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WHITE PAPER
Lease Approval Workflow
Prepared by
Author: Vaishali Karanth Property Manager Support
Updated by:
Creation Date: 01-May-2014
Last Updated:
Control Number: 1
Version:
Copyright (C) 1995 Oracle Corporation
All Rights Reserved
Product Design and Architecture
Contents
1.
Introduction ........................................................................................................................................ 4
2.
Scope .................................................................................................................................................... 4
3.
Pre-requisites ....................................................................................................................................... 4
4.
Features ............................................................................................................................................... 4
5.
Setup .................................................................................................................................................... 5
a.
HRMS............................................................................................................................................... 5
b.
Workflow......................................................................................................................................... 5
c.
d.
System administrator..................................................................................................................... 5
e.
5.1. HRMS............................................................................................................................................. 5
5.2.
Workflow..................................................................................................................................... 7
5.2.1.
5.2.2.
5.2.3.
5.2.4.
5.3.
5.3.1.
Attribute ............................................................................................................................ 15
5.3.2.
5.3.3.
Conditions ......................................................................................................................... 27
5.3.4.
5.4.
5.4.1.
Create the users and assign them the following responsibilities: ............................. 32
2
5.4.2.
5.4.3.
5.5.
6.
7.
6.2.
6.2.1.
6.2.2.
6.2.3.
Reference ........................................................................................................................................... 48
1. Introduction
In todays world, business conglomerates and MNCs process huge number of leases.
Approving all the leases manually by the appropriate authority is a painful process.
Property manager Lease Approval Workflow process automates the approval process.
Lease approval workflow process enables you to automate the approval process. It helps
in customizing and setting approval methodology based on Approval Hierarchy
2. Scope
This document is intended for an audience who are familiar with the basic setup /
knowledge of Oracle Approval Management and workflow administration.
Scope of this white paper is to explain the Setup details involved in Oracle Property
Manager, Oracle Approval Management and Workflow for the lease approval work
flow to work. In addition to that it also has details of a full Cycle explaining the usage
of lease Approval.
This paper will not cover general AME details and Workflow details Trouble shooting of
Lease approval Workflow
3. Pre-requisites
The basic requirements to enable the Lease Approval Workflow is
Oracle Property Manager Patch set Level 12.1.3
Setup the Profile Option for PN:Lease Approval Workflow to Yes at the Site,
Application, Responsibility or User levels.
4. Features
The approval can be submitted through:
Leases and Documents > Main Lease > Enter Leases and document
Create a new lease or Query an existing lease which is in Draft status.
Change the Approval Status to Submitted for Approval
The approval can be done through
E-mail
Workflow notification
5. Setup
The setup for Lease Approval Workflow, it involves below modules
a. HRMS
b. Workflow
c. Oracle Approvals Management (AME)
d. System administrator
e. Property Manager
5.1. HRMS
The lease approval workflow uses the employee details and employee supervisor
details defined in the HRMS module to determine the approval hierarchy.
With regards to setup part, in HRMS first we you need to create employees and
assign supervisors.
In our test case, we are going to create the following employees and their
supervisors:
Employee
Job
Job Approval
Authority (From Job
form)
MGR500.Manager
EX100.Executive
EX100.Executive
5.2. Workflow
For Lease approval work flow to work, the setup that needs to be done in workflow are
Setup Approval Workflow
Confirm Business Event is is enabled
Confirm Business Event is is setup and linked to Workflow
Setup Business Event Subscription details
2. In the Subscriber region, select the system where the subscription executes.
10
3. In the Triggering Event region, specify the event source to which the
subscription applies in the Source Type field.
Local - The subscription applies only to events raised on the subscribing
system.
External - The subscription applies only to events received by an inbound
agent on the subscribing system.
Error - The subscription applies to only to errored events dequeued from
the WF_ERROR queue or WF_JAVA_ERROR queue.
4. Select the event that triggers the subscription in the Event Filter field. You can
specify an individual event or an event group.
5. Optionally select a source agent to which the subscription applies. If you
specify source agent, then the subscription is executed only when the triggering
event is received from that agent. In most cases, the Source Agent field is left
blank.
6. In the Execution Condition region, enter a phase number for the subscription to
specify the order in which subscriptions triggered by the same event are
executed. The phase number also controls whether a subscription is executed
immediately or is deferred, unless processing for the event is deferred by another
method.
7. Select Enabled or Disabled as the subscription status. If you disable a
subscription,it still remains in the Event Manager for reference, but it can no
longer be executed when events occur.
8. In the Rule Data field, specify the event information required by the subscription.
11
9. In the Action Type region, select the subscription processing you want to perform
when the triggering event occurs. For lease approval work flow to work we need to set
this option to Launch Workflow i.e Send the event message to launch or continue a
workflow process.
10. Specify the error handling to perform if Oracle Workflow encounters an error while
processing this subscription.
Stop and Rollback - The Event Manager halts all subscription processing for
the event and rolls back any subscriptions already executed for the event.
Skip to Next - The Event Manager rolls back only this subscription and then
continues processing the next subscription for the event according to the
subscription phase order.
11. Choose the Next button to define the details of the subscription action, depending on
the action type you selected.
12
12. In the Action Region ,Select the workflow item type and process name for the
workflow process to which you want to send the event. This needs to be setup only if
you selected Launch Workflow as the action type.
13. Select Normal, High, or Low as the priority for the subscription. Oracle Workflow
uses the priority to help determine the order in which deferred subscriptions are
processed. The default priority is Normal.
14. You can optionally select an additional option to control how the subscription is
executed.For more information on the details of Additional Options refer Workflow
Developer guide Page 8-40
13
15. In the Documentation region, in Owner Tag field enter the application short name of
the program or application that owns the subscription. In Owner Name field enter the
application name associated with that application short name.
5.3.
The purpose of Oracle Approvals Management (AME) is to define approval rules that
determine the approval processes for Oracle applications.
The first step which we need to do in AME for lease approval work is check whether
PN approval workflow Transaction Type is setup. The Navigation to check the
transaction type is
Responsibility: Approvals Management Business Management
N: Business Management Dashboard
Confirm Transaction Type is setup
Transaction Types (ST)
Name: PN approval workflow
14
The second step would be to create a rule for Transaction Type PN approval
workflow. In our test case, we will see how to create a Rule in AME for : PN
approval workflow.
To create a rule in Approval Management, we need to create the following and
then attach to the rule:
Attribute
Actions / Action types
Conditions
Approver Groups
5.3.1. Attribute
An attribute is a business variable that has exactly one value for a given transaction.
Examples are Invoice Amount, An item's category, A person's salary etc., An attribute
has the following properties:
Name- An attribute name is a string that represents a decision variable
Item Classes-An attribute item class determines what class of items has a value for the
attribute.
Data Types-An attribute type indicates the data type of the attribute's values.
Usage Type- There are two kinds of attribute use:
Static - A static attribute use assigns a constant value to an attribute, for a
given transaction type.
Dynamic- A dynamic attribute use assigns an SQL query to an attribute, for
a given transaction type.
Navigation to define Attribute is
Responsibility: Approvals Management Business Management
N: Business Management Dashboard
Transaction Types (ST) Name: PN approval workflow
Click Setup (I)
CreateAttribute
15
In addition to defining the above attribution, for lease approval workflow to work, we
need to is check whether the below Attributes are setup for the Transaction Type: PN
approval workflow.
Navigation for the same is
Responsibility: Approvals Management Business Management
N: Business Management Dashboard
Transaction Types (ST)
Name: PN approval workflow
Click Setup (I) Attribute
16
5.3.1.1.
ALLOW_REQUESTOR_APPROVAL
This is a boolean attribute. It determines whether AME enables a requestor to
approve their own transaction, if they have sufficient signing authority. When
this attribute is true, and a requestor has sufficient authority, the relevant action
type makes the requestor the only approver in their chain of authority, and
assigns the requestor the initial approval status. When the attribute is false, the
relevant action type does not include the requestor in the chain of authority.
Instead, the action type includes in the chain of authority at least one of the
requestor's superiors.
17
5.3.1.2.
AT_LEAST_ONE_RULE_MUST_APPLY
This is a boolean attribute determining whether AME raises an exception when
no rules apply to a transaction at run time.
5.3.1.3.
EFFECTIVE_RULE_DATE
When AME begins to process a transaction, this date determines which rules are
active for a given transaction. AME then evaluates each active rule's conditions
to see whether the rule actually applies to the transaction.
For most transaction types, the system date (sysdate) is the appropriate
EFFECTIVE_RULE_DATE
value.
To
use
this
value,
provide
EFFECTIVE_RULE_DATE a static use with no value.
18
5.3.1.4.
EVALUATE_PRIORITIES_PER_ITEM
This is a boolean attribute. It determines whether AME evaluates the
applicable rules' use priorities per item. Per-item evaluation is relevant for
relative rule-priority modes. When the attribute is true, AME evaluates the
rules' use priorities that apply to each item as a group. When the attribute is
false, it evaluates the use priorities of all the rules applying to the transaction
together.
5.3.1.5.
INCLUDE_ALL_JOB_LEVEL_APPROVERS
This attribute determines if all approvers with the same job level should be
included when building the chain of authority for the action types that
depend on Job Level.
19
5.3.1.6. JOB_LEVEL_NON_DEFAULT_STARTING_POINT_PERSON_ID
If this attribute is not null, the approver it identifies will be used as the starting
point for action types that depend on Job Level. Its value will override the setting
for TRANSACTION_REQUESTOR_PERSON_ID
5.3.1.7.
REJECTION_RESPONSE
This is a string attribute. It determines how AME responds when an approver
rejects an item. The attribute has three allowed values:
20
5.3.1.8.
REPEAT_SUBSTITUTIONS
This is a boolean attribute with a default value of false, in order to
make it backward compatible. AME uses this attribute to process the
substitution rules a second time at the end of the processing cycle. This
is done to apply the Substitution rules on adhoc insertions and
surrogate approvers. The attribute's value can be set or reset
dynamically for any transaction. For example, if you would like the
substitution rules to run again only for a certain set of transactions, this
attribute value can be set dynamically to true or false.
21
5.3.1.9.
TOP_SUPERVISOR_PERSON_ID
This attribute should be assigned to the person ID of the employee at the top
of the hierarchy (typically the CEO of a corporation). This is used in Action
Types that climb the supervisor hierarchy and is needed to determine if AME
has reached the top of the hierarchy as opposed to reaching a gap in the
hierarchy setup.
5.3.1.10.
TRANSACTION_REQUESTOR_PERSON_ID
This attribute should be assigned to the ID of person requesting the
transaction. Several of the defined Action Types will use this as the starting
point for traversing the hierarchy.
22
5.3.1.11.
USE_RESTRICTIVE_ITEM_EVALUATION
This is a boolean attribute. It indicates whether AME requires a single
subordinate-level item to satisfy all conditions on attributes belonging to the
subordinate item class, in a given rule, for the rule to apply. If the attribute is
true, then a rule containing conditions on a subordinate-level item class'
attributes only applies if one of the transaction's items in that class satisfies all
of the rule's conditions on attributes of that item class. If the attribute is false,
then different items may satisfy different conditions on the subordinate item
class' attributes.
5.3.1.12.
USE_WORKFLOW
This is a boolean attribute. It indicates whether AME should log the
transaction type's exceptions to the Workflow exception stack. Ordinarily this
attribute must have a static use.
23
5.3.1.13.
WORKFLOW_ITEM_KEY
This is a string attribute. It is a transaction's item key in the integrating
application's workflow. The item key is typically also the AME transaction
ID, and in this case, the attribute's dynamic use can select : transactionId from
dual. AME uses this attribute's value when it logs exceptions in Workflow's
exception stack.
5.3.1.14.
WORKFLOW_ITEM_TYPE
This is the item type of the integrating application's workflow. AME uses this
attribute's value when it logs exceptions to Workflow's exception stack.
24
Click on use existing Action type and select below two action types only
Absolute job level- The absolute-job-level action type generates a chain of authority by
ascending the HR supervisory hierarchy starting at a given approver and continuing
until an approver with a sufficient job level is found.
First Approver
By default, the first approver (starting point) in an absolute-job-level chain is the
supervisor of the person identified by the required number attribute
TRANSACTION_REQUESTOR_PERSON_ID.
25
Final Approver
The absolute-job-level action type's ascent up the supervisory hierarchy stops
when it
reaches one or more approvers having a sufficient job level. A job level is a value
in the
authority_level column of the Oracle HRMS table per_jobs.
26
5.3.3. Conditions
The if part of an approval rule consists of zero or more conditions. A condition is a
statement that is either true or false, for a given transaction. For the rule to apply to a
transaction, all of its conditions must be true for the transaction.
There are two types of conditions:
Regular conditions- An ordinary condition associates an attribute with a set of allowed
values or range. Such a condition is true when the attribute has one of the allowed
values.
List-modifiers- A list-modification condition checks for the presence of a given target
approver at a specific set of allowed locations in the default approver list. When the
target approver is present in an allowed location, we say that the default approver list
satisfies the condition.
27
Once the condition is defined, Confirm List Modifier details for the Transaction
Type: PN approval workflow
28
5.3.3.1.
Creating Rules
Creating rules and rule usages is the main step in the AME implementation
process. Rarely will an organizations business rules match any rules that are
seeded with a transaction type. Instead, you must translate the business rules you
documented into AME rules yourself.
Rule associate one or more conditions with an approval in an if then statement.
Before you can create rules, you must create conditions for the rules to use. You
may need to create (or have a system administrator create) some custom
attributes like how we created PNAPPRWF and/or approvals. You may also need
to create some approval groups. Thus, while creating rules is your ultimate goal,
it is also the last thing you do when you set up AME.
Navigation to create Rules is
Responsibility: Approvals Management Business Management
N: Business Management Dashboard
Transaction Types (ST)
Name: PN approval workflow
Click Rules (I)
Click on Add condition button and select the condition PNAPPRWF is true and
press continue button
Select the appropriate Action Types (in our case chains of authority based on
absolute job level action type is selected) and Select appropriate Action (in our
example we have selected Require approvals up to at least level 2) and then press
continue.
30
Click the Approver Groups tab to display the Approver Groups page. If
you are navigating from the Business Dashboard, then select the required
transaction type in the Approval Process Setup available in the Business
Dashboard and click the Approver Groups link.
Click Create to open the Create New Approver Group page.
Enter the group's name and description.
Enter the order number to determine how the approver groups in the
same sub-list are ordered.
Select the voting method to determine the order in which AME notifies
the group's members and how the group makes approval decisions.
Select the group's use type to determine the group's membership list. If
you select the dynamic use type, then enter an SQL query and click
Validate to ensure the query is well formed. If you select the static use
31
5.4.
type, then you must enter members for the static approver group in the
Group Members region.
Click Apply to add the approver group to your transaction type
System Administrator
In System Administrator Responsibility, we need to
5.4.1. Create the users and assign them the following responsibilities:
Employee
User login
Responsibilities (minimum
responsibilities to be assigned)
Operations/welcome
Cbrown/welcome
32
33
34
35
5.5.
Property Manager
The Final steps in this simulation is to create a lease in property manager module
and then submit the same for approval.
Responsibility: Property Manager vision operations
Logged in as OPERATIONS (Stock, Ms. Pat)
N: Leases and Documents Main Lease
Enter Leases and Documents
Click on new button and create a Lease
36
Once the Lease is created, change the lease status from Draft to Submitted
37
38
Click on Save now Option. Now the lease is submitted for Approval.
To see the notification, login with Cbrown user (Stock, Ms. Pat s supervisor). In
Cbrown s work list we see a Notification for the lease approval
39
Now when we login with Operations (Stock, Ms. Pats) login, in the work list we will see
a Notification that lease is approved
Also in the Lease work bench, the lease status is changed from Submitted to Final
40
We can also see that schedule and Items program is automatically getting fired by the system
once the lease is approved.
Also we can see the schedule lines generated in Authorize Payments Window
41
6. Technical Aspects
6.1.
Usage
Consists complete list of events and events
subscriptions along with licensing details
Stores details of the events that requires to be
submitted to workflow
If the Workflow Agent Listenererrors, then a
record is logged in this table
Consists complete list of workflow item types
Consists attributes defined for a workflow item
type
Consists activities defined for a
workflow item type
Consists item type and item key. One record exists
for every Lease submitted for approval
Consists attribute values used during approval
workflow
42
WF_ITEM_ACTIVITY_STATUSES
WF_NOTIFICATIONS
WF_USERS, WF_ROLES,
WF_USER_ROLES
AME tables
AME_TRANSACTION_TYPES_V
AME_ATTRIBUTES,
AME_CONDITIONS,
AME_ACTIONS,
AME_ACTION_TYPES,
AME_APPROVAL_GROUPS
AME_RULES,
AME_CONDITION_USAGES,
AME_ATTRIBUTE_USAGES,
AME_RULE_USAGES,
AME_ACTION_TYPE_USAGES
AME_TRANS_APPROVAL_HISTORY
Usage
Consists AME transaction types lists
Consists details of AME attributes,
conditions and approval lists
HRMS tables
PER_ALL_PEOPLE_F
PER_ALL_ASSIGNMENTs_F
Usage
Stores the employee details
Stores details of the employee assignment /
supervisor
Stores the Approval Authority details
PER_JOBS
6.2.
Trouble Shooting
The three basic troubleshooting steps covered in this document will be:
I: Collecting the output of the AME Set-up Utility Report
- HRMS Approvals Management (AME) Reporting Utility Support Tool (Doc ID 287255.1)
II: Running a Real Transaction Test in AME
III: Collecting the AME Exceptions log for a transaction
44
Note: Setup report can also be retrieved from Approvals Management Administrator
responsibility
Click Admin Dashboard,
Setup Report on far right of page,
Click Setup Report, Enter Transaction Type = PN approval workflow,
Click GO
Click Run Real Transaction Test (1) and enter Transaction ID = Lease number
- Results display
46
Note, Exception Log in Quick Links (on upper right side of page), click Exception Log
Enter Transaction Type = PN approval workflow and Transaction ID = Lease number
Click GO
7. Reference
Oracle Approvals Management Implementation Guide
Oracle Workflow Developer's Guide
48