Partner Boot Camp Fusion HCM Global HR Workflow, Approvals and Notifications

Partner Boot Camp
Fusion HCM Global HR

Workflow, Approvals and
Notifications
Instructor Guide
August 14, 2013

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CONTENTS
Lesson 1: Workflow, Approvals, and Notifications ......................1
Objectives ................................................................................................ 1
HCM Approval Management Overview .......................................................... 2
Approval Management Overview ............................................................... 2
Workflow ............................................................................................... 3
Instructor Note: Demo Timing ................................................................ 4
Instructor Note: Demonstration 1 ............................................................ 5
Demonstration 1: Exploring the Welcome Dashboard ................................. 6
Approval Policies ..................................................................................... 8
Typical Approval Workflow ..................................................................... 9
Manage Task Configurations for Human Capital Management ....................... 11
Instructor Note: Manage Task Configurations for Human Capital Management 12
HCM Approvals Setup and Maintenance ...................................................... 13
Approver Types....................................................................................... 14
Instructor Note: Activity Timing .............................................................. 16
Activity 1: Introduction: Creating a Custom Representative Type ................. 17
Activity 1: Creating a Custom Representative Type .................................... 18
Manage Approval Groups for Human Capital Management ............................. 21
Instructor Note: Activity Timing .............................................................. 22
Activity 2: Introduction: Defining an Approval Group .................................. 23
Activity 2: Defining an Approval Group ..................................................... 24
Approval Structure .................................................................................. 26
Employee Supervisory Hierarchy ............................................................. 27
Position Hierarchy ................................................................................. 28
Job Levels ............................................................................................ 29
Approval Groups ................................................................................... 30
Oracle BPM Worklist ................................................................................ 31
HCM Approval Management in Oracle BPM Worklist .................................... 32
Task: Event Driven configuration........................................................... 33
Task Aggregation .................................................................................................35
Error Notification ..................................................................................................36
Assignment and Routing Policy ...............................................................................37
Expiration and Escalation Policy ..............................................................................38
Notification Settings ..............................................................................................39
Reminder Settings ................................................................................................40
Approval Rules ................................................................................... 41
Ruleset ...............................................................................................................42
IF Conditions ....................................................................................................43
List Builder and List Builder Specific Attributes .......................................................44
Approval Group .............................................................................................45
Job Level ......................................................................................................46
Position ........................................................................................................48
Supervisory ..................................................................................................49
Management Chain ........................................................................................50
Resource ......................................................................................................51
Response Type and Auto Action ...........................................................................52
Instructor Note: Demo Timing ................................................................................53
Demonstration 2: Exploring BPM Worklist Task Configuration ......................................54
Instructor Note: Activity Timing ..............................................................................56
Activity 3: Introduction: Modifying Approval Rules for Transfer and Termination ............57
Activity 3A: Modifying Approval Rules for Transfer .....................................................58
Activity 3B: Modifying Approval Rules for Termination ................................................66
Instructor Note: Activity 3 - Troubleshooting Tips ......................................................74
Vacation Rules.................................................................................... 75
i
Instructor Note: Activity Timing ..............................................................................76
Activity 4 Introduction: Enabling Vacation Rules and Delegating Approval Responsibilities
.........................................................................................................................77
Activity 4: Enabling Vacation Rules and Delegating Approval Responsibilities .................78
Lesson Highlights .................................................................................... 79
Lesson Highlight Details ......................................................................... 80
ii
Lesson 1: Workflow, Approvals, and Notifications

Objectives
After completing this lesson, you should be able to:
 Understand workflow concepts.
 Understand the predefined approval policies for Oracle Fusion HCM

workflow tasks.
 Understand the role of Oracle BPM Worklist in approval-policy

configurations.
 Define Approval Rules using the BPM Worklist
Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 1

HCM Approval Management Overview

Approval Management Overview
To manage approval processes, Oracle Fusion Applications use the approval-
management extensions of Oracle SOA Suite human workflow services.
You can set up rules to route transactions to approvers in serial or parallel, or set up
rules based on employee supervisory hierarchy, position hierarchy or job levels, by
using these extensions.
There are several key components used in approvals:
 Oracle SOA Approval Management Extensions (AMX)
- AMX enables you to define complex multi-stage task routing rules for
business documents.
 Oracle Business Process Management (BPM)
- The BPM Worklist is a web-based application that enables you to access

tasks assigned to you and perform actions based on your roles in the approval process.
- The Business Process Owner also sets up and manages approval rules using
the BPM Worklist Application
 Oracle Human Capital Management
- AMX integrates with the setup in Human Capital Management to derive the
supervisory and position hierarchy based approvers
2 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

Workflow
Workflow tasks for a user appear in the Worklist: Notifications and Approvals region on
the user's Welcome Dashboard; the user also receives an e-mail notification.
Workflow is a process in which tasks are routed automatically among users for their
consideration or action. The tasks are routed in a defined sequence to achieve a
defined result.
A workflow human task is any workflow component that requires attention or action from
users. For example, a promotion request for a worker may require approval from the
two levels of the manager hierarchy above the task submitter:

Instructor Note: Demo Timing
Approximate Demonstration Timing: 5 minutes

Instructor Note: Demonstration 1

Note: You must create a promotion test case in the system so that the notification
appears in the My Notifications pane.

Demonstration 1: Exploring the Welcome Dashboard

Demonstration Scope
Go to the Welcome page and discuss how a particular task in the worklist can be
viewed and acted upon and how to include a status filter in the worklist.
Demonstration Steps
Sign in as mitch.blum.
Start Here
Home work area, Welcome page.
1. Go to the My Notifications section.
2. Select the Promotion task to view the notification details.
Location: Promotion page
Information
Discuss the sections on this page. Highlight the Promotion Approval Stage
in the History section.
3. Close the Promotion page.
Location: Welcome page
4. Click the Actions button to view the list of actions you can perform.
Information
Discuss each action in the list.
Adding the Status Filter

To include the Status filter in the My Notifications section, complete the
steps below.
5. Click Personalization > Edit Current Page
6. Click the Edit icon in the My Notifications section.
Location: Component Properties: My Notifications page, Parameters tab
7. Click the Advanced Edit Options icon In the Show Status Filter field.

8. Click Expression Builder.
Location: Expression Editor
9. Enter true in the box under the Type a value or expression radio button.
10. Click OK.
Location: Component Properties: My Notifications page, Parameters tab.
11. Click Apply.
12. Click OK.
Location: Welcome page
13. Click Save on top right.
14. Click Close.
15. Sign out and sign in to view the Status filter.

Approval Policies
Approval policies determine workflow events, including when approval of a transaction
is required and who approves the transaction.
Predefined approval policies exist for many Oracle Fusion HCM tasks.
 In most cases, approval by the requester's first-level and second-level managers

is required.
 For some tasks (for example, some absences-related tasks) approval by the first-
level manager only is required.
 For the Share Information task, approval by the worker whose information is
being shared is required.
Tasks that have no predefined approval policies are approved automatically.
Typically, approval notifications are issued to:
 Workers to whom an approval task is assigned, when the task is assigned

 The worker who submitted the task, when the approval process completes

Typical Approval Workflow

The figure below shows a typical approval flow. These steps are valid if the transaction
requires two levels of approvals.
1. When the transaction is submitted, it is routed automatically to the worklist of the

submitter's first-level manager, who is the first approver.
2. If the submitter's first-level manager approves the transaction, the transaction is
routed automatically to the submitter's second-level manager, who is the second
approver.
3. If the submitter's second-level manager approves the transaction, the
transaction is committed to the database tables.

Security permitting, either approver may edit the transaction. A link to edit the
transaction is included in all notifications by default; however, the link can be hidden
using personalization. The approval process continues unaltered after the transaction
has been edited.
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.
· Ad hoc 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.

Manage Task Configurations for Human Capital

Management
Manage Task Configurations for Human Capital Management navigates to Oracle BPM
Worklist.
You also use BPM Worklist to configure details for all approval tasks. These details
include:
 When to issue approval notifications

 Who can access task contents
 Actions available to approvers
 What to do when errors occur during approval routing
 When tasks expire or should be escalated
 Whether approvers can add other approvers

Instructor Note: Manage Task Configurations for

Human Capital Management
Note:
 You cannot use the Enter key, click the icon instead.
 You cannot use % sign for wildcard, use a * for the wildcard.
 Search is case sensitive.

HCM Approvals Setup and Maintenance

You perform initial setup of Oracle Fusion HCM approvals from the Assigned
Implementation Tasks tab or the task list for the offering that you are implementing;
relevant tasks appear in the task list Define Approval Management for Human Capital
Management:
After implementing an Oracle Fusion HCM offering, you maintain approvals by

performing the same tasks from the Setup and Maintenance work area.
To perform any HCM approvals task, you need the duty role BPM Worklist
Administration Duty, which is predefined for the Application Implementation Consultant
job role.

Approver Types
You can include any number of approver types in your approval sequence. This section
explains each of the approver types.
Managers
You can include the following predefined types of managers in your approval sequence:
 Line manager
 Resource manager
 Project manager
 Regional manager
Approval Groups
An approval group consists of a name and a predefined set of approvers configured to
act on a task. Depending on the approver type defined, approval tasks are routed to all
members of an approval group in serial.
You can create new Approval Groups or edit existing Approval Groups from the
Approvals Group tab on the BPM Worklist Application Administration page. When
defining your approval sequence, you can enter the names of one or more existing
approval groups.
Users
You can include one or more Oracle Fusion Applications users in the approval
sequence.
Representative
You can include holders of the following predefined responsibilities in your approval
sequence:
 Human resources representative

 Benefits representative
 Union representative
 Payroll representative
Human resource 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 that the
benefits representative is an approver for a promotion, then the benefits representative
of the worker who is being promoted is invited to approve the promotion.
Positions

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.

Instructor Note: Activity Timing
Approximate Activity Timing: 15 minutes

.

Activity 1: Introduction: Creating a Custom

Representative Type
Background
As an implementation consultant, you create a custom representative type and assign it
to an employee .
Requirements
 Use the bold text for the object names, replacing the XX with your student
number, as indicated by your instructor.
 You must have access to Oracle Fusion Application InFusion database or
comparable training or test instance at your site, on which to complete this
practice.
Activity Scope
Create a custom representative type and assign it to an employee.

Activity 1: Creating a Custom Representative Type

In this activity, you create a custom representative type and assign it to employees.
Start Here
Note: Sign in as hcm_impl or hcm_impl1.
Home work area, Welcome tab (default view after sign in).
1. In the global Navigator menu, select Setup and Maintenance.
Location: Overview page, All Tasks tab
2. In the Name field, enter Manage Assignment.
3. Click Search.
Location: Search Results window
4. In the Manage Assignment Responsibility Lookups row, click Go to Task.
Location: Manage Assignment Responsibility Lookups window,

Per_Responsibility Types: Lookup Codes section
5. Click the New icon.
Location: New row
6. In the Lookup Code column, enter XXFIT_REP.
7. In the Start Date field, enter 1/1/2001.
8. In the End Date field, enter 12/31/4712.
9. In the Meaning column, enter XX Health & Fitness Representative.
10. Click Save and Close.
11. In the global Navigator menu, select Person Management.
Location: Search Person page
12. In the Search section Name field, enter Patricia Smith.

13. Click Search.
14. In the Search Results section, select the employee assignment Patricia
Smith.
15. In In the Tasks pane, select Manage Areas of Responsibility.
Location: Manage Areas of Responsibility page

Information:
This page enables you to determine the criteria to select the set of employees
who would have Patricia Smith as their Health & Fitness representative.
16. Click Create.
Location: Create Area of Responsibility page.
17. In the Responsibility Type field, select Health & Fitness Representative.
18. In the Start Date field, enter 1/1/2001.
19. In the End Date field, enter 12/31/4712.
20. In the From Last Name field, enter A.
21. In the To Last Name field, enter Z.

Information:
This would ensure that all employees whose last name starts with A to Z would
have Patricia Smith as their Health & Fitness Representative. In other words, the
entire employee population.
22. Click Save
23. Click Submit.
Verification
1. In the Search: People section on the left pane, enter Terry Parker.
Location: Search Person page
2. In the Search Results section, click Terry Parker.
Location: Manage Person window for Terry Parker

3. Click the Restore Pane button on the right of the page.
Location: Work Contacts pane.
4. Review the details in the Work Contacts section to ensure that Health & Fitness
Representative and Patricia Smith appear in the Type and Name columns
respectively.
At this point, you should have created a representative type and assigned it to an
employee.

Manage Approval Groups for Human Capital

Management
The Manage Approval Groups for Human Capital Management task enables you to
define approval groups. An approval group consists of a name and a predefined set of
participants configured to act on a task. Depending on the participant type defined,
approval tasks are routed to all members of an approval group in serial.
New approval groups can be created, or existing approval groups can be edited from
the Approvals Group tab on the BPM Worklist Application Administration page.


.

Activity 2: Introduction: Defining an Approval Group

Background
As an implementation consultant, you define new approval groups.
Requirements
You must have access to Oracle Fusion Application InFusion database or compar able
training or test instance at your site, on which to complete this practice.
Activity Scope
Define a new Approval Group.

Activity 2: Defining an Approval Group

In this activity, you define an approval group.
Note: For this activity, sign in as hcm_impl or hcm_impl1.
Start Here
Home work area (default view after sign in)
These task lists are expanded: Define Approval Management for Human Capital
Management - Manage Approval Groups for Human Capital Management
1. In the global area Navigator menu, select Setup and Maintenance.
2. In the Name field, enter Define Approval.
3. Click Search.
Location: Search Results section.
4. Expand the Define Approval Management for Human Capital Management

task.
5. In the Manage Approval Groups for Human Capital Management task row,
click Go to Task.
L ocation: BPM Worklist, Approval Groups tab
6. Click Create Approval Group icon.
Location: Details window
7. Enter XX NewApprovalGroup in the Name field.
8. In the Members section, click the Add Member icon.
Location: Add to Group window.
9. In the Member field, enter charles.johnson.

10. Click OK.
Location: Members section, Approval Groups tab
11. Repeat steps 8 to 10 to add the following members to your approval group:
kerry.lane
daniel.miller
cheryl.simon
12. Click Save.
13. You can view the new approval group in the Groups pane.
At this point, you should have defined a new approval group.

Approval Structure
Approval routing policies can be defined based on the following:
 Employee Supervisor Hierarchy

 Position Hierarchy
 Job Levels
 Approval Groups

Employee Supervisory Hierarchy

You can set up approvals using the employee supervisory hierarchy, which is defined in
Oracle Fusion Human Capital Management. You must set up employees with
appropriate jobs and supervisors.
An example of an employee/supervisor approval structure:

Position Hierarchy
Organizations can also choose to route the requisition approvals based on the position
hierarchy defined in Oracle Fusion Human Capital Management. The position hierarchy
needs to be defined, and the workers must be assigned the corresponding positions.
An example of Position Hierarchy approval structure:

Job Levels
Job level routings are based on the supervisory hierarchy defined in Oracle Fusion
Human Capital Management. The approval list will be generated based on the starting
level specified in a rule and continuing until an approver with a sufficient job level is
found. The job levels must be defined for the jobs. The supervisory hierarchy needs to
be defined and workers must be set up with the appropriate jobs.
An example of Job Level approval structure for:

Approval Groups
An approval group consists of a name and a predefined set of participants configured to
act on a task. Depending on the participant type defined, approval tasks are routed to all
members of an approval group in serial.
New Approval Groups can be created, or existing approval groups can be edited from
the Approvals Group tab on the BPM Worklist Application Administration page.

Oracle BPM Worklist

Oracle BPM Worklist is a web-based application that enables users to access tasks
assigned to them and perform actions based on their roles in the approval process.
Oracle BPM Worklist supports the following profiles:
 Work assignee - An end user who is assigned a task. These users can view
tasks assigned to them and perform actions, and can also define custom views
and define routing rules for their tasks.
 Process owner - Typically a business analyst responsible for managing certain
types of approvals. These users can manage tasks for the processes they own,
define approval groups, and change approval policies
 Workflow administrator - Typically a system administrator responsible for
managing errored tasks, and administering and monitoring work queues. This
user also may use Oracle Enterprise Manager to monitor the health of the
workflow services.

HCM Approval Management in Oracle BPM Worklist

You maintain most approval policies using Oracle BPM Worklist.
You use Oracle BPM Worklist to:
 Manage general administration values for all HCM tasks. These values include
expiration and escalation policies, when approval notifications are issued, and
the access to task data that each approver has for all HCM tasks.
 Define approval conditions and rules.
 Create and maintain approval groups.
When you perform the tasks Manage Task Configurations for Human Capital
Management and Manage Approval Groups, you navigate automatically to Oracle BPM
Worklist.
Within BPM Worklist application, there are two pages for setting up approvals:
 Task: This allows to configure options that affect that entire approval task. These
are options such as a vacation or expiration policy for the approval or error
handling etc.
 Rules: This contains the routing & approval conditions, ie, under this condition,
do this routing.

Task: Event Driven configuration

The Event Driven Configuration page allows you to set up:
 Task Aggregation
 Error notification
 Assignment and Routing Policy
 Expiration and Escalation Policy
 Notification Settings
 Reminder Settings


Task Aggregation
If an approver is returned as part of the approval routing, in the same task or stage, you
can use the task aggregation setting to reduce the number of worklist tasks (or
notifications) the participant receives for the same requisition. The options include:
 Once per task (default setting for requisition approvals task): Within the same
task, if an approver is returned multiple times based on the approval rules, then
the approver will only receive one worklist task (or notification) for action or
review.
 Once per stage: If the same approver is returned multiple times based on the
approval rules within the same stage, then the approver will receive one worklist
task per stage for action or review.
Note: The HCM processes are not defined for multiple stages, therefore, if you
select the ‘Once per task’ or ‘Once per stage’ option, then this will lead to the
same result.
 None: No aggregation will be performed.

Error Notification
The On Error Notify attribute allows you to define an administrator who will be notified
when an error occurs in the approval routing process.

Assignment and Routing Policy
 Allow all participants to invite other participants: This allows

participants/approvers to modify the approval list by inserting other approval/FYI
participants.
 Allow participants to edit future participants: This allows participants/

approvers to update or remove future participants from the approval list.
 Allow initiator to add participants: This allows the transaction requester to

insert ad-hoc approval/FYI participants.
 Enable auto claim: This option is selected by default. The claim action is
enabled when a task is assigned to a position, role or a LDAP group (see note
below). Since there can be multiple users in a position, role or group, the user
has to first claim the task to prevent multiple users from updating the task. This
does not include approvals based on approval groups. Enabling auto-claim will
not require a participant to first claim before performing an action, hence
reducing the number of steps.
Note: AMX provides the flexibility to include LDAP groups (groups created in
the user directory) as participants for approval routing.
 Complete task when participant chooses Reject/ Approve: This option

indicates if the approval task should be moved to ‘Completed’ status, when a
Reject or Approve action is performed by a participant/approver.

Expiration and Escalation Policy
Expiration and escalation policies control task behavior on expiration, escalation or

renewal. Currently, a task on expiry is automatically rejected.
Task Content and Task Action settings within the Notification Settings section allow
the administrator to control:
 The information available on the notification for an approver.

 The actions that approvers can take on a notification.

Notification Settings
Notifications indicate when a user or group is assigned a task or is informed that the
status of a task has changed. Notifications can be sent through email, voice message,
instant message, or SMS. Notification settings allow users to set up many notifications
based on task status and participant/approver type.
Note: If you are in SaaS mode, you cannot control whether to get notified through
email/voicemail etc. To configure these delivery settings, you need to log into SOA
Suite, through EM, and configure settings at server level.
The following options are available in the notification settings section:
 Make notifications secure (exclude details):
 Make notification actionable:
 Send task attachments with email notifications:
 Don't send multiple notifications for the same human task event:

Reminder Settings
You can use reminder settings to send periodic reminders for tasks. You can specify
options to send number of reminders either ‘before expiry’ or ‘after assignment’ of a
task.

Approval Rules
You can set and manage approval rules through the Rules page on the BPM Worklist
application.
The Rules page allows you to setup:
 Ruleset
 Rule Name
 IF Conditions
 Priority of evaluation of IF conditions
 Priority of execution of Then conditions

Ruleset
Ruleset defines a set of rules for each route within an approval set-up.
You can route approvals to a single approver or to multiple approvers in serial, for HCM
processes. It also supports FYI type approvers within the approval rules (FYI approvers
do not directly impact the outcome of a task, but can provide comments or add
attachments).
An Approval rule within a ruleset consists of following:
 Rule name
 Condition
 List Builder and List Builder specific attributes
 Response Type
 Auto Action
The rule name is used to identify the approval rule.

IF Conditions
The IF condition indicates when the approval rule will be applied.
For example, a rule is created with the condition where the salary increases more than
10% of base salary. If you submit a salary increase transaction that has a salary
increase of 13%, this rule will return a 'true' and the 'then' part will execute. A rule can
contain multiple conditions. 'And' or 'OR' operators can be used to indicate if all
conditions in the approval rule must be true or if only one condition need to be true for
the approval rule to apply.
For example, if salary increase is more than 10% and job grade is M8 (senior
management). A condition is defined using the transaction attributes or other available
worker or requester attributes.
You can use the search icon next to the attribute field to select the attributes to apply in
the rule.
You can define multiple IF conditions and THEN options.

List Builder and List Builder Specific Attributes

Instead of routing to just a single approver or approval group, the listbuilder functionality
is a short hand way to route the approvals serially to a list of approvers returned as
described in this section. If any of the approvers in the list 'rejects' the task, the task will
stop with a 'reject'. All approvers must therefore 'approve' in order for the task to be
'approved'.
You can select the list builder that is applicable for the approval rule from the list of
values.
You can use the following list builders for HCM approvals. For each list builder, there
are list builder specific attributes that would need to be specified for the rules to work.
 Approval Group
 Job Level
 Position
 Supervisory
 Management Chain
 Resource

Approval Group
You can select relevant Approval Group from the list of values. Select True or False for
the Allow empty groups option. If you set this option to True, then an empty approval
group will not result in an error and instead the routing will continue to the next
participant. If you set this option to False, an empty approval group (no members) will
result in an exception being thrown.

Job Level
You must specify the Number of Levels required to perform the approval action along
with other details.
You must specify a lower bound and an upper bound for job levels. These levels can be
relative to the starting point, the task requester or an absolute job level.
For example, for salary increase more than 10% of base salary, an approval is required
by at least Job Level 1 and at most Job Level 2 (approval rule modeled using absolute
levels). If the salary increase is requested by someone at a higher job level (i.e. job level
3), then it will be automatically approved.
The Starting Participant identifies the first participant in a list. The Starting Participant
attribute can be setup to:
 A specific user
 The manager of a reference user. For example, get the manager of the
requester
 Use customized function to identify the starting participant

The Top Participant identifies the last participant which approvals will not go beyond in a
hierarchy. The Top Participant attribute are similar to starting participant, and can be
setup to:
 A specific user
 The manager of a reference user
 Use customized function to identify the top participant
'Utilized Participants' allows you to control whether everyone returned in the list of
participants from this list builder should be part of the approval process. The possible
options are All Approvers, Final Approver Only, and Manager and Final Approver.
'Include all managers at last level' allows you to control if all holders of the last job level
based on the rule will be returned in the approval list. If you check this option, then all
the holders of the last job level based on the rule will be part of the approval process.

Position
You must specifiy the Number of Levels required to perform the approval action along
with other details.
You must specify a lower bound and an upper bound for positions. These levels can be
relative to the starting point, the task requester or an absolute position.
For example, for salary increase more than 10% of base salary, an approval is required
by 2 levels of position hierarchy starting from the task requester. The Starting
Participant identifies the first participant in a list. You can set up the Starting Participant
attribute to:
 A specific user
 The manager of a reference user. For example, get the manager of the requester
The Top Participant identifies the last participant which approvals will not go beyond in a
hierarchy. The Top Participant attribute is similar to the starting participant, and you can
set it up to:
 A specific user
Utilized Participants allows you to control whether everyone returned in the list of
participants from this list builder should be part of the approval process. The possible
options are All Approvers, Final Approver Only, and Manager and Final Approver.

Supervisory
You must specify the Number of Levels required to perform the approval action along
with other details.
The Starting Participant identifies the first participant in a list. The Starting Participant
attribute can be setup to:
 A specific user
 The manager of a reference user. For example, get the manager of the requester
The Top Participant identifies the last participant to which approvals will not go beyond
in a hierarchy. The Top Participant attribute is similar to the starting participant, and you
can set it up to:
 A specific user

Management Chain
Enables you to construct a list based on management relationships in the

corresponding user directory. The management chain participant type only supports
parallel routing when the first assignee in the management chain is a single user. You
cannot specify parallel participants such as a set of users or a group, as the initial
assignees in the management chain.

Resource
You can select the Resource list builder to set up approvals by HR representatives.

Response Type and Auto Action
Response Type
Response Type indicates if the participants are required to approve the task or if they
are FYI participants.
Auto Action
Auto Action settings can be utilized to allow list builder to act automatically on tasks.
The Auto Action Enabled value can be specified as either True or False.
If the Auto Action Enabled option is set to True, then the Auto Action value would allow
a control if the task should be automatically approved or rejected by specifying the value
of either “APPROVE” or “REJECT” (in capital letters).
If the Auto Action Enabled option is set to False, then the Auto Action value should be
set to ‘null’. If auto action is disabled, then the auto action value should be updated with
‘null’ (without the quotes).

Instructor Note: Demo Timing
Approximate Demonstration Timing: 10 minutes

.

Demonstration 2: Exploring BPM Worklist Task Configuration

Demonstration Scope
Go to the BPM Worklist page and discuss the Task and Rule tabs.
Demonstration Steps
Sign in as hcm_impl or hcm_impl1.
Start Here:
Management - Manage Task Configurations for Human Capital Management –
BPM Worklist
Location: Overview page, All Tasks tab.
3. Click Search.

task.
5. In the Manage Task Configurations for Human Capital Management task

row, click Go to Task.
Location: BPM Worklist page
6. In the Search field in the Tasks to be configured pane, enter Promotion% and
search.
Location: Tasks to be configured pane
7. Click PromotionsApproval.
8. Click the Edit (pencil) icon.
Location: PromotionsApproval: Event Driven Configuration page

9. Discuss Task Aggregation, On Error Notify and Assignment and Routing

Policy.
10. Discuss Expiration and Escalation Policy.
11. Discuss Notification settings and Reminder settings.
12. Discuss Task Access.
13. Click the Rules tab.
Location: Rules page.
14. Discuss all the fields under IF and THEN conditions.
15. Exit BPM worklist.


Activity 3: Introduction: Modifying Approval Rules for Transfer and

Termination
Background
As an implementation consultant, you can modify approval rules.
Requirements
You must have access to Oracle Fusion Application InFusion database or comparable
Activity Scope
In this activity, we will modify the termination and transfer approval rules. As per the
new termination and transfer approval rules, if the CEO of the organization
(Samuel.Mabry) terminates or transfers an employee, no approval is required. But if
someone else other than the CEO initiates these actions, two levels of approval will be
required.
This activity covers :
 Modifying approval rule for transfer and termination

 Tranferring and terminating an employee
 Verifying the transfer and termination approval workflow
Note: Use default values unless otherwise indicated.
Instructor Note: Two students in the same environment cannot change the same
approval rule. Therefore, for this activity, one student can change the transfer approval
rule (Activity 3A) and the other student can change the termination approval rule
(Activity 3B). In case you have three students in the same environment, the third
student can change the promotion approval rule following the same steps.

Activity 3A: Modifying Approval Rules for Transfer

In this activity, you modify the approval rule for transfer and verify the approvers after
transferring an employee.
Start Here:
BPM Worklist
3. Click Search.
Location: Search Results section

task.

6. In the Search field in the Tasks to be configured pane, enter Transfer% and
search.
7. Click TransfersApproval.
Location: TransfersApproval: Event Driven Configuration page

9. In the Expiration and Escalation policy section, select Expire After from the
menu.
10. Enter 2 in the Day field.
11. In the Notification Settings section, select Remind Once.
13. Click Save in the Tasks to be configured pane.
Location: Enter Comments window
14. Click OK.
Location: Information window
15. Click OK.
Location: Configure Task Approval Rules page
Note: Steps 17 and 18 are only required in this pre-GA test environment and
will not be required in any real environment.
17. In the Global Rules field, select Substitution Rules.
18. In the left pane, select TransfersRuleSet.
Note: Do not delete a seeded RuleSet as it cannot be reinstated after deletion. If

you want to delete a Rule, click on the RuleSet and bring up the Rules. Select
each rule individually and then delete the rule.
19. Expand the rule region.
20. In the field next to the Translations icon, enter CEO.
21. In the IF region, click the Left Value icon.

Location: Condition Browser window
22. Select Task>payload>transactionApprovalRequest>Requestor.
23. Click OK.
24. Select equals ignore case in the next field.
25. In the Right Value field, enter “samuel.mabry”.
26. In the THEN region, click the Add Action icon.
27. Select Add Approver>Supervisory.
28. Select the Response Type Required radio button.
29. Enter 1 in the Number of Levels field.
30. In the Starting Participant field, click the Starting Participant icon.
Location: Add Hierarchy Participant window
31. Select the Get User radio button.
32. In the *Reference User field, click the Expression Builder icon.
Location: Expression Builder window
34. Once selected, click Insert Into Expression.
35. Click OK.
36. Click OK.

Location: Rules page
You will now have

HierarchyBuilder.getPrincipal(task.payload.transactionApprovalRequest.Re
questor,-1,"","") in the Starting Participant field.
37. In the Top Participant field, click the Top Participant icon.
42. Click OK.
43. Click OK.
You will now have

questor,-1,"","") in the Top Participant field.
44. In the Auto Action Enabled field, enter True.
45. In the Auto Action field, enter “APPROVE”.
46. In the Rule Name field, enter “Rule 1”
47. Click the Add Rule icon.
48. In the field next to the Translations icon, enter Others.
49. In the IF region, select the Rule checkbox.
50. Click the Surrounded selected tests with parenthesis icon, and select
Selected Tests>not(…).

53. Click OK.
61. Select the Get Manager radio button.
62. In the List Builder field, select Supervisory.

66. Click OK.
67. Click OK.
You will now have

HierarchyBuilder.getManager("supervisory",Task.payload.transactionAppr
ovalRequest.Requestor,-1,"","") in the Starting Participant field.
70. In the *Reference User field, enter "samuel.mabry".
71. Click OK.
You will now have HierarchyBuilder.getPrincipal("samuel.mabry",-

1,"","") in the Top Participant field.
72. In the Auto Action Enabled field, enter False.
73. In the Auto Action field, enter null.
74. In the Rule Name field, enter “Others”.
75. Select the checkboxes of both the new rules you have defined.
76. Click Save.
Location: Enter Comments window.
77. Click OK.

78. Click OK.
79. Click Commit task.
Location: Information window.
80. Click OK.
81. Log out.
Transferring an Employee as the Line Manager
82. Sign in as mitch.blum.
83. In the Navigator menu, select Person Gallery.
Location:Search Person page
84. Enter Edward Malone in the Keywords field and click Search.
Location:Search Results section
85. Select Edward Malone in the list.
86. Click Actions and select Personal and Employment>Transfer.
Location:Transfer Edward Malone:Employee Details page
87. In the Transfer Reason field, select Location Change.
88. In the Location field in the Location Details section, enter London.
89. Click Next thrice.
Location: Transfer Edward Malone:Review page
90. Review the Approvers region to verify if the approvers are Jessica Mullen
(Director and Mitch Blum’s manager) and Robert Jones (Senior VP and Jessica
Mullen’s manager).
Transferring an Employee as the CEO
91. Sign in as samuel.mabry.

93. Enter Martha Burnham in the Keywords field and click Search.
94. Select Martha Burnham in the list.
95. Click Actions and select Personal and Employment>Transfer.
Location:Transfer Martha Burnham:Employee Details page
96. In the Transfer Reason field, select Location Change.
97. In the Location field in the Location Details section, enter London.
98. Click Next thrice.
Location: Transfer Martha Burnham:Review page
99. Review the Approvers region to verify if the approver is Samuel Mabry
(CEO).
At this point, you should have modified the Transfer approval rule and verified the
approvers for the transfers of Edward Malone and Martha Burnham.

Activity 3B: Modifying Approval Rules for Termination

In this activity, you modify the approval rules for termination and verify the approvers
after termination.
Start Here:
BPM Worklist
Location: Overview page, All Tasks tab.
3. Click Search.

task.

6. In the Search field in the Tasks to be configured pane, enter Terminat% and
search.
7. Click TerminationsApproval.
Location: TerminationsApproval: Event Driven Configuration page

9. In the Expiration and Escalation policy section, select Expire After from the
menu.
11. In the Notification Settings section, select Remind Once.
13. Click Save in the Tasks to be configured pane.
14. Click OK.
15. Click OK.
Location: Configure Task Approval Rules page
Note: Steps 17 and 18 are only required in this pre-GA test environment and
will not be required in any real environment.
17. In the Global Rules field, select Substitution Rules.
18. In the left pane, select TransfersRuleSet.
Note: Do not delete a seeded RuleSet as it cannot be reinstated after deletion.

If you want to delete a Rule, click on the RuleSet and bring up the Rules. Select
each rule individually and then delete the rule.
19. Expand the rule region.
20. In the field next to the Translations icon, enter CEO.

23. Click OK.
35. Click OK.
36. Click OK.

You will now have

questor,-1,"","") in the Starting Participant field.
42. Click OK.
43. Click OK.
You will now have

questor,-1,"","") in the Top Participant field.
44. In the Auto Action Enabled field, enter True.
45. In the Auto Action field, enter “APPROVE”.
46. In the Rule Name field, enter “Rule 1”
47. Click the Add Rule icon.
48. In the field next to the Translations icon, enter Others.
49. In the IF region, select the Rule checkbox.
50. Click the Surrounded selected tests with parenthesis icon, and select
Selected Tests>not(…).

53. Click OK.
61. Select the Get Manager radio button.
62. In the List Builder field, select Supervisory.

66. Click OK.
67. Click OK.
You will now have

HierarchyBuilder.getManager("supervisory",Task.payload.transactionAppr
ovalRequest.Requestor,-1,"","") in the Starting Participant field.
70. In the *Reference User field, enter "samuel.mabry".
71. Click OK.
You will now have HierarchyBuilder.getPrincipal("samuel.mabry",-1,"","") in

the Top Participant field.
72. In the Auto Action Enabled field, enter False.
73. In the Auto Action field, enter null.
74. In the Rule Name field, enter “Others”.
75. Select the checkboxes of both the new rules you have defined.
76. Click Save.
77. Click OK.

78. Click OK.
79. Click Commit task.
80. Click OK.
81. Sign out.
Terminating an Employee as a Line Manager
82. Sign in as mitch.blum.
84. Enter Harry Christensen in the Keywords field and click Search.
85. Select Harry Christensen in the list.
86. Click Actions and select Personal and Employment>Terminate.
Location:Terminate Work Relationship Harry Christensen page
87. In the Termination Action field, select Resignation.
88. Click Review.
Location: Review Terminate Work Relationship Harry Christensen page
89. Review the Approvers region to verify if the approvers are Jessica Mullen
(Director and Mitch Blum’s manager) and Robert Jones (Senior VP and Jessica
Mullen’s manager).
Terminating an Employee as the CEO
90. Sign in as samuel.mabry.

92. Enter Michael Shannon in the Keywords field and click Search.
93. Select Michael Shannon in the list.
94. Click Actions and select Personal and Employment>Terminate.
Location:Terminate Work Relationship Michael Shannon page
95. In the Termination Action field, select Resignation.
96. Click Review.
Location: Review Terminate Work Relationship Michael Shannon page
97. Review the Approvers region to verify if the approver is Samuel Mabry (CEO).
At this point, you should have modified the Termination approval rule and verified the
approvers for the terminations of Harry Christensen and Michael Shannon.

Instructor Note: Activity 3 - Troubleshooting Tips
 The quotes matter, do not use single quotes.
 The Reset icon reverts your changes.
 Do not leave any field blank.
 If you get the History Tree error, it means that the approver list is not getting
generated correctly based on the rule configuration. Check to see if you have
included the Not condition as indicated in the activity (step 48).
 If you are not able to save the newly defined rules, check if you have a blank field
or missed a quote somewhere.
 If you are not able to view any direct reports in the organization chart, check the
Data Roles and make sure that the role enables view hierarchy.

Vacation Rules
You can set a vacation period to remove yourself from automatic task assignment
during the dates you specify. Vacation rules are not executed for ToDo tasks.
If there are no vacation rules, then administrators can manually reassign the tasks to
new approvers.


.

Activity 4 Introduction: Enabling Vacation Rules and Delegating

Approval Responsibilities
Background
As a Manager, you can define and delegate vacation rules.
Requirements
You must have access to Oracle Fusion Application InFusion database or comparable
Activity Scope
Enable vacation rules.

Activity 4: Enabling Vacation Rules and Delegating Approval

Responsibilities
In this activity, you enable vacation rules and delegate approval responsibilites.
Start Here:
Note: Sign in as mitch.blum.
1. In the My Notifications section, click View> Servers.
Location: Servers window.
2. Click Human Capital Management.
Location: BPM Worklist page.
3. Click Preferences on top.
Location: BPM Worklist, Vacation Period: Mitch Blum page.
4. Select Enable vacation period.
5. Click in the Start Date field. Select the date 8/5/2013.
6. Click in the End Date field. Select the date 8/23/2013.
7. Select the Delegate to radio button.
8. Enter harold.chow in the field next to the Delegate to radio button.
9. Click Save.
At this point, you should have enabled your vacation rules and delegated approval
responsibilities.

Lesson Highlights
 Workflow concepts.
 Predefined approval policies for Oracle Fusion HCM workflow tasks.
 Oracle BPM Worklist in approval-policy configurations.

Lesson Highlight Details

Workflow Concepts
Workflow is a process in which tasks are routed automatically among users for their
consideration or action. The tasks are routed in a defined sequence to achieve a
defined result.
Predefined Approval Policies for Oracle Fusion HCM Workflow Tasks

Approval policies determine workflow events, including when approval of a transaction
is required and who approves the transaction.
Predefined approval policies exist for many Oracle Fusion HCM tasks.
Oracle BPM Worklist

You use Oracle BPM Worklist to:
 Manage general administration values for all HCM tasks.

 Define approval conditions and rules for tasks
 Create and maintain approval groups
 Enable vacation rules


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Lesson 1: Workflow, Approvals, and Notifications

 Understand workflow concepts.

 Understand the predefined approval policies for Oracle Fusion HCM

 Understand the role of Oracle BPM Worklist in approval-policy

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 1

HCM Approval Management Overview

There are several key components used in approvals:

 Oracle SOA Approval Management Extensions (AMX)

 Oracle Business Process Management (BPM)

- The BPM Worklist is a web-based application that enables you to access

 Oracle Human Capital Management

2 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 3

Instructor Note: Demo Timing

Approximate Demonstration Timing: 5 minutes

4 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

Instructor Note: Demonstration 1

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 5

Demonstration 1: Exploring the Welcome Dashboard

Home work area, Welcome page.

1. Go to the My Notifications section.

2. Select the Promotion task to view the notification details.

Location: Promotion page

3. Close the Promotion page.

Location: Welcome page

Adding the Status Filter

5. Click Personalization > Edit Current Page

6. Click the Edit icon in the My Notifications section.

Location: Component Properties: My Notifications page, Parameters tab

6 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

8. Click Expression Builder.

Location: Expression Editor

10. Click OK.

Location: Component Properties: My Notifications page, Parameters tab.

11. Click Apply.

12. Click OK.

Location: Welcome page

13. Click Save on top right.

14. Click Close.

15. Sign out and sign in to view the Status filter.

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 7

 In most cases, approval by the requester's first-level and second-level managers

Tasks that have no predefined approval policies are approved automatically.

Typically, approval notifications are issued to:

 Workers to whom an approval task is assigned, when the task is assigned

8 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

Typical Approval Workflow

1. When the transaction is submitted, it is routed automatically to the worklist of the

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 9

10 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

Manage Task Configurations for Human Capital

 When to issue approval notifications

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 11

Instructor Note: Manage Task Configurations for

 Search is case sensitive.