Using Approval Workflow Within PeopleSoft eProcurement

This section provides an overview of managing approvals, a list of common elements and discusses how to:

Define roles and actions.
Define approval filter criteria.
Perform approval tasks.
View details about requisition line items.
Approve requisitions.
Deny requisitions.
Push back requisitions.
Insert ad hoc approvers.
Use email approvals with eProcurement.

Understanding Approval Management

Requisition Approval is the process of taking a transaction through the organization until it is accomplished or stopped. Using the Approve Requisitions feature, approvers and reviewers join the business analysts, and requesters to complete the approval workflow process. When the process is complete, the transaction is promoted to its next stage. In the case of a requisition, for example, it's sourced as a purchase order.

After a requisition is created, the system routes it to approvers. The system routes the requisition approval to approver and the user can view and take action in two ways. One is through the worklist, and the other is through the Approve Requisitions page. In either case, you can preview, in a graphical format, the path a transaction approval will take and who has already approved the transaction, and see any comments previous approvers have entered.

While the system awaits approval action, the approval workflow engine maintains the overall state of the transactions approval status, invokes routings, and interacts with the application classes.

During the approval process these actions take place:

The system notifies approvers and reviewers that there is a pending transaction that needs their attention.
Approvers and reviewers access the transaction details, provide comments, and take action (approve, deny, or push back) for the transaction.
The system checks for additional routings in the same routing path.

If all steps have been completed for the stage then the next step is started in the next stage. If there are multiple routing paths, the system routes them in parallel.
Once all approvers on a transaction have approved, the engine notifies the eProcurement application. The requisition is then prepared for sourcing.

Mass Approval

The approver may select multiple requisitions, and complete the approvals at one time without approving each requisition individually. The approver must participate in a role that is associated to the new eProcurement role action of MASS_APPROVER.

Email Approvals

Email approvals are designed to route approvals to the approver's email address to take action, yet not require the approver to log into the system. The approver can approve, deny, add comments, and submit for approval from within the email.

Defining Roles, Actions, and User-List Definitions

This section discusses how to:

Define set supervisors.
Define user-list definitions.
Attach workflow roles to users.

Pages Used to Define Roles, Actions, and User-Defined Definitions

Page Name	Object Name	Navigation	Usage
eProcurement Role Actions	PV_ACTIONS	eProcurement, Administer Procurement, System Users and Roles, eProcurement Role Actions	Assign actions user roles. See Maintaining System Users and Roles.
Workflow	USER_WORKFLOW	PeopleTool, Security, User Profiles, User Profiles Select the Workflow tab. For PeopleSoft eProcurement use eProcurement, Administer Procurement, Maintain Workflow, Set Supervisors	Define supervisors.
User List Definition	SAC_USER_LIST	Set Up Financials/Supply Chain, Common Definitions, Approvals, User List For PeopleSoft eProcurement use eProcurement, Administer Procurement, Maintain Workflow, User List Definition	Define user-list definitions.
Roles	USER_ROLES	PeopleTools, Security, Permissions and Roles, Roles Select the Workflow tab. For PeopleSoft eProcurement useeProcurement, Administer Procurement, Maintain Workflow, Workflow Roles	Attach workflow roles to users.

Defining Supervisors

Access the Workflow page.

Use this page to define other users who will be a part of the workflow process. This includes defining alternate users to handle approvals during the absence of the primary approver and supervisors.

Alternate User ID	Select a user to receive Worklist items when this user ID is temporarily unavailable. The system automatically forwards new work items for whoever is assigned as the current role user to the alternate role user. The system doesn’t reassign items already in the user’s Worklist.
From Date and To Date	Enter a date range when the current user ID is not going to be available. The system uses these values to forward routings to the alternate user.
Supervising User ID	Select the user ID of the user’s supervisor. The system uses this value when to forward information to the user’s supervisor and uses the PERSONAL_DATA record to determine the supervisor.
Worklist User	Select to specify that this role user can receive approval routings. Clear the check box if the user is not a PeopleSoft user. You can select Worklist User, Email User, or both.
Email User	Select to specify that this role user can receive email. Clear the check box if email is not available.
Reassign Work To	Select to indicate that you want to send Worklist items to another user. After selecting the check box, select the user ID. When you save the page the system removes the Worklist items from the current users list and places them in the new user's list.

Defining User Lists

Access the User List Definition page.

Use this page to define user sources for use with steps in the approval process. PeopleSoft delivers a set of default user list roles corresponding to the roles within an organization.

When you select a user list source type, you must also select a corresponding value. You can add a new user list or change a current list.

Note. You can only select one user list source for a user list.

Role	Select to use a role as the source for this user list. A role is a list of users who perform the same type of work, such as buyers or managers. Each role has a set of parameters that determine the limits what the roles can and cannot do in the organization and in the workflow process. Note. The SQL definition, Query, and Application Class user list sources are dynamic, and can use input values to help identify users.
SQL Definition (structured query language definition)	Select to use an SQL definition as the source for this user list.
Query	Select to use a query as the source for this user list. When a source is defined as a query, the system determines who should receive a work item based on the field values on the page that triggers the routing.
Application Class	Select to use an application class as the source for this user list. When you select to you an application class, the system passes in the originator of the transaction and then determines the approver for that originator. For subsequent approval steps, the system passes in the approver from the previous step.
Include Users as Input	When you select the check box, the system uses the originator of a transaction as the first step in each path. For subsequent steps in each path, the system uses the approver from the previous step.
Transaction Keys as Input	Select to have the system base the approval routing on transaction keys. Transaction keys are key fields in a database table. System actions depend on the approval level at which a user list is being used. If the approval is at the header level, the system uses transaction record keys from the header record.

Attaching Workflow Roles to Users

Access the Roles page.

Use this page to attach workflow roles to users. A role is a class of users who perform the same type of work, such as clerks, buyers, or managers and describe how people fit into workflow.

Role user IDs determine how to route Worklist items to users and to track the roles that users play in the workflow.

Role Name	Select a role to assign to this user. Role users are the people who participate in automated business processes.
Dynamic	Displays if the definition of this role is dynamic. This value is driven by PeopleCode. Dynamic users can obtain membership in a role programmatically. You can run a batch process that executes predefined role rules and assigns roles to user profiles according to these rules. This approach is called dynamic membership, and users who become role users of a particular role programmatically are dynamic role users. Static role users, on the other hand, obtain their membership through an administrator adding a role to their user profile manually.
Route Control	Select to access the User Route Control Profiles page where you can select a route control profile for the workflow. The PeopleSoft Workflow Administrator enables you to define route controls. For example, suppose you want to route requisitions to different buyers, depending on which vendor supplies the ordered items, which business unit is requesting the items, and which department needs the items. You can define a route control for each factor—vendor ID, business unit, and department—and specify a range of values for each buyer. Note. Not used with eProcurement Approval Workflow.
View Definition	Select to access the General page where you can make changes to the role name definition. You can also view the user ID of the role member to ensure that you selected the appropriate definition for inclusion in the role.

Defining eProcurement Requisition Approval Filter Criteria

This section discusses how establish approval filter criteria.

Page Used to Define Approval Filter Criteria

Page Name	Object Name	Navigation	Usage
Approve Requisitions	PV_APP_MAN_PG	eProcurement, Approve Requisitions	Define approval filter criteria.

Defining eProcurement Requisition Approval Filter Criteria

Access the Approve Requisitions page.

Use this page to limit the scope and number of requests that appear on the page. For example, you can limit the requests to a specific business unit, requester, or approval status. After displaying the requisitions, you can select individual requisitions to review and update, such as approving or denying a requisition or adding an ad hoc reviewer.

Requisition Name	Select the name of a specific requisition that you want to view or maintain. This is the name the requester assigned to the requisition. If a name was not assigned, the system uses the requisition ID as the name. This limits the search results to one specific requisition.
Requisition ID	Select a specific system-assigned identifier of the requisition that you want to review or maintain. This limits the search results to one specific requisition.
Business Unit	Select a business unit in which you want to review and approve/deny requisitions.
Status	Select a requisition status at which you want to review or approve/deny requisitions. Requisitions that appear in the search results are those in the status you select and that meet the other search criteria you enter. Status values are: Approved: Displays all requisitions that you have approved. Denied: Displays all requisitions that you have denied. Pending: Displays all requisition that are waiting on you for action. Pushedback: Displays all requisitions you have push back to the previous approver.
Entered by	Select an operator for which you want to manage requisitions. Operators are people who have created requisitions for someone else. Only the requisitions submitted by this specific operator appear in the list.
Date From and Date Until	Select a range of dates for which you want to review or maintain eruditions.
Requester	Select the user for whom you want to review or update requisitions.
Advanced Search	Locates requisitions with item description, job title, or vendor ID.
	Displays requisition detail including line and header level information.
	Indicates that there are multiple lines pending approval for the requisition.
	Indicates that a specific header or line is pending approval.
Create New Requisition	Click to access the Create Requisition page where you can create a new requisition.
Manage Requisitions	Click to access the Manage Requisitions page where you can work with requisition details.

Note. If the approver is a member of the MASS_APPROVER role action, then the approver can elect to apply an approval action to multiple pending transactions at one time. This can be accomplished at the header or line level.

Performing eProcurement Requisition Approval Tasks

This section discusses how to perform approval tasks.

Page Used to Perform Approval Tasks

Page Name	Object Name	Navigation	Usage
Requisition Approval	PV_REQ_APPROVAL	eProcurement, Approve Requisitions Click the Requisition ID link.	Performing approval tasks.

Page Name

Object Name

Navigation

Usage

Requisition Approval

PV_REQ_APPROVAL

eProcurement, Approve Requisitions

Click the Requisition ID link.

Performing approval tasks.

Performing eProcurement Requisition Approval Tasks

Access the Requisition Approval page.

Use the Requisition Approval page to approve or deny requisitions at the header or line level, review and edit approvers and reviewers, and make comments for other approvers and reviewers. The example page demonstrates line-level approval.

Note. The line level approval can be used only if the process is configured for line-level approval.

The page displays with details about the requisition, such as the date it was entered, its name and priority, and the number of lines on the requisition. Also appearing is the total monetary value of the requisition and the currency in which it's measured.

Note. If you select a line that does not require action, you receive a message telling you to select a line that is pending the approval.

Requester

Click to access the Requester Information page. The page displays details about who created the requisition and includes the requester's supervisor and reporting structure, department, email ID, and telephone.

The information displayed can be changed by modifying the approver information view registered in the Transaction Registry.

Justification

Displays the comments the requester entered to justify the need for the requisition.

Line Information

Use this section of the Manage Approvals page to review requisition line details and perform approval tasks. Line items that are awaiting approval are highlighted and selected as default values when you access the page.

Awaiting Approval	Displays with a requisition line to indicate the line is pending approval. This button displays in conjunction with the selected check box for the line item and is a default value setting for all items awaiting you approval.
Item Description	Click this link to view details about an item contained on a requisition. As you review approvals, you can see the item details and an image of the item.
Comments	Click to review comments made by the requester about a requisition line item.
Select All/Deselect All	Click to either select all line items or to clear all line item check boxes. You can select this check box to approve or deny all lines or select individual check boxes to for single approval or denials.
View Line Details	Click to access the Requisition page where you can view details about the requisition line items that you selected.
Approve	Click to approve the selected requisition line items. When you approve a line- or header-level item, the system routes the requisition line to the next approver and updates the approval status for the line.
Deny	Click to deny the selected requisition line items. Before the system accepts a denial, you must enter comments concerning why you did not approve the lines.

Review/Edit Approvers

Use this section of the Requisition Approval page to review the approval flow, such as who approved the requisition before you and who will approve it after you. Click the plus + symbol to insert ad hoc approvers and reviewers. If you want to remove an ad hoc approver or reviewer click the minus — symbol. A confirmation message appears when you make the selection.

All qualified ad hoc approvers or reviewers must be defined part of the Ad Hoc User List on the Configuration Options page.

See Defining the Approval Transaction Registry.

Approver Comments

Use this section to enter comments about the requisition. If you deny a requisition, the system requires that you enter a comment.

Viewing Details About Requisition Line Items

This section discusses how to view line details.

Page Used to View Requisition Line Details for Approval

Page Name	Object Name	Navigation	Usage
Requisition Line Details	None	Select one or more lines. Click the View Line Details button on the Requisition Approval page.	View details about requisition line items.

Page Name

Object Name

Navigation

Usage

Requisition Line Details

None

Select one or more lines.

Click the View Line Details button on the Requisition Approval page.

View details about requisition line items.

Viewing Details About Requisition Line Items

Access the Requisition Line Details page.

Use this page to review shipping and accounting details for line items you selected to review using the Requisition Approval page.

Approving Requisitions

This section discusses how to approve requisitions.

Page Used to Approving Requisitions

Page Name	Object Name	Navigation	Usage
Requisition Approval	PV_REQ_APPROVAL	eProcurement, Approve Requisitions Click the Requisition ID link.	Performing approval tasks.

Page Name

Object Name

Navigation

Usage

Requisition Approval

PV_REQ_APPROVAL

eProcurement, Approve Requisitions

Click the Requisition ID link.

Performing approval tasks.

Approving Requisitions

Access the Requisition Approval page.

To approve a requisition line:

Select a line that is pending the approval, if line-level. Otherwise, header is implied.

You can only approve lines that are pending the approval.
Click the Approve button.
Use the Review/Edit Approvers section to any review comments by previous approvers.

Note. Requisition line approval appears as the Approve button at the Line Information section. For requisition header you would approve or deny using the buttons under the Enter Approve Comments section.

Denying Requisitions

This section discusses how to approve requisitions.

Page Used to Deny Requisitions

Page Name	Object Name	Navigation	Usage
Requisition Approval	PV_REQ_APPROVAL	eProcurement, Approve Requisitions Click the Requisition ID link.	Performing approval tasks.

Page Name

Object Name

Navigation

Usage

Requisition Approval

PV_REQ_APPROVAL

eProcurement, Approve Requisitions

Click the Requisition ID link.

Performing approval tasks.

Denying Requisitions

Access the Requisition Approval page.

To deny a requisition line:

Select a line that is pending the approval.

You cannot deny a line that is not waiting for the approval.
Enter comments in the Approver Comments section. This is required before denying the requisition.
Click the Deny button.
Use the Review/Edit Approvers section to review comments for the denial.

Note. Requisition line approval appears as the Deny button at the Line Information section. For requisition header you would approve or deny using the buttons under the Enter Approve Comments section.

Pushing Back Requisitions

This section discusses how to push a requisition back to previous approver.

Page Used to Push Back Requisitions

Page Name	Object Name	Navigation	Usage
Requisition Approval	PV_REQ_APPROVAL	eProcurement, Approve Requisitions Click the Requisition ID link.	Performing approval tasks.

Page Name

Object Name

Navigation

Usage

Requisition Approval

PV_REQ_APPROVAL

eProcurement, Approve Requisitions

Click the Requisition ID link.

Performing approval tasks.

Pushing Back Requisitions

Access the Requisition Approval page.

Select Pushback to return an approved requisition back to the previous approver with comments. This is possible only if there was a previous approver in the same path. Also you cannot push back a requisition across stages.

To pushback a requisition line:

Select a line that is pending the approval.
Enter comments in the Approver Comments section. This is required before pushing back the requisition.
Click the Pushback button.
Use the Review/Edit Approvers section to review comments for the denial.

Note. Requisition line approval appears as the Pushback button at the Line Information section. For requisition header you would pushback using the buttons under the Enter Approve Comments section.

Inserting Ad Hoc Approvers

This sections discusses how to add an ad hoc approver.

Page Used to Add an Ad Hoc Approver

Page Name	Object Name	Navigation	Usage
Requisition Approval	PV_REQ_APPROVAL	eProcurement, Approve Requisitions Click the Requisition ID link.	Performing approval tasks.

Page Name

Object Name

Navigation

Usage

Requisition Approval

PV_REQ_APPROVAL

eProcurement, Approve Requisitions

Click the Requisition ID link.

Performing approval tasks.

Inserting Ad Hoc Approvers

Access the Requisition Approval page.

To add ad hoc approvers and reviewers, click the plus+ symbol for a pending requisition line. Another page appears for you to select the user ID, and whether the person is an ad hoc approver or reviewer for this line of the requisition.

You cannot change ad hoc approvers or reviewers; however, you can delete and add them again to update whether they are approvers of reviewers. To delete an approver or reviewer, click the minus— symbol. To add multiple approvers or reviewers click the plus+ at the point where you want the additional approver or reviewer to receive the approval.

Using Email Approvals with eProcurement

This section discusses how to set up email approvals for eProcurement.

Setting Up Email Approvals in eProcurement

To utilize collaborative emails with eProcurement, you will need to complete these tasks for set up:

Follow the framework set up.

See Enabling Email Collaboration.
Locate the Integration Broker default local nodePeopleTools, Integration Broker, Integration Setup, Node Definitions.
Select the Transactions tab. Click the Add Transaction button.
Define he Transaction Type as Outbound Asynchronous.Add the eProcurement Request Message of PV_EMAIL_REQ_APPROVAL to the Integration Broker default local node. Select the Request Message Version of VERSION_1. When you have completed this, save the work.
On the Configuration Options page, select a value from an established user list in the Email Approval User List field eProcurement, Administer Procurement, Maintain Workflow, Approval Transaction Registry. Select the Configuration Options tab.

Note. All users contained in the selected user list will receive the approval form in their email.

Example of Email Approval

Here is an example of the Email Approval form that is sent to approvers: