Table of Contents

1. 2. 3. Overview......................................................................................................................2 Objective......................................................................................................................2 Workflow Fundamentals.............................................................................................2 3.1 Advantages..........................................................................................................2 3.2 rere!uisites.........................................................................................................3 3.2.1 "nabling workflow in eo#le$oft %.&..........................................................3 3.2.1.1 Configure $'T address.........................................................................3 3.2.1.2 "nable () workflows..............................................................................* 3.2.1.3 "nable workflow for +ser rofiles.........................................................., 3.2.1.* Test t-e ".mail workflow functionalit/...................................................0 3.3 Objects 1nvolved..................................................................................................2 3.3.1 3usiness rocess..........................................................................................2 3.3.2 Activit/........................................................................................................2 3.3.3 $te#..............................................................................................................2 3.3.* "vent............................................................................................................2 3.3., Worklist 4otification...................................................................................2 3.3.0 "mail 4otification.......................................................................................2 *. 1m#lementing Online Workflow5................................................................................% *.1 Creation of online workflow a##lications...........................................................% *.1.1 Create a new Activit/..................................................................................% *.1.2 1nsert $te# into Activit/...............................................................................6 *.1.3 1nsert "vent into an Activit/........................................................................6 *.1.* 1nsert Worklist or "mail into t-e Activit/.................................................11 3.2.1.1 "mail......................................................................................................11 3.2.1.2 Worklist.................................................................................................10 *.1., 1nsert t-e Activit/ into t-e 3usiness rocess.............................................27 *.1.0 Test t-e A##lication...................................................................................27

1. Overview
'an/ of t-e tasks t-at /ou #erform t-roug-out t-e da/ are #art of larger tasks t-at involve several ste#s and several #eo#le working toget-er. For e&am#le8 w-en /ou enter an invoice8 /ou are initiating an a##roval and #a/ment #rocess5 someone else reviews and a##roves it8 and a t-ird #erson submits #a/ment to t-e vendor. T-e term workflow refers to t-is larger #rocess.

To a certain e&tent8 all of t-e business #rocesses t-at /ou define using #rocesses t-at involve multi#le users and t-e routing of data between t-e users.

eo#le$oft

A##lication 9esigner involve workflow. (owever8 we usuall/ reserve t-e term to refer to

2. Objective
3/ t-e end of t-is c-a#ter8 /ou will be able to 1m#lement Online Workflow.

3. Workflow Fundamentals
a: Advantages b: rere!uisites

c: Objects 1nvolved

3.1 Advantages
a: Automate t-e flow of 1nformation b: Control and $treamline t-e flow of 1nformation c: Can be easil/ modified to meet re!uirement d: Can work effectivel/ w-en8 4o +ser involvement is re!uired 1nvolve 4on. eo#le soft +ser 1nvolve several users working to gat-er

1.2

rere!uisites
used for t-e develo#ment

1. $'T server s-ould be configured for t-e A##lication server; rocess sc-eduler 2. ".mail s-ould be enabled and configured for t-e instance in w-ic- t-e workflow is develo#ed. 3. T-e +ser rofiles for t-e )oles are alread/ in lace wit- #ro#er Worklist 19 s and ermissions.

3.2.1 Enabling workflow in PeopleSoft 8.x

3.2.1.1 Configure SMTP address

$etu# t-e $'T server i#.address and #ort number in A##. $erver ; rocess sc-eduler 1nvoke t-e $A9'14.e&e in t-e PS_HOME/appserv director/ and in t-e a##lication server configuration8 $'T settings section s#ecif/ t-e i#.address for t-e mac-ine w-ere $'T server is installed.

Specify the SMTP server IP-address and Port number

Specify Sender e-mail address and Source machine (machine in which App. server is installed.

3.2.1.2

Enable HR workflows

<o to eo#leTools Workflow 9efaults = 'essages $et Workflow 9efaults

eboot !pp. server 'ake sure t-e c-eck bo&es >Worklist Active?8 >Worklist Active? >() installed? and c-ecked. 1f not8 c-eck t-e c-eckbo&es and reboot t-e a##lication server

<o to $et +# ()'$ Common 9efinitions $elf $ervice $/stem Workflow )ules

$elect t-e $"T19 for w-ic- t-e $/stem Workflow rules needs to be configured. $elect t-e transaction categor/ >()@T)A4$AT1O4$? from t-e dro# down list and configure as re!uired. )e#eat t-is ste#s for all t-e $"T19 t-at uses self.service.

3.2.1.3

Enable workflow for User Profiles

For t-e users w-o will be using workflow routing Ae.mail8 Worklist: make sure t-at t-e following t-ings are done. 1. T-e/ -ave a valid Worklist.id in eo#le$oft +ser #rofile. 2. ".mail and Worklist are enabled for t-e users <o to eo#leTools $ecurit/ +ser rofiles +ser rofiles <eneral

Click t-e "E#it E$%ail a##ress& -/#erlink.

Add t-e e.mail id for t-e user and save t-e c-anges. <o to t-e Workflow? #age

C-eck t-e >Worklist +ser? and >Worklist +ser? c-eckbo&es. 3.2.1.4 Test t e E!"ail workflow fun#tionalit$

<o to eo#leTools Workflow 9efaults = 'essages Worklist;Worklist 'essage

1. "nter t-e +ser 1d to w-om t-e test mail -as to be sent 2. "nter t-e test mail subject message 3. $ave t-e com#onent Once t-e com#onent is saved8 it s-ould trigger e.mail to t-e test users Worklist id s#ecified in t-e user #rofile.

3.3 Objects 1nvolved

3.3.1 '(siness Pro)ess
A business #rocess is a gra#-ical re#resentation of t-e relations-i#s between related activities. Arrows indicate t-e relations-i#s between t-e activities. T-ese s-ow t-e gra#-ical re#resentation of t-e relations-i#s between t-e com#onent objects Ama#s or ste#s:.

3.3.2 !)tivit*
Activities include t-e ste#s t-at corres#ond eit-er to a##lication #ages or to e&ternal #rograms in a workflow t-ese re#resent t-e events and routings. Activit/ re#resent a sub #rocess of t-e business task8 -aving one or more ste#s.

3.3.3 Step
T-ese are elements wit-in activities and re#resent t-e level at w-ic- t-e user interacts directl/ wit- t-e a##lication #ages. T-ese e&ist onl/ wit-in a #articular activit/.

3.3.+ Event
"vents are conditions t-at -ave associated routings. T-e conditions are defined in #eo#le code w-ic- is attac-ed to t-e record definition underl/ing a ste#. T-e s/stems runs t-e #eo#le code #rogram to test t-e condition. 1f t-e condition is satisfied t-e s/stem #erforms t-e routing.

3.3., -orklist .otifi)ation

T-e worklist record determines w-ic- field of information t-e s/stem stores for eacwork item including t-e data needed to access t-e target #age or an/ information to be dis#la/ed in t-e worklist itself. "ntries in worklists are stored in database tables.

3.3./ E%ail .otifi)ation

T-ere would be a need to send "mail messages in res#onse to business events8t-is can be ac-ieved b/ "mail routing. eo#lesoft a##lications su##ort "mail routings to an/ "mail software t-at su##orts t-e $im#le 'ail Transfer rotocol A$'T : standards.

*. 1m#lementing Online Workflow5

W-en t-e re!uirement calls for an instant notification to t-e em#lo/ee or manager regarding an action8 an Online Workflow is im#lemented.Ae.g.: W-en an em#lo/ee?s Bast date of Work c-anges8 in t-is case notification -as to be sent to t-e em#lo/ee8 manager and #a/roll instantl/.

*.1 Creation of online workflow a##lications

1: Create a new Activit/ 2: 1nsert $te# into t-e Activit/ 3: 1nsert "vent into t-e Activit/ *: 1nsert Worklist or Worklist into t-e Activit/ ,: 1nsert t-e Activit/ into t-e 3usiness rocess 0: Test t-e A##lication

*..1.1 0reate a new !)tivit*

1n t-e A##lication 9esigner8 Click File 4ew Activit/

*..1.2 1nsert Step into !)tivit*

Click t-e button from t-e tools menu and click on t-e e&act #osition in t-e #roject s#ace w-ere t-e $te# is to be #laced. After #lacing t-e ste# in t-e a##ro#riate #osition8 double click t-e ste#. Furnis- details reagrding t-e #age from w-ic- t-e workflow is to be triggered b/ clicking t-e !ttrib(tes2 tab from t-e $te# 9efintion 'enu.1n t-e Pro)esse# '* grid click t-e Page radio button8 following t-at give t-e details of t-e #age from t-e Pro)essing page grid and click O3

*..1.3 1nsert Event into an !)tivit*

Click t-e button from t-e tools menu and click on t-e e&act #osition in t-e #roject s#ace w-ere t-e "vent icon is to be #laced. After #lacing t-e "vent in t-e a##ro#riate #osition8 double click t-e "vent. Furnis- details regarding t-e record from w-ic- t-e workflow is to be triggered and t-e conditions based on w-icworkflow is to be triggered.

After inserting t-ose 2 icons connect t-e icons using t-e Connector. First click t-e connector 1con8 t-en #lace t-e mouse #ointer over t-e "vent icon and click it. A conection gets establis-ed after t-e user clicks t-e destination icon A"vent:.

T-e "vent becomes Active onl/ if t-e !)tive c-eck 3o& is C-ecked. T-oug- a record field Workflow #eo#lecode can be written in an/ field of an/ record8 it is a better #ractice to #ut t-e record name in t-e C Events 4riggere# 5ro% e)or# .a%eD as it directs t-e user to t-e Workflow "vent of t-e First ke/ Field of t-e )ecord.1f t-e record is not mentioned in t-e CEvents 4riggere# 5ro% e)or# .a%e D t-e +ser -as to traverse ever/ record in t-e com#onent to access t-e code.

On clicking t-e "dit 3usiness )ules Tab t-e eo#lecode "ditor o#ens

T-is is t-e w-ere t-e user writes t-e conditions for triggering t-e workflow.A workflow can be triggered using t-e 4rigger'(sinessEvent function onl/ from t-e -ork5low event. T-e first function of t-e Trigger3usiness"vent function is to c-eck w-et-er t-e !)tive c-eck bo& is c-ecked or not.

*..1.* 1nsert -orklist or E%ail into t6e !)tivit*

3.2.1.1 E"ail To insert an "mail definition into t-e Activit/8 click t-e icon from t-e tools menu and click on t-e e&act #osition in t-e #roject s#ace w-ere t-e "mail icon is to be #laced. After inserting t-e "mail icon8 connect it to t-e "vent 1con using t-e Connector. On double clicking t-e "mail 1con t-e "mail 9efinition 9ialog bo& a##ears.

1n t-e "mail 9efinition 9ialog bo&8 in#ut t-e .a%e8 1)on 7es)ription = 7es)ription of t-e "mail 9efinition8 t-ese information will be ver/ useful if an untrained user accesses t-ese objects. On Clicking t-e 5iel# Mapping button t-e 5iel# Map 9ialog bo& a##ears8w-erein t-e user in#uts information like8 to w-om t-e "mail is to be directed8 w-at s-ould be t-e $ubject te&t and "mail te&t. T-e following is t-e 5iel# Map 9ialog bo&8

4O8 1ndicates t-e name of t-e #erson to w-om /ou want to send t-e "mail message. T-e value can be an "mail name or a role. To send to more t-an one #erson8 se#arate t-e names wit- semicolons. T-e values in t-e TO8 CC8 and 3CC fields determine w-o receives t-e "mail message. T-e values t-at /ou ma# into t-ese fields can be "mail addresses8 role user 19s8 or role names. T-e s/stem automaticall/ converts role user 19s and role names into t-e users? "mail addresses. 5 OM8 AO#tional: 1ndicates t-e "mail address of t-e sender. $etting t-is value overrides t-e s/stem $'T $ender value so t-at t-e reci#ient of t-e "mail message can re#l/ to an individual8 rat-er t-an to t-e s/stem "mail address. 00 an# '008 AO#tional: 1ndicate t-e names of ot-er #eo#le to w-om /ou want to send t-e message. S9':E048 1ndicates t-e subject line t-at a##ears in t-e receiver?s "mail inbo&. .O4E4E;48 1ndicates t-e bod/ of t-e message. T-e message can -ave multi#le 4OT"T"ET fields. T-e s/stem dis#la/s 4OT"T"ET fields in t-e order in w-ict-e/ a##ear in t-e Field 'a# dialog bo&.

+se t-e following if an attac-ment is to be sent8

51<EP!4H8 AO#tional: 1ndicates t-e com#leted !ualified #at- and filename for a file to

attac- to t-e "mail message.

51<E.!ME8 AO#tional: 1ndicates t-e name to dis#la/ in t-e bod/ of t-e "mail message8 below t-e icon t-at re#resents t-e file attac-ment .

51<E4=PE8 AO#tional: 1ndicates t-e t/#e of file being attac-ed. T-e values can be in#utted b/ double clicking eac- item or b/ clicking t-e 06ange 3utton.On Clicking t-e 06ange 3utton8 'a# Field menu a##ears8

5iel# .a%e8 )efers to t-e field to w-ic- t-e value is being ma##ed Mo#e5 $#ecif/ t-e ma# mode value from Co#/8 Elat.$8 or Elat.B Ause one of t-ese two values if t-e field -as a translate table value:. >al(e8 1ndicates w-ere t-e s/stem finds t-e data to enter into t-ose fields. A value can be a )ecField or a Constant or a )ole4ame
e)or# 5iel# >al(e8 To enter t-e value from a database field into t-e Worklist field8 select t-e

)ecField o#tion. T-e )ecord bo& lists t-e record definitions t-at s-ould be available w-en t-e event triggers t-is routing Aaccording to t-e #age and record definition associated wit- t-e event:. $elect t-e record name. T-e fields in t-at record a##ear in t-e Fields list bo&. $elect t-e field w-ose value /ou want. W-en t-e event is triggered8 t-e s/stem com#letes t-e worklist field wit- t-e value of t-e field in t-e current record.

0onstant8 To assign a s#ecific constant value to t-e field8 select t-is o#tion and enter t-e

value in t-e te&t bo& to t-e rig-t. "ver/ Worklist will -ave t-is value in t-e selected field.
ole .a%e8 To assign a role name to t-e field8 select t-is o#tion and select a role from t-e dro#.down list bo& t-at a##ears ne&t to it. W-en t-e event is triggered8 t-e s/stem com#letes t-e field wit- a list of users w-o fill t-is role. 1f /ou select a user list role8 eac- user w-o is assigned to t-at role receives a co#/ of t-e work item. 1f /ou select a !uer/ role8 eac- user t-at t-e !uer/ returns receives a co#/.

3.2.1.2

%orklist
To insert a Worklist definition into t-e Activit/8 click t-e icon from t-e tools menu and click on t-e e&act #osition in t-e #roject s#ace w-ere u want t-e Worklist icon to be #laced. After inserting t-e Worklist icon8 connect it to t-e "vent 1con using t-e Connector. On double clicking t-e Worklist 1con8 t-e Worklist 9efinition 9ialog bo& a##ears.

1n t-e Worklist 9efinition 9ialog bo&8 in#ut t-e Worklist 9efinition .a%e8 1)on 7es)ription= 7es)ription of t-e Worklist8 t-ese information will be ver/ useful if an untrained user accesses t-ese objects. As a #rere!uisite for creating a worklist item8 a worklist record -as to be created. i: 1t s-ould contain 0 mandator/ ke/ fields in t-e order mentioned below8 1: 2: 3: *: ,: 0: 3+$ )OC4A'" F 3usiness rocess t-at t-e worklist is #art of ACT1G1TH4A'" F Activit/ t-at triggers Worklist )outing "G"4T4A'" F "vent t-at triggers Worklist )outing WO)IB1$T4A'" F Worklist t-e work item is waiting in 14$TAC"19 F $/stem assigned 19 for t-e eac- work item T)A4$ACT1O419 F $/stem assigned 19 for t-e work item

ii: An/ additional ke/ field must be a searc- ke/ and a list bo& item. 1t s-ould be #laced onl/ after t-e 0 mandator/ ke/ fields mentioned above.

On Clicking t-e !ttrib(tes button t-e 5iel# Map 9ialog bo& a##ears8w-erein t-e user in#uts like8 to w-om t-e Worklist is to be directed8 w-at s-ould be t-e $ubject te&t and Worklist te&t. T-e following is t-e 5iel# Map 9ialog bo&8

-orklist !ttrib(tes .a%e8 Worklist 9efinition 4ame -orklist e)or#8 )ecord based on w-ic- work item gets generated -orke# '*8 '(siness Pro)ess and !)tivit* determines t-e #age to w-ic- t-e user is directed w-en t-e worklist is clicked. T-e +ser is directed to t-e #age mentioned in t-e First Step of t-e '(siness Pro)ess and !)tivit* -orklist Page !ttrib(tes S6ow 1nstan)es8 )eserved for future use !llow M(ltiple 9nworke#8 )eserved for future use -orklist !)ts <ike Pro%pt <ist8 )eserved for future use
Poole# <ist8 $#ecifies w-et-er t-e s/stem creates a single s-ared work item or one

work item for eac- worklist user. Wit- a #ooled worklist8 all worklist users receive co#ies of s-ared work itemsJ t-e first user w-o selects an item works on it8 and t-e item is dro##ed from ever/one else?s worklist. Wit- a non.#ooled worklist8 eac- user receives a #ersonal co#/ of eac- item.

4i%eo(t Pro)essing !)tive8 $#ecifies w-et-er t-e s/stem c-ecks t-is worklist for

overdue items.
Sen# 4i%eo(t -orklist8 $end a new worklist item to t-e currentl/ assigned user?s

timeout worklist. Marke# -orke# -6en 9ser Spe)ifie#8 A work item is marked as worked w-en t-e user e&#licitl/ identifies it as worked b/ selecting it on t-e $elect Worklist #age and clicking t-e 'ark Worked button. T-is o#tion is useful w-en t-e user must return to t-e same work item several times or wait for su##orting information. Save#8 A work item is marked as worked w-en t-e user saves work on t-e #age t-at is assigned to t-e worklist. T-is o#tion is a##ro#riate for work items t-at t-e user can com#lete rig-t awa/. Sele)te#8 A work item is marked as worked as soon as t-e user selects it from t-e worklist. T-is o#tion is a##ro#riate for work items t-at notif/ t-e user of an eventJ just seeing t-e item is sufficient. Progra%%ati)8 A work item is never marked worked directl/ b/ t-e user. 1t can be marked as worked onl/ wit- eo#leCode. T-is setting enables /ou to #rovide additional logic to determine w-en a work item can be considered worked. 4i%eo(t Para%eters
7a*s?Ho(rs?Mins8 After w-ic- t-e Worklist becomes overdue E%ail !ssigne# 0(rrent 9ser8 $end an email message to t-e user to w-om t-e work item is assigned8 warning t-at t-e item is overdue. E%ail S(pervisor8 $end an email message to t-e user?s su#ervisor. T-e su#ervisor

is assigned as t-e user?s su#ervising role user in t-e user #rofile8 maintained t-roug- eo#le$oft $ecurit/. 1n eo#le$oft ()'$ a##lications8 t-e s/stem uses t-e su#ervisor from t-e user?s ")$O4AB@9ATA record.
Sen# 4i%eo(t -orklist8 $end a new worklist item to t-e currentl/ assigned user?s

timeout worklist.

On Clicking t-e 5iel# Mapping button t-e 5iel# Map 9ialog bo& a##ears8w-erein t-e user in#uts like8 to w-om t-e Worklist is to be directed8 w-at s-ould be t-e $ubject te&t and Worklist te&t. T-e following is t-e 5iel# Map 9ialog bo&8

T-e Fields in t-e 'essage ma# ACT1O49TT'8 O )19 a##ear as default fields w-en a worklist is created wit- 0 mandator/ ke/ fields alone. T-e field ACT1O49TT' indicates t-e time at w-ic- t-e worklist was created and t-e field O )19 directs t-e user. T-e fields "' B1984A'" = 9"$C)2,* are t-e ot-er fields mentioned in t-e worklist record. T-ese 3 fields create t-e Worklist item A(/#erlink: in t-e worklist #age.

*..1., 1nsert t6e !)tivit* into t6e '(siness Pro)ess

After creating t-e Activit/8 1nsert t-e activit/ in a 3usiness rocess. 3usiness rocess is a collection of similar Activities or Activities #erforming similar functions. T-e Activities in t-e 3usiness rocess can be connected using t-e Binker icon 8 t-ese connection gives a better #icture for t-e user and does not -ave an/ significance in t-e order in w-icActivities are triggered.

*..1.0 4est t6e !ppli)ation

T-e final #art of an/ develo#ment work is to test t-e end.#roduct8 t-erefore test t-e a##lication wit- a##ro#riate data and c-eck t-e end result. 1n our scenario creation of Worklist and generation of "mail to t-e a##ro#riate user and wit- t-e desired te&t is t-e re!uired result.