab.

   The participants who must approve project budgets or forecasts are displayed. Click on each of these participants to review the workflow rules that apply to their approval choices.

5. Click the Approver participant in the workflow, click the Go to Rule (the diamond shaped) icon within the Approver box, and then click the Go to Rule option that appears.

   The list of rules associated with the Approver participant are displayed. Ensure that the BudgetForecastAMXRuleSet rule is selected in the drop-down list.

6. Change the IF condition of the predefined rules from 1 is 1 to 1 is 2 to disable the predefined workflow from sending project budget or forecast approvals to the project manager for approval.
7. Add the first level rule, as follows:
   1. In the Rules pane, click the Advanced Add or Modify Options (the + icon) drop-down list and select General Rule.
   2. Click the Properties link, enter FirstLevel in the Name field, add the description, verify that the Active checkbox is selected, and click OK.
   3. In the IF part of the rule, click the Advanced Add or Modify Options drop-down list and select simple test, and add the IF conditions as follows:

      Value to Enter in the Left Text Box	Value to Select in the Number Comparison Drop-down List	Value to Enter in the Right Text Box	Why to Add the IF Condition
      ApprovePlanVersionPayloadType.planClassCode Note that you can also select this value by clicking the Left Value search icon and selecting ApprovePlanVersionPayloadType.planClassCode in the Condition Browser dialog box.	is	"BUDGET" This value is case-sensitive. Include the quotation marks. Don't copy and paste this value. To meet similar requirements for forecasts, enter "FORECAST".	To specify that the rule is applicable only for budget versions.
      ApprovePlanVersionPayloadType.approvePlanPayload.summaryAmounts.pcBurdenedCost	isn't	null	To check if the burdened cost amounts are available.
      new BigDecimal(ApprovePlanVersionPayloadType.approvePlanPayload.summaryAmounts.pcBurdenedCost)	same or less than	5000.00	To check if the burdened cost is within the threshold limit.

   4. In the THEN part of the rule, click the Advanced Add or Modify Options drop-down list and select the Supervisory list builder by clicking Add Approver > Supervisory. Then, enter the values as follows:
      • Response Type: Required
      • Number of levels: 1
      • Starting Participant: HierarchyBuilder.getPrincipal(ApprovePlanVersionPayloadType.approvePlanPayload.approverName,-1,"","")
      • Top Participant: HierarchyBuilder.getPrincipal("john.doe",-1,"","")
        Note: john.doe is the username of the CEO.
      • Auto Action Enabled: False
      • Auto Action: null
      • Rule Name: “FirstLevel”
        Note: The rule name is auto-populated, it's the name that you entered in Step 7.
      • Dimension Id: null
        Note: The dimension ID is auto-populated as null.
8. Repeat Step 7 and make the following changes for the second and third levels of approval:
   • Enter the rule names as SecondLevel and ThirdLevel.
   • Enter the value in the IF condition as follows:
     • Second level: new BigDecimal(ApprovePlanVersionPayloadType.approvePlanPayload.summaryAmounts.pcBurdenedCost) between 5000.00 and 20000.00
     • Third level: new BigDecimal(ApprovePlanVersionPayloadType.approvePlanPayload.summaryAmounts.pcBurdenedCost) more than 20000.00
   • Enter the value in the THEN condition as follows:
     • 2 for second level and 3 for third level in the Number of levels field.
9. Click Validate on the top right corner to validate the newly defined rules.
10. Click the Save icon in the Tasks to be configured pane to save the rules.
11. Click the Commit task icon in the Tasks to be configured pane to complete the rule configuration.
12. Click OK to close the confirmation message window.