Guidelines for Setting Up Your Approval Task

Set Up Approval Task

An approval is a type of human task. Set it up to control runtime behavior.

Note

Go to the Setup and Maintenance work area, then go to the task.
- Offering: Order Management
- Functional area: Customers
- Task: Manage Task Configurations for Supply Chain Management
On the BPM Worklist page, search for and edit task ApprovalHumantask. Don't edit the TaskApproval task because its for supply orders, not sales orders. Don't edit ApproversTask. Its for another type of flow.

Use the tabs to specify a range of behavior.

Tab	Description
Assignees	Who approves.
Deadlines	When to approve.
Notifications	How to notify approvers and others in the approval flow. Make sure you only add users you have already set up in an Oracle Application.
Access	Who can access data Who can take what actions
Configuration	Specify other configurations.

Use participant when you set up the worklist. Don't use other levels, such as position.

Note

Use the Task Status list to specify when to send a notification when the approval status changes.
Example statuses include Assign, Complete, Error, Request Info, Suspend, Withdraw, Resume, and so on.
Specify who to send the notification to, such as Assignees, Initiator, Approvers, and so on.
The initiator is the person who creates the sales order and requests approval. The task assignee is the person who approves the request.
The list comes predefined to send a notification to the task assignee when the flow changes the status to Assign, and to send a notification to the initiator when the flow changes the status to Complete.
You can change the status, add new statuses, and delete statuses. For example, an approver can Request Information, Suspend, Withdraw, or Resume an approval request. You can send a notification each time the approver takes one of these actions.
As an option, add text to include in the notification header.

Note

Attribute	Value
Email "From" Display Name	Specify text to include in the From line of the email message. For details, see Overview of Configurable Email Notifications in SCM.
Group Notification Configuration	Specify whether to send a separate email to each recipient or to send only one email to all recipients.
Make Notifications Secure (Exclude Details)	Set to a value. Contains a check mark. Include only the task number in the notification. Doesn't contain a check mark. Include the task number, task details, approval history, HTML details, attachments, actionable links, and an Approval button in the notification.
Don't Send Multiple Notifications for the Same Human Task Event	Send only one approval request for each sales order. Assume your order includes two approvals. Rule x on line 1 sends approval to Diane Cho. Rule y on line 2 also sends approval to Diane. Enable this attribute so approval sends only a single request for the entire order instead of sending a separate request for each rule.
Make Notification Actionable	Set to a value. Contains a check mark. Let the recipient take action directly in the notification. Doesn't contain a check mark. Don't let the recipient take action directly in the notification.

Use the Access tab to specify who can see what, where.

Note

Access determines visibility of data, such as the history section and comment section of the approval request in Order Management.
Specify who, such as administrator, approver, assignee, creator, owner, or reviewer.
Specify data, such as attachments, assignees, comments, dates, and history.
Specify what you can see, such as read attachments or read comments.

Use the Actions area of the Access tab to specify who can do what, where.

Note

Access determines visibility of actions in the approval request.
Specify who, such as assignee or owner.
Specify what you can do, such as approve, reject, request information, reassign, escalate, suspend, or withdraw.

Attribute	Description
Allow All Participants to Route Task to Other Participants	Allow a participant to send the approval request to another user. Assume you're an approver and have a large backlog of approval requests. You need to reassign the request to another approver. Enable this attribute so the approver can route the approval to another participant.
Allow Participants to Edit Future Participants	Allow a participant in the approval flow to add another downstream participant.
Allow Initiator to Add Participants	Allow the person who creates the sales order to add an approver or reviewer to the approval request.
Mandate Comments Before Updating These Outcomes	Make comments required and use them to establish an audit trail.
Complete Parallel Subtasks Early Complete Parent Tasks of Early Completing Subtasks	Use a subtask to separate an approval request into different parts. Assume you work at company headquarters and receive a large order with a quantity of 1,000. You are authorized to approve large quantities for the customer but you first must make sure you can deliver the quantity by the delivery date. Create a subtask and approval will send a request to someone in your warehouse or factory to verify they can meet the delivery deadline.