Auto Foward Notification From PO

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Purchasing Setup: Automatically Forward Notifications When Users Do Not Respond (Timeout Feature) (Doc ID 124695.1)

Modified: Apr 29, 2013 Type: BULLETIN

APPLIES TO:

Oracle Purchasing - Version 11.5.10 to 12.1.3 [Release 11.5 to 12.1]

Information in this document applies to any platform.

*** Checked for r elevance on 29-Apr-2013***

PURPOSE

To assist viewers of this document in verifying the common setup steps related to the timeout feature.

SCOPE

This document is intended for all users, consultants and support analysts of the Oracle Workflow and Purchasing applications.

DETAILS

Introduction

Oracle Purchasing has the ability to automatically forward documents when users do not respond to notifications. This is a very powerful tool and should be used whenever possible to preve

up business productivity.

The theory of this functionality is that if there is a user (a buyer, for example) that is sent a notification and, for some reason, that user does not respond, the application can automatically s

eventually forward the notification to the next person in the approval list. What happens is that the document approval workflow can be configured (not to be confused with customized) so t

periods where a reminder is sent if there is no action taken against a notification. Once this time period has elapsed, the application can send a second reminder, which can be set to a diffe

notification does not generate a response from the user, then the application will forward the notification to the next person in the hierarchy.

Implementation Steps

1) Establish the business rules for automatically sending reminders.

Example: At a fictitious company called ACME, buyers regularly receive notifications. The company has determined that all document approvers should respond to their initial purchase orde

notifications within three days, after which the first r eminder should be sent. Once the first reminder has been sent, the company has determined that the approvers should respond within t

after which a second reminder will be sent. Once the second reminder has been sent, the company has determined that the approvers should respond within two days. If proper action has

been taken by this time, the document will then automatically forward to the next approver in the approval chain.

2) Perform the required modifications of the approval workflow(s).

These tasks should be performed by someone within your organization that is fairly skilled with the Oracle WorkFlow Builder tool. Please note that this example uses the PO Approval WorkF

substitute the appropriate workflow name should it be different.

a. Launch the Oracle WorkFlow Builder tool. Once opened, the user should connect to a database (a test database is preferred for the first a ttempt at implementing these steps) and open th



b. Single-click the plus (+) symbol to access the Processes

c. In the Processes directory, there is a process called 'Notify Approver'. Double-click on 'Notify Approver' so that the workflow diagram can be seen. With the diagram window fully expande

diagram has not been customized, you should see processes Approve PO Notification, PO Approval Reminder 1 and PO Approval Reminder 2.

d. Move to the Node tab - in the properties block. Notice there is a timeout section. Set this from 'No Timeout' to 'Relative Time'. New options will appear that allow for the entry of a specifi

Enter the difference in time from when the original notification is sent and when the first reminder should be sent.



Double click on Notify Approver S ubprocess:



Pick which notification (text or PDF) and right click and choose Properties

Then per above set the Timeout.

Example: If the approver should receive the first reminder three days after the original notification was sent, the user should enter 3 in the Days field.

e. Optionally perform the same for the first reminder (Process : PO Approval Reminder 1) and second reminder (Process: PO Approval Reminder 2) for Approve PO Notification.

Note: The time entered does not take into consideration holidays or weekends.

Example: The WorkFlow Builder user has specified:

- 3 days in the Days Timeout field for the Approve PO Notification

- 2 days for the first reminder

- 2 days for the second reminder.

The original notification was sent to the document approver on Tuesday. If the approver does not respond, the application will send him a reminder on Friday (the original 3-day per iod). Sin

reminder to expire is set to two days, the second and final reminder would be sent to the approver on Sunday. If the approver has not responded by Tuesday, the document would then be

the next person in the approval list.

f. Save the changes made to the approval in the WorkFlow Builder.

g. Schedule the Workflow Background Process to run periodically.

1. Under System Administrator responsibility, navigate to

Requests > Run > Single Request

2. Name = Workflow Background Process

3. Parameters:

Item Type = PO Approval (for purchase orders)

Item Type = PO Requisition Approval (for requisitions)

Process Deferred = Yes

Process Timeout = Yes

4. Click on OK.

5. Click on Schedule button.

6. Select Run the Job... Periodicall



7. Specify the schedule.

8. Click on OK.

9. Click on Submit.

Now that the modifications have been performed and saved in the database, they should be tested in the application. To prevent these changes from being reset by future patch applications

copy of this file and preserve the settings. Documentation on preserving settings is available in the Oracle Workflow Guide (Part #: A56104-01). Once the new settings have been

thoroughly tested, the changes can be made in your production environment.

Restrictions

The reminder notifications will not be sent if any of these conditions apply:

1. The profile option PO: Allow Requisition Approval Forward Action is set to No. When this profile is set to No, the approval process will use the simplified version of the requisition approva

notification which does not support timeouts.

2. When using AME. The approval process will use "Notify Approver (Simplified) with AME" activity which does not support timeouts.

REFERENCES

NOTE:338732.1 - Approval Notification Reminders (Timeout) Not Working When Using AME

NOTE:762800.1 - Timeout Notifications Not Working in Requisition Approval Workflow

https://support.oracle.com/epmos/faces/DocumentDisplay?id=762800.1

https://support.oracle.com/epmos/faces/DocumentDisplay?id=338732.1

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