Steps to create a Custom Approval Workflow and testing from EBS

Agenda:

Create Custom Workflow process which sends notification from Requestor to Approver in
order to ‘Approve’ or ‘Reject’ amount entered.

Design needs/ considerations:

Item Attributes: Approver, Requestor and Amount.

Notifications: Approval Notification (Initial) , Approved Notification and Rejected Notification.

Notification Message: Actual notification message Subject /body information for Approval
Notification (Initial), Approved Notification and Rejected Notification.

Lookup Type: Approve and Reject for transition purpose.

Steps:

1. Open Workflow Builder and Select File > New

2. Right Click on newly created item and Define ‘New Item Type’

>>>Step 2>>>

3. Enter the Custom Workflow Process Internal Name and Display Name. Hit ‘OK’
4. Notice that all Item processes attributes, functions, notification, messages are defaulted
to use for this Item type created.
 >>>>Step 4>>>>

5. Define required attributes and notification messages content

a. New Attribute, Enter details for ‘APPROVER’ – Type Role and Apply.
b. Similarly for ‘REQUESTOR’ –Type Role and ‘AMOUNT’ - Type Number attribute.

>>>
c. Define Look Up type ‘Result’ with codes as ‘Approved’ and ‘Rejected’ based on which
your workflow will do the transition.

>>>>>

d. Define Look up Codes for ‘Approved’ and ‘Rejected’

>>>>>>

e. Define New Message for ‘Approval Notification’ (Initially sent by requestor)

f. Define the Message Body using the created attribute which will hold values at runtime.
 >>>>>

g. Choose created lookup type ‘Result’ under Result TAB for message, Apply and OK.

h. Similarly define Message for ‘Approval’ and ‘Rejection’ notification

NOTE: These messages DO NOT have Result type assigned as there would be no branching after
this notification.

Drag and Drop attributes referenced in these message body so that your final message
definition tree looks like below:
 6. Define ‘Notifications’ using defined messages.
NOTE: Since you are assigning message ‘Approval Message’ which has result type to Approval
Notification, Result Type must be chosen.

Similarly define Notification for ‘Approved Notification’ and ‘Rejected Notification’ notification
choosing corresponding messages.
NOTE: These notifications DO NOT have Result type assigned as associated message do not have.

7. Now that you have all required attributes, notification and messages defined, you can
define Workflow Process and the flow:
a. Create ‘New Process’ with below details. Hit OK
 b. From WFSTD workflow , Choose ‘START’ and ‘END’ pre-existing functions and
drag-drop to the function section of your custom item type and then to newly
defined process empty window along with Notifications to look like below:

c. Now draw the transition lines from Start > Approval notification > (Branching
Based on Result –Approved/Rejected ) > Approved/Rejected Notification > End

8. Validating the Design would give ‘No performer’ Error. Hence to correct assign
performer for each of notification function in the process diagram as below:
APPROVAL_NOTIFICATION Node > Performer Item Attribute , ‘Approver’
 APPROVED_NOTIFICATION Node > Performer Item Attribute , ‘Requestor’

REJECTED_NOTIFICATION Node > Performer Item Attribute , ‘Requestor’

9. Final Workflow Design after adding branching:

10. Import this file to application server. For example under $FND_TOP directory

11. Using WFLOAD utility , Load this .wft to database:

Testing

1. Login to application using SYSADMIN user.

 2. Navigate to :
Responsibility: Workflow Administrator Web Application
Administrator Workflow
 Developer Studio
Search for Type Internal name : APPTEST and the choose RUN.
Fill in details and ‘Submit’

>>>>

3. Login as Approver ‘AJITH1’ and access the notification to ‘APPROVE’

Note: User will receive similar email notification in order to take action from email
If the :
 ‘Workflow Notification Mailer’ is setup and running.
 User is set a valid notification preference and email ID associated.

Monitoring using Workflow Status Monitor

1. Login to application using SYSADMIN user.

2. Navigate to :
Responsibility: Workflow Administrator Web Application
Administrator Workflow
 Status Monitor
Search for Type Internal name : APPTEST and the choose GO to search.

3. Select the ‘Custom Approval Process’ instance and click on ‘Status Diagram’

4. Notice the processing diagram transitions for success transaction.