Learn About Creating a Document Approval Process in Oracle Sales Cloud

Oracle Sales Cloud has excellent built-in support for a variety of sales processes. But you may have the need for several users with varying roles to review and approve documents related to a sales process, such as documents related to the processing and approval of a loan. If you want to extend Oracle Sales Cloud with a process that automates document approvals, then you can create an integration using Oracle Integration Cloud and Oracle Content and Experience Cloud. Oracle Integration Cloud provides automated web-based process flows which can trigger upload and transfer of documents within secure folders in Oracle Content and Experience Cloud.

Oracle Sales Cloud includes a customizable user interface and useful tools such as Application Composer for creating extensions. By using Application Composer, you can embed links to an external web application such as Oracle Integration Cloud, or add a subtab which embeds the Oracle Content and Experience Cloud UI into an iFrame in Oracle Sales Cloud.

Architecture

The following architecture shows a common use case where Oracle Sales Cloud embeds a process form from Oracle Integration Cloud’s process automation feature.

When you develop process approval flows, you can include document handling as an integral part of Oracle Integration Cloud’s process automation feature. For example, if you were developing a home loan approval process, you would have various types of documents from customers that must be reviewed and approved, including:
  • Applicant related documents, such as bank statements, pay stubs, government forms, and credit reports

  • Property related documents, such as title and appraisal

In this example of a document approval process, various Oracle Sales Cloud users would perform different roles such as loan officers, loan processors, and loan underwriters. At some point during the flow of the process, all of the documents are reviewed, and then the loan is approved. Once the approval is complete, more documents might be requested such as loan agreement documents, which must also be created, signed and approved. These repeating processes require document management, including segregating documents into different folders, and later moving them to approved folders.

You can integrate Oracle Content and Experience Cloud with the Oracle Integration Cloud process automation feature to handle document approval processes and document management that happens during these kinds of flows. You can enable your users to manage everything from the Oracle Sales Cloud user interface, taking advantage of its extension capabilities. The following diagram illustrates how the three Oracle Cloud services can interact together.

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  1. A URL for a process web form is embedded from Oracle Integration Cloud into Oracle Sales Cloud. Application Composer provides the capability for embedding a URL which users click to be taken to the process interface in Oracle Integration Cloud.
  2. As steps in the process, approved documents are uploaded to an Oracle Content and Experience Cloud folder. The folder may be unique for the user, or it could be a shared folder specific to a particular document type or customer which multiple users can access.
  3. The documents folder from Oracle Content and Experience Cloud is also embedded in the Oracle Sales Cloud user interface as a subtab. The Oracle Content and Experience Cloud user interface appears in an iFrame on the subtab. Authorized Oracle Sales Cloud users can access folders permitted for their role assignment.

In this example, a link is used to embed the process web form in the Oracle Sales Cloud user interface, while the Oracle Content and Experience Cloud documents folder UI is embedded in an iFrame as a subtab. These are just examples of customizing Oracle Sales Cloud: for your own implementation, you could use only links, or only sub-tabs, or whatever other approach works best for your business requirements.

Considerations for Assembling a Document Approval Process Integration

In order to create an integration similar to the one described, you’ll need to learn about the technologies and interfaces used for the integration, plan your integration, develop a process web form, enable connectivity and SSO between services, set up the process flow to create folders and documents, and then test and activate the integration.

About Required Services and Roles

This solution requires the following services:

  • Oracle Sales Cloud

  • A version of Oracle Integration Cloud that includes Process Builder

  • Oracle Content and Experience Cloud

Your Oracle Integration Cloud and Oracle Content and Experience Cloud services need to be provisioned in the same Oracle Cloud account, so that they can share identity information using the same Oracle Identity Cloud Service-managed PaaS platform.

See Learn how to get Oracle Cloud services for Oracle Solutions to get the cloud services you need.

These are the roles needed for each service.

Service Name: Role Required to...
Oracle Sales Cloud: Application Implementation Consultant To create a sandbox, and customize the visibility of Oracle Sales Cloud user interface components.
Oracle Content and Experience Cloud: Service instance administrator Configure the connection between Oracle Integration Cloud and Oracle Content and Experience Cloud.
Oracle Integration Cloud: Administrator (Runtime) Configure a connection to Oracle Content and Experience Cloud.
Oracle Identity Cloud Service: Identity Domain Administrator Configure federated SSO, and user and role synchronization between Oracle Sales Cloud and Oracle Identity Cloud Service.

About the Steps for Assembling the Integration

The articles in this solution can help you assemble your own integration.

Follow these steps to assemble the integration described in this solution. It may help to refer to the table of contents as you read through the steps. Each step corresponds to one or more articles in the solution.
  1. Learn about Federated SSO between Oracle Fusion Applications Cloud Service and Oracle PaaS.
    Because this integration requires users in Oracle Sales Cloud (an Oracle Fusion Applications Cloud Service) to access integrated Oracle PaaS services, you need Federated SSO. To use role-based access controls so that only authorized users can access processes and documents, you also need user and role synchronization.
  2. Learn about the service environments and components you’ll be using to implement the solution.
    You’ll be customizing the Oracle Sales Cloud interface, creating automated processes in Oracle Integration Cloud, and creating and managing folders and documents in Oracle Content and Experience Cloud.
  3. Set up federation and OAuth-based trust between your Oracle Sales Cloud instance and your Oracle PaaS environment.
    Oracle PaaS accounts include Oracle Identity Cloud Service. You’ll need to configure a trusted relationship between Oracle Sales Cloud and Oracle Identity Cloud Service to enable SSO.
  4. Set up synchronization of user identities, roles, and role assignments between Oracle Fusion Applications Cloud Service and your Oracle PaaS environment.
    You need to synchronize user identities between your services to enable SSO. If you want to automatically restrict access to approval process steps and confidential documents based on each user’s privileges as configured in Oracle Sales Cloud, you can also set up sync of Oracle Sales Cloud roles and role assignments to Oracle Identity Cloud Service.
  5. Configure the process integration between Oracle Integration Cloud and Oracle Content and Experience Cloud.
    This configuration allows you to capture and incorporate events in Oracle Content and Experience Cloud, such as the upload of a document, with the steps of an automated process in Oracle Integration Cloud.
  6. Create automated processes in Oracle Integration Cloud to implement the logical flow of loan document approvals.
    With all the pieces connected, you can complete the development of your automated loan document approval processes in Oracle Integration Cloud.
  7. Modify the Oracle Sales Cloud user interface to embed the Oracle Integration Cloud automated process and the Oracle Content and Experience Cloud UI.
    The simplest way to embed the process is with a link. When users click on the link, they should be taken seamlessly into the process web form to complete tasks there. To embed the Oracle Content and Experience Cloud UI, you will learn how to create a new subtab in Oracle Sales Cloud. The subtab will load the URL of your Oracle Content and Experience Cloud UI, displaying your data folders in an embedded iFrame.
  8. Test and activate your implementation.
    Oracle Integration Cloud provides tools for testing the process during development. When you have validated your customizations and processes, you can activate the application. You will also want to activate your sandbox in Oracle Sales Cloud as you roll out your solution to production.

Considerations for Designing the Document Approval Process

As a first step to designing your integration, you should consider the details of your document approval process. Here are some suggestions for a typical loan approval process that show how the details and business requirements affect the design choices you make for your solution.

About a Document Folders Example for a Loan Approval Process

When designing your integration, you will need a list of required document folders to be used in Oracle Content and Experience Cloud.

For example, you could make a table similar to the following, which lists the folders that are required for a loan approval process, and the types of documents in each folder.

Folder Description
Applicant Documents Government forms and bank statements
Appraisal Documents Property photos and recent comparable sales
Approval Documents Credit score, risk model analysis, and loan term computation
Agreement Documents Loan terms and conditions
Property Documents Title and insurance forms
Funding Documents Updated title and wiring instructions

About Actions Performed on Folders

With your documents and folders identified, the next step is to identify the actions your users will perform as part of the document approval process.

For example, the following table shows the sequence of tasks in the process, lists who performs the task, and describes the task performed on the folder.

Sequence Role Task Accessed Folders
1 Loan Applicant Uploads government forms and bank statements. Applicant Documents
2 Property Appraiser Uploads appraisal related documents. Appraisal Documents
3 Loan Agent Reviews both the applicant documents and the appraisal documents to ensure completeness. If additional documents are required, then request the applicant or appraiser to upload them. Applicant Documents and Appraisal Documents
4 Loan Officer Reviews both the applicant documents and the appraisal documents, approves the loan, and creates loan documents in the Agreement Documents folder. The applicant documents, appraisal documents, and approval justification documents are stored in the Approval Documents folder. Applicant Documents, Appraisal Documents, Agreement Documents, and Approval Documents
5 Loan Applicant Signs and uploads agreement documents. Agreement Documents
6 Title Company Uploads all documents related to the property. Property Documents
7 Finance Officer Reviews approval documents, agreement documents, and property documents in their respective folders, and funds the loan. Also uploads related documents to the Funding Documents folder. Approval Documents, Agreement Documents, Property Documents, and Funding Documents

About Folder Permissions for Various Tasks

With your folders and actions defined, you can determine the folder access permissions needed for each folder.

For example, the following table lists the access permissions required for each folder based on the user roles and the tasks each user will perform.

Role Tasks Folder and Access Permission
Loan Applicant Submits applicant documents, and if approved, submits agreement documents Applicant Documents and Agreement Documents folders: Contributor access
Property Appraiser Submits appraisal documents Appraisal Documents folder: Contributor access
Loan Agent Reviews applicant documents Applicant Documents and Appraisal Documents folders: Viewer access
Loan Officer Approves the loan Applicant Documents and Appraisal Documents folders: Downloader access

Agreement Documents and Approval Documents folders: Contributor access

Title Company Submits property documents Property Documents folder: Contributor access
Finance Officer Funds the loan Approval Documents folder: Viewer access

Agreement Documents and Property Documents folders: Downloader access

Funding Documents folder: Contributor access

With the roles, folders, actions, and permissions defined, you have the information you need to create folders in Oracle Content and Experience Cloud, define and configure roles in Oracle Sales Cloud, and design your business process in Oracle Integration Cloud.