Programming Workflow

Student Guide
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Copyright © 2004, 2005, Oracle. All rights reserved.

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The information contained in this document is subject to change without notice. If you find any problems in the document,
please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This
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 CONTENTS

Preface Programming Workflow................................................................................................ vii

Typographical Conventions and Visual Cues .................................................................. vii

Lesson 1 Course Overview ...............................................................................................................1

Agenda: Day 1.....................................................................................................................2
Agenda: Day 2.....................................................................................................................4

Lesson 2 Technology Overview........................................................................................................5

Describing Workflow Management ....................................................................................6
Describing EnterpriseOne Workflow Features .................................................................15
Describing EnterpriseOne Workflow Processes ...............................................................20

Lesson 3 Evaluating Processes for Workflow Automation .........................................................31

Describing Business Process Reengineering.....................................................................32
Evaluating Processes for Workflow Automation ..............................................................37
Activity 1: Explaining Process Reengineering and Workflow Automation Concepts ..38

Lesson 4 Designing Workflow Process Prototypes.......................................................................41

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Describing a Workflow Process Prototype........................................................................42
Diagramming a Workflow Process ...................................................................................44
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Activity 2: Defining the Credit Limit Workflow Process..............................................45

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Lesson 5

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Creating a Workflow Project .........................................................................................47
Describing OMW Projects ................................................................................................48

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Creating a Project in OMW...............................................................................................50
Activity 3: Creating a Project for Workflow Development...........................................53

Lesson 6 O
Designing Message Templates........................................................................................55

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Describing Message Templates.........................................................................................56

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Designing Message Templates ..........................................................................................58

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Activity 4: Designing Credit Limit Message Templates ...............................................62

Designing Workflow Data Structures............................................................................65

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Describing Workflow Data Structures ..............................................................................66

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Designing Workflow Data Structures ...............................................................................69
Activity 5: Designing the Credit Limit Workflow Data Structures ...............................71

Lesson 8
r a Creating a Workflow Process in OMW.........................................................................73

O Describing an OMW Workflow Process Object ...............................................................74

Creating an OMW Workflow Process Object ...................................................................76
Activity 6: Creating the Credit Limit Workflow Object................................................77

Lesson 9

PeopleSoft Proprietary and Confidential iii

Programming Workflow Contents

Describing Workflow Modeler.......................................................................................79

Describing Workflow Modeler .........................................................................................80
Opening a Process in Workflow Modeler .........................................................................82
Describing Workflow Modeler Features ...........................................................................84
Activity 7: Exploring Workflow Modeler .....................................................................87

Lesson 10 Designing Workflow Tasks.............................................................................................89

Describing Workflow Tasks..............................................................................................90
Adding Tasks to a Workflow Process ...............................................................................98
Configuring Workflow Tasks............................................................................................99
Activity 8: Designing Tasks for the Credit Limit Approval Process...........................105

Lesson 11 Designing Workflow Transitions and Conditions ......................................................107

Describing Workflow Transitions and Conditions..........................................................108
Designing Workflow Transitions and Conditions...........................................................109
Validating a Workflow Process.......................................................................................112
Activity 9: Creating Transitions and Transition Conditions........................................114

Lesson 12 Attaching a Workflow Process to an Application ......................................................117

Describing How to Attach Workflow Processes .............................................................118
Attaching a Workflow Process to an Application ...........................................................121
Activity 10: Attaching the Credit Limit Workflow to an Application ......................123

Lesson 13
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Setting Up Distribution Lists........................................................................................125
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Describing Distribution Lists ..........................................................................................126

Activity 11:
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Setting Up Distribution Lists...........................................................................................138
Setting Up a Credit Limit Distribution List...........................................144

Lesson 14
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Designing Recipient Rules and Conditions .................................................................147

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Describing Recipient Rules and Conditions....................................................................148
Designing Recipient Rules and Conditions.....................................................................152
Activity 12:
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Designing Recipient Rules and Conditions...........................................153

Lesson 15
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Analyzing Workflow Processes ....................................................................................155

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Using Process Monitor to Analyze Workflow Processes................................................156

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Activity 13:
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Using Process Task Monitor .................................................................159

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Using the Advanced Analysis Application to Analyze Workflow Processes .................160

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Activity 14: Using the Advanced Analysis Application ...........................................162

Lesson 16

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Administering Workflow Processes.............................................................................165
Changing Queue Security................................................................................................166

r a Activity 15: Changing Queue Security......................................................................170

Activating Escalation Monitor ........................................................................................171
O Printing Process Instance Reports ...................................................................................174
Purging Workflow Data Files..........................................................................................175

Lesson 17 Final Course Activity ....................................................................................................179

iv PeopleSoft Proprietary and Confidential

Contents Programming Workflow

Activity 16: Designing a Capital Projects Approval Workflow Process...................180

Lesson 18 Course Review ...............................................................................................................181

Describing PeopleSoft EnterpriseOne Workflow Tools .................................................182
Planning Workflow Implementations..............................................................................183
Developing Workflow Objects and Components............................................................184
Managing Workflow Processes.......................................................................................185

Appendix A PeopleSoft EnterpriseOne Curriculum Maps.............................................................187

Appendix B Setting Up External Mail Access for EnterpriseOne Software .................................189

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PeopleSoft Proprietary and Confidential v

Programming Workflow Contents

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vi PeopleSoft Proprietary and Confidential

 Preface

Programming Workflow

Typographical Conventions and Visual Cues

This section discusses:

• Typographical conventions.

• Visual cues.

• Country, region, and industry identifiers.

• Currency codes.

Typographical Conventions
This table contains the typographical conventions that are used in this guide:

Typographical Convention
Bold
Description

n l y
Indicates PeopleCode function names, method names, language

literally in the function call.

e O
constructs, and PeopleCode reserved words that must be included

Italics
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Indicates field values, emphasis, and PeopleSoft or other book-

U
length publication titles. In PeopleCode syntax, italic items are

A I
placeholders for arguments that your program must supply.
We also use italics when we refer to words as words or letters as

KEY+KEY O
letters, as in the following: Enter the letter O.
Indicates a key combination action. For example, a plus sign (+)

l & between keys means that you must hold down the first key while
you press the second key. For ALT+W, hold down the ALT key

n a while you press the W key.

Monospace font

te
“ ” (quotation marks)
r Indicates a PeopleCode program or other code example.
Indicate lesson and chapter titles in cross-references and words that

I n are used differently from their intended meanings.

c l e
. . . (ellipses) Indicate that the preceding item or series can be repeated any
number of times in PeopleCode syntax.

r a { } (curly braces) Indicate a choice between two options in PeopleCode syntax.

Options are separated by a pipe ( | ).

O [ ] (square brackets) Indicate optional items in PeopleCode syntax.

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Programming Workflow Preface

Typographical Convention Description

& (ampersand) When placed before a parameter in PeopleCode syntax, an
ampersand indicates that the parameter is an already instantiated
object.
Ampersands also precede all PeopleCode variables.

Visual Cues
Training courses contain the following visual cues.

Notes
Notes indicate information that you should pay particular attention to as you work with
the PeopleSoft system.

Note. Example of a note.

If the note is preceded by Important!, the note is crucial and includes information that
concerns what you must do for the system to function properly.

Important! Example of an important note.

Warnings

n l
Warnings indicate crucial configuration considerations. Pay close attention to warning
messages.
y
Warning! Example of a warning.
e O
Cross-References
U s
A I
Training guides provide cross-references either under the heading “See Also” or on a
separate line preceded by the word See. Cross-references lead to other documents, such
O
as PeopleBooks, that are pertinent to the immediately preceding documentation.

Example:
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Example of cross-reference to a PeopleBook

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Currency Codes

c l e
r a Monetary amounts are identified by the ISO currency code. The following currency
codes appear in this guide:

O •

•
USD (U.S. dollars)

EUR (Euro)

viii PeopleSoft Proprietary and Confidential

 Lesson 1

Course Overview

Objectives
By the end of this course, you will be able to:

• Describe PeopleSoft EnterpriseOne workflow tools.

• Plan workflow implementations.

• Develop workflow objects and components.

• Manage workflow processes.

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Student Notes

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Course Overview Lesson 1

Agenda: Day 1
On day one, we will provide an overview of the course content and discuss these topics:

• Evaluating processes for workflow automation.

• Designing a workflow process prototype.

• Creating a workflow project.

• Designing message templates.

• Designing data structures.

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Student Notes

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Lesson 1 Course Overview

Agenda: Day 1 (continued)

On day one, we will discuss these topics:

• Creating a workflow process in Object Management Workbench.

• Describing Workflow Modeler.

• Designing workflow tasks.

• Designing workflow transitions and conditions.

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Student Notes

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Course Overview Lesson 1

Agenda: Day 2
On day two, we will discuss these topics:

• Integrating a workflow process into an application.

• Setting up a distribution list.

• Designing recipient rules and conditions.

• Analyzing workflow processes.

• Administering workflow processes.

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Student Notes

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 Lesson 2

Technology Overview

Objectives
By the end of this lesson, you will be able to:

• Describe workflow management.

• Describe EnterpriseOne workflow features.

• Describe EnterpriseOne workflow processes.

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Student Notes

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Technology Overview Lesson 2

Describing Workflow Management

Workflow Definition
Workflow is the automation of business processes in which tasks are passed from one
participant to another for action, according to a set of procedural rules.

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Student Notes
Workflow Resources
Industry organizations that focus on workflow automation include:

Name Website
Workflow Management Coalition [Link]
e-workflow [Link]

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Lesson 2 Technology Overview

Describing Workflow Management (continued)

Workflow Management System

A workflow management system creates and manages the execution of business
processes through the use of software.

Workflow automates high-volume, paper-based business processes into an email-based

process.

Information, documents, and tasks pass from one participant to another automatically,
based on predefined rules.

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Student Notes
Example of a Paper-Based Process
This diagram illustrates the paper trail of a typical nonautomated procurement process.
Notice that the process includes many manual steps that require considerable time and
repetitive effort:

Department
Director
Central Stores
17
21
Accounts
Payable

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2 3

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Administrative 4 5
A I Purchasing Clerk
(Central Office)
9
10
Encumbrance
Clerk

Assistant 18
Courier

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19

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1

n a Purchasing Manager
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Department

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Supervisor

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Buyer
Comptroller

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Example of a typical paper-based procurement process

r a Following is the description of the nonautomated procurement process:

O 1. The department supervisor at a remote office fills out a requisition form to request
goods.

PeopleSoft Proprietary and Confidential 7

Technology Overview Lesson 2

2. The administrative assistant processes the requisition form, looks through two
catalogs, and locates the items.

The assistant then fills out the paper portion of the requisition and takes it to the
department director for approval.

The department director reviews the requisition, signs it, and puts it in an Out basket.

3. The administrative assistant retrieves the requisition and places it in a courier pack to
the central office.

4. A courier drives to the remote office and picks up the courier pack.

5. The courier delivers the requisition to the purchasing clerk at the central office.

6. The purchasing clerk reviews the requisition, audits central stores, and sends the
requisition to the purchasing manager if the item is in stock or to the buyer if the item
is not in stock.

7. The buyer reviews the document, selects the supplier, calls for a quote, and passes the
requisition to the purchasing manager.

8. The purchasing manager reviews, signs, and places the requisition in the Out basket.

9. The purchasing clerk retrieves the requisition and passes it to the encumbrance clerk.

10. The encumbrance clerk reviews the items, assigns account codes, and checks the
budget.

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If funds are available, the requisition is passed back to the purchasing clerk.y
and must be bought and delivered to central stores.
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11. The purchasing clerk returns the requisition to the buyer if the item is not in stock

the comptroller.
U s
If the item is in central stores, the purchasing clerk sends the requisition directly to

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12. If the item has to be purchased, the buyer creates a purchase order.

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The purchasing clerk retrieves a copy of the purchase order from the buyer.

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13. The buyer consolidates the requisitions received for each vendor into a single

a
purchase order and places the order in the Out basket for delivery to the comptroller.

n
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14. The comptroller reviews and signs the purchase order.

te
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At this step the routing can take longer, based on the amount of the request and the
level of authorization of the person approving the purchase.

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15. The clerk retrieves the signed copy of the purchase order from the comptroller and
places it in the interoffice mail.

r a Another day passes.

O 16. A multipart document arrives one day later via interoffice mail in the purchasing
department.

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Lesson 2 Technology Overview

The purchasing clerk tears out the white copy and sends the rest of the multipart form
to central stores. The purchasing clerk logs and files the white copy.

17. The central stores clerk retrieves the item from the shelf, tears out the pink copy,
places it in the accounts payable stack, and ships the item and the remaining copies to
the remote office.

18. The administrative assistant receives the item, removes, logs, and files the blue copy
of the multipart form, and places the green receiving and yellow accounts payable
copies in a courier pack to go back to the central office.

19. A courier retrieves the pack and returns the green and yellow copies to the central
office.

20. The purchasing clerk attaches the white original and green receiving copies to each
other, files them, and then sends the yellow copy to accounts payable.

21. The accounts payable clerk receives the invoice from central stores, retrieves the
open yellow receiver copy from the file, and matches and enters the voucher.

Total time (in minutes) per item if the item is not in stock: 172.5.

Total time (in minutes) per item if the item is in stock: 147.5.

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Technology Overview Lesson 2

Describing Workflow Management (continued)

Workflow Benefits
Automated workflow processes offer the following benefits:

• Improved efficiency through the elimination of unnecessary steps.

• Better control of business processes because they are standardized.

• Better auditing of business processes.

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Student Notes
Example of an Automated Workflow Process
This diagram illustrates a procurement process that has been automated using PeopleSoft
EnterpriseOne workflow tools. Notice that this process reduces the paper trail of
documents, minimizes redundant data and data entry, and has the potential to reduce
errors because it is system-based:

Department
Director
Accounts
Payable l y
Purchasing

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Manager

3
e O
8

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Administrative
Assistant
2
A I
PeopleSoft
4
5

O
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7
1 6

n a
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Department

e
Supervisor
Central Stores Comptroller

e In
Example of an automated procurement process

c l
ra
In this example, the procurement process is streamlined as described in the following
steps:

O 1. The department supervisor fills out a requisition form to request goods.

2. The administrative assistant processes the form online.

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Lesson 2 Technology Overview

The system checks the budget and automatically routes the request to the next
approver, which has been defined as the department director.

3. The department director reviews and approves the requisition online.

The system automatically routes the requisition to the appropriate buyer or

purchasing manager.

4. The purchasing manager consolidates the requisition with other requisitions for the
same vendor into a purchase order.

The system automatically routes the purchase order to the next approver.

5. The comptroller reviews and approves the purchase order as required.

6. The purchase order is automatically routed to central stores.

A clerk takes the pick slip, retrieves the item from the shelf, and ships it for next-day
delivery.

7. The administrative assistant receives the item on the next day.

8. The accounts payable clerk receives the invoice online and matches it to the open
receipt that is also online.

The system automatically creates a voucher.

Total time (in minutes): 27.

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PeopleSoft Proprietary and Confidential 11

Technology Overview Lesson 2

Describing Workflow Management (continued)

Key Concepts
The workflow model is based on the following principles:

• Routes.

• Rules.

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Student Notes

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Lesson 2 Technology Overview

Describing Workflow Management (continued)

Routes
Note the following points about workflow routes:

• Routes define the paths a workflow process follows when it executes.

• Routing can be simple or complex.

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Student Notes
Workflow Routing
Simple routing is typically sequential, meaning that it moves from one task to another in
a linear fashion. If routing is complex, it might involve joins or splits, parallel routing, or
iterative routing (looping).

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Technology Overview Lesson 2

Describing Workflow Management (continued)

Rules
Note these points about workflow rules:

• Rules define where or to whom the work should be routed.

• Rules define the conditions that must be met for the process to progress from one step
to another.

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Student Notes

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Lesson 2 Technology Overview

Describing EnterpriseOne Workflow Features

EnterpriseOne Workflow Terms

EnterpriseOne workflow tools uses the following terms:

• Workflow system.

• Workflow engine.

• Process definition.

• Process instance.

• Process version.

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Workflow Terms
The following table contains definitions of EnterpriseOne workflow terms:

Workflow system
l y
All of the tools that facilitate the design of a workflow
process.
n
Workflow engine
O
All of the PeopleSoft EnterpriseOne mechanisms that
move the workflow process from one task to another.
e
Process definition
s
A template or model of the workflow process. The process

U
definition contains all of the information about the tasks,

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transitions, and conditions that make up a workflow
process. That is, the process definition defines each
component of the process and defines each path that the
O
process might follow.
Process instance

a l& An active process in the system. When an event rule

activates a workflow process, the system creates a process

r n instance. The process instance follows a path that is

defined in the process definition. You can have several

t e concurrent process instances of the same process in the

In
system.
Process version A specific workflow process definition. The system uses

c l e process versions to allow for the modification of processes

without disrupting currently running process instances.

r a
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Technology Overview Lesson 2

Describing EnterpriseOne Workflow Features (continued)

Accessing Tasks and Messages

EnterpriseOne workflow enables you to access workflow messages or tasks from several
places:

• Employee Work Center.

• Employee Queue Manager.

• Third-party email systems.

• Work Item Manager (Web Client users only).

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Student Notes

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Lesson 2 Technology Overview

Describing EnterpriseOne Workflow Features (continued)

Monitoring Workflow Processes

There are several ways to monitor workflow processes and tasks:

• Process Task Monitor.

• Solution Modeler Server.

• Work Center.

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Student Notes
Process Task Monitor
The Process Task Monitor enables a workflow administrator to override authority at the
execution of certain tasks or to monitor the workflow for potential delays in workflow
queues.

Solution Modeler Server

The Solution Modeler Server is sold separately. This product provides an HTML view of

l y
workflow process instances within the Portal and provides workflow administrators with
n
the ability to suspend, terminate, or resume any workflow process instance.

Work Center
e O
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The Work Center displays action or error messages that require user interaction. For
example, when a user receives notification that a document requires review, the routing

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and the document appear within the Work Center.

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Technology Overview Lesson 2

Describing EnterpriseOne Workflow Features (continued)

Other Features
EnterpriseOne Workflow Tools give you the ability to:

• Attach a workflow process to any event within an application, batch process, named
event rule, or table event rule.

• Execute conditional processing, which is logic contingent upon supplied criteria.

• Create messages specific to the process by setting up message templates.

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Student Notes

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18 PeopleSoft Proprietary and Confidential

Lesson 2 Technology Overview

Describing EnterpriseOne Workflow Features (continued)

Other Features (continued)

EnterpriseOne workflow also:

• Integrates with EnterpriseOne interactive and batch applications.

• Offers multiple level approvals.

• Offers automatic escalation of messages that have not been acted upon.

• Offers manual escalation of processes by an administrator.

• Automatically time stamps all tasks within a process for auditing and improvement
analysis.

Slide 19 _______________________________________________________________________________________________________

Student Notes
Workflow Flexibility
In EnterpriseOne, a single application can adapt to numerous workflow routing situations

n l y
without having to rewrite the source code. Any business process can have a number of
workflow routes configured for it, giving a business the flexibility to readily adapt to
changing market conditions or internal needs.

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EnterpriseOne workflow complies with the Messaging Application Programming
Interface (Extended MAPI).

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PeopleSoft Proprietary and Confidential 19

Technology Overview Lesson 2

Describing EnterpriseOne Workflow Processes

Process Components
A workflow process consists of the following components:

• Tasks.

• Transitions.

Slide 20 _______________________________________________________________________________________________________

Student Notes
Workflow Process Overview
A workflow process consists of tasks, such as sending a message requesting approval of
changes to a customer record. These tasks might involve specific people, based on
distribution lists or roles. The flow of tasks is defined by transitions, which also can
contain conditional rules. These conditional rules determine which task occurs next if the
process can follow one of several paths. For example, the next task in a workflow process
can differ depending on whether a requisition request is approved or rejected.

A triggering event starts the workflow process, such as entering a requisition request,

n l y
work order, or credit limit increase into the system. Each time the triggering event occurs,
a process instance of the workflow process is created. For example, if several purchasing
clerks are entering purchase orders and there is a workflow process that requires purchase

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order approval, a new process instance will be created when each purchase order record
is entered into the system. These process instances are tracked in the Process Monitor.

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20 PeopleSoft Proprietary and Confidential

Lesson 2 Technology Overview

Describing EnterpriseOne Workflow Processes (continued)

Workflow Tasks
These are the types of tasks that you can use in a workflow process:

• Start.

• Batch Application.

• Interactive Application.

• Business Function.

• Local Subprocess.

• Message.

• Windows Executable.

• Halt.

• End.

Student Notes n l y
Slide 21 _______________________________________________________________________________________________________

Workflow Tasks
e O
Workflow tasks are described in the following table:

U s
Start
I
A task that begins a workflow process when triggered by

A
an event. This task is automatically included when you

O
create a workflow process.
Batch Application
Interactive Application
l & A task that starts an EnterpriseOne batch application.
A task that starts an EnterpriseOne interactive application.
a
Business Function

t e rn A task that uses a business function for special processing,

including any business functions written in C
programming language or named event rules.

e In
Local Subprocess A task that starts another workflow process, which
includes its own set of tasks.

c l Message A task that generates a message.

r a Windows Executable A task that launches an executable program that you

O specify, such as a batch file or a virus scanner. Typically,

a process without a user interface.

PeopleSoft Proprietary and Confidential 21

Technology Overview Lesson 2

Halt A task that suspends the workflow process for a certain

period. After the specified period of time has passed or
when an event occurs, the process starts again.
End A task that completes a workflow process. As with Start,
this task is automatically included when you create a
workflow process.

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22 PeopleSoft Proprietary and Confidential

Lesson 2 Technology Overview

Describing EnterpriseOne Workflow Processes (continued)

Workflow Transitions
Note these points about transitions:

• A transition connects one task to the next task in a workflow process.

• Transitions can contain conditional logic, which is known as a transition condition.

• Tasks can have multiple transitions.

• If a task has multiple transitions, there are several paths that the workflow process
can follow.

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Student Notes

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PeopleSoft Proprietary and Confidential 23

Technology Overview Lesson 2

Describing EnterpriseOne Workflow Processes (continued)

Workflow Process
This diagram illustrates a workflow process:

Send action
Approved Rejected
Message
(Transition (Transition
(Message Task)
condition) condition)

Accept Reject

Notify originator
Update database
that request has
(Business
been rejected
Function task)
(Message task)

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Send Notification
e O
to originator
(Message task)
End

U s
A I
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Student Notes
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24 PeopleSoft Proprietary and Confidential

Lesson 2 Technology Overview

Describing EnterpriseOne Workflow Processes (continued)

Workflow Tables
Workflow processes use the following tables:

Table Table Description

F98800 Process Master
F98810 Task Master
F98811 Task Specifications
F98830 Process Task Associations

Slide 24 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 25

Technology Overview Lesson 2

Describing EnterpriseOne Workflow Processes (continued)

Workflow Tables (continued)

Workflow processes use the following tables:

Table Table Description

F98840 Organizational Structure Master
F98845 Organizational Structure Rule
F98860 Process Instance
F98865 Task Instance

Slide 25 _______________________________________________________________________________________________________

Student Notes

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26 PeopleSoft Proprietary and Confidential

Lesson 2 Technology Overview

Describing EnterpriseOne Workflow Processes (continued)

New Workflow Processes

To create a new workflow process:

1. Plan the workflow by defining the process and all its tasks.

2. If necessary, create message templates.

3. Create key and additional data structures.

4. If needed, create additional work center queues.

5. Create the workflow object in Object Management Workbench.

6. Using Workflow Modeler, add tasks to the workflow process.

7. Using Workflow Modeler, create the transitions between tasks.

Slide 26 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 27

Technology Overview Lesson 2

Describing EnterpriseOne Workflow Processes (continued)

New Workflow Processes (continued)

To create a new workflow process:

8. If necessary, add transition conditions.

9. Validate the workflow process.

10. Activate the workflow process.

11. Attach the workflow process to an application.

12. Test the workflow process.

13. Set up the distribution list.

14. Create recipient rules.

15. Test the process with the distribution list.

Slide 27 _______________________________________________________________________________________________________

Student Notes

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28 PeopleSoft Proprietary and Confidential

Lesson 2 Technology Overview

Review
In this lesson, you learned that:

• Workflow management systems use routes and rules to automate business processes
to make them more efficient.

• EnterpriseOne workflow processes can be attached to any interactive or batch

application and offer many flexible design options.

• EnterpriseOne workflow processes consist of tasks and transitions that you design
using the Workflow Modeler.

Slide 28 _______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

EnterpriseOne workflow concepts and features EnterpriseOne Workflow Tools 8.93 PeopleBook,

l y
“EnterpriseOne Workflow Tools Overview”

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Technology Overview Lesson 2

Notes

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30 PeopleSoft Proprietary and Confidential

 Lesson 3

Evaluating Processes for

Workflow Automation

Objectives
By the end of this lesson, you will be able to:

• Describe business process reengineering.

• Evaluate processes for workflow automation.

Slide 30 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 31

Evaluating Processes for Workflow Automation Lesson 3

Describing Business Process Reengineering

Analyzing Business Processes

A company should analyze its business processes and improve them as much as possible
before attempting to automate them with workflow.

Workflow management will not substantially improve the efficiency of poorly designed
business processes.

Workflow management is a tool that enables well-run businesses to run more efficiently.

Slide 31 _______________________________________________________________________________________________________

Student Notes

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32 PeopleSoft Proprietary and Confidential

Lesson 3 Evaluating Processes for Workflow Automation

Describing Business Process Reengineering (continued)

Process Reengineering
The first step in process reengineering is to determine the existing processes within the
organization.

To define and name essential and recurring processes, think of the beginning and end
state of each process.

Slide 32 _______________________________________________________________________________________________________

Student Notes
Business Process Examples
Examples of business processes include:

Business Process Starting and Ending Tasks

Budget Preparation Forecast to allocation
Sales Prospect to order
Procurement Requirement to receipt
Service Inquiry to resolution

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Evaluating Processes for Workflow Automation Lesson 3

Describing Business Process Reengineering (continued)

Organization Schematic
Diagramming existing processes in an organization schematic can help you visualize how
existing business processes integrate with one another.

An organization schematic can help you visualize how information flows through the
organization.

A schematic should also define the information systems that are used in the organization
prior to the application of workflow.

Slide 33 _______________________________________________________________________________________________________

Student Notes

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34 PeopleSoft Proprietary and Confidential

Lesson 3 Evaluating Processes for Workflow Automation

Describing Business Process Reengineering (continued)

Evaluating Business Processes

Use these factors to evaluate the performance of business processes:

• Speed.

• Cost.

• Accuracy.

• Quality.

• Customer satisfaction.

• Process flexibility.

Processes that are not working well according to these criteria are most likely the ones in
greatest need of reengineering.

Slide 34 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 35

Evaluating Processes for Workflow Automation Lesson 3

Describing Business Process Reengineering (continued)

Evaluating Business Processes (continued)

The organization schematic will help to identify processes that are candidates for process
reengineering.

Use one of the following approaches to prioritize the reengineering of existing processes:

• Critical success factors.

• Strategic imperatives.

• Core competencies.

Slide 35 _______________________________________________________________________________________________________

Student Notes
Critical Success Factors
For your specific business, rank performance criteria in order of importance, and then
determine which business processes are most closely connected with those criteria. These
are directly related to your competitive advantage and success.

Strategic Imperatives
n l y
O
Prioritize by assessing your company’s strategic positioning with competitors, customers,
distributors, and suppliers. Considerations such as operational necessity, defensive
e
necessity, and competitive opportunity might be some of the strategic imperatives that are
most important to your company.

U s
Core Competencies

A I
Focus on corporate capabilities that add the most value to your products and services (for

O
example, product development and customer service). By focusing reengineering efforts
on these basic capabilities, you will be strengthening the operations with which your
&
company is most closely identified in the eyes of customers, staff, and the general public.
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36 PeopleSoft Proprietary and Confidential

Lesson 3 Evaluating Processes for Workflow Automation

Evaluating Processes for Workflow Automation

Identify Workflow Candidates

After process reengineering is complete, compile a list of high-priority, high-feasibility
projects for workflow implementation.

Business processes with many manual steps are likely candidates for workflow
automation.

The goal of workflow management is to streamline the business process by:

• Eliminating unnecessary tasks.

• Automating the remaining tasks.

Slide 36 _______________________________________________________________________________________________________

Student Notes
Workflow Automation
Workflow management helps to streamline business processes by minimizing the need
for people to:

• Meet in person.
n l y
•

•
Exchange paper documents.

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Enter redundant data.

U s
The information that a workflow process requires can be defined and stored in database

I
tables, allowing a computer system to automate the flow of information and tasks.

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PeopleSoft Proprietary and Confidential 37

Evaluating Processes for Workflow Automation Lesson 3

Activity 1: Explaining Process Reengineering and Workflow

Automation Concepts
In this activity, you will review the activity overview and:

• Explain business process reengineering concepts.

• Explain workflow automation concepts.

See ProgrammingWorkflow 8.93: Activity Guide, lesson 3, “Evaluating Processes for

Workflow Automation,” Activity 1: Explaining Process Reengineering and Workflow
Automation Concepts.

Slide 37 _______________________________________________________________________________________________________

Student Notes

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38 PeopleSoft Proprietary and Confidential

Lesson 3 Evaluating Processes for Workflow Automation

Review
In this lesson, you learned that:

• Business process analysis and reengineering are recommended before automating

processes with workflow.

• The goal of workflow management is to streamline a business process by eliminating

unnecessary tasks and automating as many of the remaining tasks as possible.

Slide 38 _______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Business process reengineering EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Planning for Workflow”
Evaluating processes for workflow automation EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Why Workflow Is Important”

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PeopleSoft Proprietary and Confidential 39

Evaluating Processes for Workflow Automation Lesson 3

Notes

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40 PeopleSoft Proprietary and Confidential

 Lesson 4

Designing Workflow Process

Prototypes

Objectives
By the end of this lesson, you will be able to:

• Describe a workflow process prototype.

• Design a workflow process prototype.

Slide 40 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 41

Designing Workflow Process Prototypes Lesson 4

Describing a Workflow Process Prototype

Defining the Process

Before you create a new workflow process, you should describe the process from
beginning to end:

• Name the workflow process.

• Identify the triggering event that starts the process.

• Determine all the data that will be needed throughout the process.

• Determine whether the process updates any tables.

• Determine the tasks as they occur in the process.

• Define the messages that the process generates.

• Organize distribution lists for the messages.

• Determine if there are any recipient rules for the messages.

Slide 41 _______________________________________________________________________________________________________

Student Notes
n l y
Describing the Credit Limit Workflow Process

e O
process:
U s
Following is a simple description of the standard credit limit (CREDLIMIT) workflow

A I
A user changes a customer’s credit limit in the Customer Master (P0301) on menu
G03B11. This is the triggering event for the workflow process. When the user clicks OK,

O
a message box appears advising that the change has been submitted for approval. The
credit limit does not change until it is approved.

l &
A message is sent to the Accounts Receivable manager for the account, asking for

n a
approval of the credit limit change. The message is sent to the manager’s Credit
Management mailbox in the Employee Work Center. Using an online form, the manager
r
has the option to either approve or reject the credit limit change.

te
I n
If the manager approves the change, the Credit Limit field in the Customer Master table
(F0301) will change from the old credit limit to the new credit limit. A message is sent to

c l e
the user that changed the credit limit to advise that the change was approved.

If the manager rejects the credit limit change, the Credit Limit field in the Customer

r a Master table (F0301) retains the old credit limit value. A message is sent to the user that

O changed the credit limit to advise that the requested change was not approved.

42 PeopleSoft Proprietary and Confidential

Lesson 4 Designing Workflow Process Prototypes

Describing a Workflow Process Prototype (continued)

Defining the Process (continued)

By describing the workflow in detail, you will define the process flow before creating
any process components.

When you create the workflow object in the EnterpriseOne software, you can include the
description to explain how the process works.

Slide 42 _______________________________________________________________________________________________________

Student Notes

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Designing Workflow Process Prototypes Lesson 4

Diagramming a Workflow Process

Workflow Diagram
After describing the process in detail, create a graphical representation showing all the
process tasks and task conditions.

You can draw the process on paper or use a design tool, such as Microsoft® Visio.

The process diagram will help you to visualize the process and its components.

Slide 43 _______________________________________________________________________________________________________

Student Notes

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44 PeopleSoft Proprietary and Confidential

Lesson 4 Designing Workflow Process Prototypes

Activity 2: Defining the Credit Limit Workflow Process

In this activity, you will review the activity overview and:

• Locate tasks on the Credit Limit workflow diagram.

• Locate transition conditions on the Credit Limit workflow diagram.

See ProgrammingWorkflow 8.93: Activity Guide, lesson 4, “Designing Workflow Process

Prototypes,” Activity 2: Defining the Credit Limit Workflow Process.

Slide 44 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential45

Designing Workflow Process Prototypes Lesson 4

Review
In this lesson, you learned that:

• When creating a new workflow process, it is recommended that you describe the
process in detail from beginning to end.

• A graphical representation of the workflow process will help you to visualize the
process and all of its components.

Slide 45 _______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Designing a workflow process prototype EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Planning for Workflow”

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46 PeopleSoft Proprietary and Confidential

 Lesson 5

Creating a Workflow Project

Objectives
By the end of this lesson, you will be able to:

• Describe Object Management Workbench (OMW) projects.

• Create a project in OMW.

Slide 47 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 47

Creating a Workflow Project Lesson 5

Describing OMW Projects

Projects in OMW
Note these points about OMW projects:

• All development in EnterpriseOne is done within an OMW project.

• A project serves as a container for objects and users grouped for a specific purpose.

Slide 48 _______________________________________________________________________________________________________

Student Notes
Project Owners
Users must be assigned to a project before they can affect the project or the objects within
that project. Users are called owners within the context of a project. When you add an
owner to a project, you must specify that user’s role within the project. The user role
defines the user’s function within the project, and a user can be assigned multiple roles.
For example, a project owner could be assigned the roles of both Originator and
Developer. The roles that are assigned to owners determine which actions they are
allowed to perform in the project.

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48 PeopleSoft Proprietary and Confidential

Lesson 5 Creating a Workflow Project

Describing OMW Projects (continued)

Project Life Cycle

A typical project life cycle includes these steps:

1. Creating a new project.

2. Adding users to the project.

3. Adding objects to the project.

4. Checking objects in and out.

5. Advancing the project.

6. Completing the project.

Slide 49 _______________________________________________________________________________________________________

Student Notes
Advancing a Project
When you advance a project, you change its status code to move it to the next step in the

l y
project life cycle. The available status codes are set up in the Object Configuration

n
Manager. Projects are assigned a status code at the time that they are created and then

O
advanced through a series of codes until they are completed. Changing a project’s status
might affect the allowed actions of certain roles. For example, when a project is at a
e
development status, a user assigned to the developer role on the project might be able to

U s
check out objects, design objects, and check objects in. However, once the project is
advanced to the next status, a developer might not be able to perform any of these
actions.

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PeopleSoft Proprietary and Confidential 49

Creating a Workflow Project Lesson 5

Creating a Project in OMW

Creating a New Project

Follow these steps to create a new project:

1. In OMW, click Add.

2. On Add Objects to the Project, select OMW Project.

3. On the Summary tab, enter appropriate information for the project.

4. On the Dates tab, enter the start and planned completion dates for the project.

5. On the Attachments tab, describe the purpose of the project.

Slide 50 _______________________________________________________________________________________________________

Student Notes
Project Information
You can view and modify the following properties of any project that you select:

• Description

• Type
n l y
• Severity

e O
• Product system code

U s
•

•
Release information

Start date
A I
• Planned completion date O
• Category codes
l &
n a
•
r
Text attachments

te
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50 PeopleSoft Proprietary and Confidential

Lesson 5 Creating a Workflow Project

Creating a Project in OMW (continued)

Project Owners
Add owners to the project by following these steps:

1. Using the Search window in OMW, locate each owner that you want to add.

2. Assign roles to the owners as you move them individually to the project.

Slide 51 _______________________________________________________________________________________________________

Student Notes

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Creating a Workflow Project Lesson 5

Creating a Project in OMW (continued)

Project Status
If necessary, advance the project to a status code that allows object development:

1. Select the project that you want to advance.

2. Click the Advance Project button in the center column.

3. Enter the desired project status.

Slide 52 _______________________________________________________________________________________________________

Student Notes

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52 PeopleSoft Proprietary and Confidential

Lesson 5 Creating a Workflow Project

Activity 3: Creating a Project for Workflow Development

In this activity, you will review the activity overview and:

1. Create a project.

2. Add an owner to the project.

3. Advance the project to the programming status.

See Programming Workflow 8.93: Activity Guide, lesson 5, “Creating a Workflow

Project,” Activity 3: Creating a Project for Workflow Development.

Slide 53 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 53

Creating a Workflow Project Lesson 5

Review
In this lesson, you learned that:

• All development in EnterpriseOne is done within an OMW project, which contains

the users and objects associated with the project.

• After creating a new project, you must add owners to the project in the appropriate
roles and advance the project to a programming status.

Slide 54 _______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Object Management Workbench projects Object Management Workbench 8.93 PeopleBook,
“Object Management Workbench”
Creating a project Object Management Workbench 8.93 PeopleBook,

Adding an owner to a project

“Working with Projects”

n l y
Object Management Workbench 8.93 PeopleBook,
“Working with Users”

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54 PeopleSoft Proprietary and Confidential

 Lesson 6

Designing Message Templates

Objectives
By the end of this lesson, you will be able to:

• Describe message templates.

• Design message templates.

Slide 56 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 55

Designing Message Templates Lesson 6

Describing Message Templates

Workflow Messages
Note these points about workflow messages:

• A workflow message task sends messages to individuals or members of a distribution

list.

• Although it is not required, you can use a message template for a workflow message.

Slide 57 _______________________________________________________________________________________________________

Student Notes

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56 PeopleSoft Proprietary and Confidential

Lesson 6 Designing Message Templates

Describing Message Templates (continued)

Message Templates
Note these points about message templates:

• They are predefined messages that you attach as message tasks.

• They are classified as simple or text-substituted.

• A simple message template displays the same text every time.

• A text-substituted message template uses variables to insert values into the message.

• The message template is defined in the data dictionary.

• The actual message is defined in the glossary portion of a data item.

Slide 58 _______________________________________________________________________________________________________

Student Notes
Simple Messages vs. Text-Substituted Messages

change to take effect.”

n l y
An example of a simple message is: “Your approval is required for this credit limit

O
An example of a text-substituted message is: “The credit limit for customer 4244,
Creekside Warehouse, has been changed from 10,000 to 15,000. Your approval is
e
s
required for this change to take effect.” In this instance, the following values are text-
substituted because they can change each time the message is generated by the workflow
process:
U
• 4244
A I
• Creekside Warehouse O
• 10,000
l &
• 15,000
n a
te r
A text-substituted message provides more information than a simple message because it

n
incorporates the details of a particular transaction.
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PeopleSoft Proprietary and Confidential 57

Designing Message Templates Lesson 6

Designing Message Templates

Procedure to Create a Template

The procedure to create a message template is:

1. Create a data item in OMW.

2. Enter the message text, including placeholders for any text-substituted values.

Slide 59 _______________________________________________________________________________________________________

Student Notes
Creating a Workflow Message
Although you can create a workflow message by using the Data Dictionary application,
the new data item will be added to your default project in OMW. Because your default
project cannot be advanced to a completed status, the new data item will not be available
to users until it is part of a standard OMW project. Therefore, it is recommended that you
create new data items in OMW as part of a standard OMW project, rather than through
the Data Dictionary application.

Workflow Messages

l y
Messages are classified as glossary text in the data dictionary and are grouped according
n
to the function that they perform. For example, error messages are assigned to glossary

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group E, whereas workflow messages are assigned to glossary group Y.

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58 PeopleSoft Proprietary and Confidential

Lesson 6 Designing Message Templates

Designing Message Templates (continued)

Text-Substitution Values
Each text-substituted value is represented by a variable inside the message text.

You create a variable by using an ampersand (&) and a number.

When you create a workflow message task, you map these variables to data items in the
workflow process.

Slide 60 _______________________________________________________________________________________________________

Student Notes
Text-Substitution Values
An example of a workflow message template with text-substitution variables is:

“The credit limit for customer &1, &2, has changed from &3 to &4.”

In this example, the variables represent the following data:

Variable Data
&1
&2
Address number
Customer name
n l y
&3
&4
Old credit limit
New credit limit
e O
U s
Substituting the data items for the variables, the message would read as follows:

A I
The credit limit for customer (address number), (customer name), has changed from (old
credit limit) to (new credit limit).
O
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PeopleSoft Proprietary and Confidential 59

Designing Message Templates Lesson 6

Designing Message Templates (continued)

Generic Message Forms

Note these points about generic workflow message forms:

• EnterpriseOne also has generic workflow approval forms that you can use.

• These generic forms are in the Generic Workflow Approval Forms application
(P98805).

Slide 61 _______________________________________________________________________________________________________

Student Notes
Generic Forms for Workflow Messages
In addition to workflow message templates, EnterpriseOne also provides generic
approval forms that you can use in workflow message tasks. These forms are part of the
Generic Workflow Approval Forms application. The credit limit approval workflow
includes two of these forms:

This is the generic Workflow Pending Review Notification form:

n l y
e O
U s
A I
O
&
WF98805B - Generic Workflow Pending Review Notification form
l
n a
This is the generic Workflow Approval form:

te r
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60 PeopleSoft Proprietary and Confidential

Lesson 6 Designing Message Templates

WF98805A - Generic Workflow Approval form

The Generic Workflow Approval form has two radio buttons: Accept and Reject. These
radio buttons represent action codes A and R respectively.

n l y
You will learn how to use the Workflow Pending Review Notification form and the
Workflow Approval form later in this course.

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PeopleSoft Proprietary and Confidential 61

Designing Message Templates Lesson 6

Activity 4: Designing Credit Limit Message Templates

In this activity, you will review the activity overview and design message templates for
the Credit Limit Approval workflow process.

See Programming Workflow 8.93: Activity Guide, lesson 6, “Designing Message

Templates,” Activity 4: Designing Credit Limit Message Templates.

Slide 62 _______________________________________________________________________________________________________

Student Notes

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62 PeopleSoft Proprietary and Confidential

Lesson 6 Designing Message Templates

Review
In this lesson, you learned that:

• You can use simple or text-substituted message templates in a workflow process as

message tasks.

• Workflow message templates are glossary data items in the data dictionary.

Slide 63 _______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Creating workflow message templates EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Setting Up Message Templates”
EnterpriseOne messaging features PeopleSoft Development Tools 8.93PeopleBook,
“Messaging”

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Designing Message Templates Lesson 6

Notes

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64 PeopleSoft Proprietary and Confidential

 Lesson 7

Designing Workflow Data

Structures

Objectives
By the end of this lesson, you will be able to:

• Describe workflow data structures.

• Design workflow data structures.

Slide 65 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 65

Designing Workflow Data Structures Lesson 7

Describing Workflow Data Structures

Purpose of Data Structures

Workflow data structures are lists of parameters that pass information from one task to
another.

A workflow process requires the following two data structures:

• Key data structure.

• Additional data structure.

Slide 66 _______________________________________________________________________________________________________

Student Notes

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66 PeopleSoft Proprietary and Confidential

Lesson 7 Designing Workflow Data Structures

Describing Workflow Data Structures (continued)

Key Data Structure

Note these points about the key data structure in a workflow process:

• A key data structure contains the data items that make each instance of the workflow
process unique.

• You can use one or more data items in a key data structure.

• The values in the key data structure do not change during a process instance.

• The naming convention for a key data structure is WFxxxxyyyA.

Slide 67 _______________________________________________________________________________________________________

Student Notes
Key Data Structure and Process Instances
Just as the primary key in a table uniquely identifies a record, the data items in the key
data structure make instances of a workflow process unique. The key data is used to track
the process in the system. In the Credit Limit workflow, whenever a customer’s credit

l y
limit is changed, the customer’s address number identifies each instance of the workflow
process.
n
Key Data Structure Naming Convention

e O
The name of a key data structure has the following format: WFxxxxyyA, where:

•
U s
WF indicates a key data or additional data structure.

•
A I
xxxx specifies the system code, which can be two to four numbers.

• yyy represents a sequential number.

O
• A identifies key data.
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Designing Workflow Data Structures Lesson 7

Describing Workflow Data Structures (continued)

Additional Data Structure

Note these points about the additional data structure in a workflow process:

• An additional data structure contains all the remaining data items that are needed to
complete the process flow.

• The data items in the additional data structure are used to pass information between
tasks within the process.

• The values in the additional data structure can change during a process instance.

• The naming convention for a key data structure is WFxxxxyyyB.

Slide 68 _______________________________________________________________________________________________________

Student Notes
Additional Data Structure Naming Convention
The name of an additional data structure has the following format: WFxxxxyyB, where:

•
WF indicates a key data or additional data structure.

xxxx specifies the system code, which can be two to four numbers.
n l y
• yyy represents a sequential number.
e O
• B identifies additional data.
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68 PeopleSoft Proprietary and Confidential

Lesson 7 Designing Workflow Data Structures

Designing Workflow Data Structures

New vs. Existing Data Structures

Points to consider about workflow data structures:

• You can use existing key and additional data structures when you create a new
workflow process, but it is not recommended.

• Under most circumstances, it is preferable to create new workflow data structures

when designing a new workflow.

Slide 69 _______________________________________________________________________________________________________

Student Notes
Reusing Workflow Data Structures
Although you can use existing data structures for a new workflow process, it is not
recommended because of the interdependencies it will create.

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Designing Workflow Data Structures Lesson 7

Designing Workflow Data Structures (continued)

Creating Data Structures

Designing workflow data structures requires several steps:

1. Create a data structure object for the key data structure in Object Management
Workbench (OMW).

2. On the Data Structure Design form, select the data dictionary items that you want to
include in the key data structure.

3. Create a data structure object for the additional data structure in OMW.

4. On the Data Structure Design form, select the data dictionary items that you want to
include in the additional data structure.

Slide 70 _______________________________________________________________________________________________________

Student Notes
Data Structures and OMW Projects
When creating new workflow data structures, you should add them to the same OMW
project that you will be using to create the new workflow process.

Using Unique Data Items in the Data Structures

n l y
data structures should have data items that are unique.
e O
Do not include the same data items in both the key and additional data structures. Both

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70 PeopleSoft Proprietary and Confidential

Lesson 7 Designing Workflow Data Structures

Activity 5: Designing the Credit Limit Workflow Data Structures

In this activity, you will review the activity overview and:

• Design a key data structure.

• Design an additional data structure.

See Programming Workflow 8.93: Activity Guide, lesson 7, “Designing Workflow Data
Structures,” Activity 5: Designing the Credit Limit Workflow Data Structures.

Slide 71 _______________________________________________________________________________________________________

Student Notes

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Designing Workflow Data Structures Lesson 7

Review
In this lesson, you learned that:

• Every workflow process has a key and an additional data structure that together
contain all the data items that are needed to complete the process flow.

• You create the key and additional data structures as regular data structure objects in
OMW.

Slide 72 _______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Creating key and additional data structures EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Creating a Workflow Process,” Key and Additional
Data Structures

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72 PeopleSoft Proprietary and Confidential

 Lesson 8

Creating a Workflow Process in

OMW

Objectives
By the end of this lesson, you will be able to:

• Describe an Object Management Workbench (OMW) workflow process object.

• Create an OMW workflow process object.

Slide 74 _______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 73

Creating a Workflow Process in OMW Lesson 8

Describing an OMW Workflow Process Object

OMW Object
Note these points about EnterpriseOne workflow processes:

• A workflow process is an object in the EnterpriseOne system.

• It is created and managed in OMW like any other object.

• The naming convention for a workflow process is Kxxxxyyyy.

Slide 75 _______________________________________________________________________________________________________

Student Notes
Naming Conventions for Workflow Processes
The name for a workflow process can be as many as 10 characters and should be in the
following format:

Kxxxxyyyy

Where:

K designates a workflow process.

n l y
xxxx specifies a system code, which can be two to four numbers.

yyyy represents a sequential number.

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74 PeopleSoft Proprietary and Confidential

Lesson 8 Creating a Workflow Process in OMW

Describing an OMW Workflow Process Object (continued)

History Tracking
You can choose to enable history tracking when you create a workflow process.

History tracking has the following features:

• History tracking creates audit records each time a workflow process runs.

• Audit records are saved in the F98860 and F98865 instance tables.

• You can purge audit records that you no longer need.

• Audit records are deleted immediately after the workflow process completes if
history tracking is not selected.

Slide 76 _______________________________________________________________________________________________________

Student Notes

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Creating a Workflow Process in OMW Lesson 8

Creating an OMW Workflow Process Object

Creating the Object

To create a workflow process object:

• In OMW, select the project to which you want to add the workflow process and click
Add.

• On Add EnterpriseOne Object to the Project, select Workflow Process and then click
OK.

• Complete the information on the Add Non-OL object form, including the names of
the key and additional data structures.

• Indicate whether history tracking should be enabled for the workflow process.

Slide 77 _______________________________________________________________________________________________________

Student Notes
Attaching Key and Additional Data Structures
You can change workflow data structures after you initially create the workflow object.

n l y
Therefore, if you want to create the workflow object before you create the data structures,
you can use existing data structures and then replace them with your own when you are
ready to configure each component of the workflow process.

Workflow Process Attachments

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After creating the workflow process object, it is recommended that you use the
Attachments tab to enter a description of what the workflow process does.

Workflow Process Data

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After creating the workflow process, the Data tab shows the data items that are in the key
and additional data structures for the process.

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Lesson 8 Creating a Workflow Process in OMW

Activity 6: Creating the Credit Limit Workflow Object

In this activity, you will review the activity overview and create a workflow object in
OMW.

See Programming Workflow 8.93: Activity Guide, lesson 8, “Creating a Workflow

Process in OMW,” Activity 6: Creating the Credit Limit Workflow Object.

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Student Notes

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Creating a Workflow Process in OMW Lesson 8

Review
In this lesson, you learned that:

• An EnterpriseOne workflow process is an object that you create in OMW.

• When you create the workflow object, you specify the key and additional data
structures and whether to enable history tracking.

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Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Creating a workflow process object in OMW EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Creating a Workflow Process”

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 Lesson 9

Describing Workflow Modeler

Objectives
By the end of this lesson, you will be able to:

• Describe Workflow Modeler.

• Open a process in Workflow Modeler.

• Describe Workflow Modeler features.

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Student Notes

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Describing Workflow Modeler Lesson 9

Describing Workflow Modeler

Graphical Design Tool

Workflow Modeler:

• Is a graphical design tool that you can use to design and configure workflow
processes.

• Contains icons that represent all of the tasks and transitions that make up a workflow
process.

• Is the tool that you use to create or modify EnterpriseOne workflow processes.

Slide 82 _______________________________________________________________________________________________________

Student Notes
Example: Workflow Process Diagram
This example shows the CREDLIMIT workflow process as it appears in Workflow
Modeler:

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Example of the CREDLIMIT workflow process diagram in Workflow Modeler

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Lesson 9 Describing Workflow Modeler

Describing Workflow Modeler (continued)

Benefits
These are some of the benefits of Workflow Modeler:

• Workflow Modeler enables you to see a visual representation of a workflow process,

making it easier to understand.

• You can access the properties of each workflow component from the icon that
represents it.

• Creating a workflow process in one screen with a visual diagram is easier than by
using individual forms to define the process and its components.

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Student Notes

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Describing Workflow Modeler Lesson 9

Opening a Process in Workflow Modeler

Procedure
To open an existing workflow process, follow these steps:

1. If not already in an Object Management Workbench (OMW) project, search for the
workflow process and add it to a project.

2. Select the workflow process and click the Design button in the center column.

3. On Workflow Design, select the Design Tools tab and then click Start Workflow
Modeler.

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Student Notes

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Lesson 9 Describing Workflow Modeler

Opening a Process in Workflow Modeler (continued)

Active Processes and Instances

Workflow Modeler will open a read-only version of a workflow process if any of the
following conditions are true:

• The version of the workflow process is running or has historical instance records.

• The version of the workflow process is active.

• The workflow process is being edited by someone else.

• The system crashed while the workflow process was open for editing.

Slide 85 _______________________________________________________________________________________________________

Student Notes
Active Processes and Instances
To edit a workflow process, the process has to be inactive and there cannot be any
historical instances of the process in the Process Task Monitor. You can inactivate a
process by selecting the Inactivate Workflow Process on the Design Tools tab of the
Workflow Design Tool.

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If the Process Task Monitor shows that there are active instances of the processes, they

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must complete normally or be terminated manually. When the Process Task Monitor does
not show any process instances, you must run the Purge Completed Processes UBE
(R98860P) to remove all historical data.

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Another way to edit a workflow process is to create a new version of the process. After
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making modifications, you can replace the old version with the new version.
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Describing Workflow Modeler Lesson 9

Describing Workflow Modeler Features

Workflow Modeler Icons

Workflow Modeler uses a dockable toolbar, which contains the following icons:

• Default (pointer).

• Transition.

• Batch Application.

• Interactive Application.

• Business Function.

Slide 86 _______________________________________________________________________________________________________

Student Notes
Workflow Modeler Icons
You can use the hover help to identify each icon on the toolbar.

The Start and End tasks are created automatically for each new workflow process.
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Because these tasks are created for you, you are not able to select the Start and End icons
on the toolbar. Also, hover help does not display for these icons.
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Workflow Modeler Workspace
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If you double-click on the workspace, the Process Master window displays. The Process
Master shows details about the workflow process, as well as the data items in the key and
additional data structure.

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Lesson 9 Describing Workflow Modeler

Describing Workflow Modeler Features (continued)

Workflow Modeler Icons (continued)

The Workflow Modeler dockable toolbar also contains these icons:

• Local Subprocess.

• Message.

• Windows Executable.

• Halt.

Slide 87 _______________________________________________________________________________________________________

Student Notes

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Describing Workflow Modeler Lesson 9

Describing Workflow Modeler Features (continued)

Other Features
Other features of Workflow Modeler include:

• The ability to print a workflow diagram.

• Drawing options, such as Snap to Grid.

Slide 88 _______________________________________________________________________________________________________

Student Notes

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Lesson 9 Describing Workflow Modeler

Activity 7: Exploring Workflow Modeler

In this activity, you will review the activity overview and:

• Open a workflow process in Workflow Modeler.

• Explain features of Workflow Modeler.

See Programming Workflow 8.93: Activity Guide, lesson 9, “Describing Workflow

Modeler,” Activity 7: Exploring Workflow Modeler.

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Student Notes

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Describing Workflow Modeler Lesson 9

Review
In this lesson, you learned that:

• Workflow Modeler is the graphical design tool that you use to design and modify
EnterpriseOne workflow processes.

• You launch the Workflow Modeler by selecting a workflow process in OMW and
then accessing Workflow Design.

• You access Workflow Modeler from the Workflow Design in OMW.

Slide 90 _______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Workflow Modeler EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Creating a Workflow Process,” Workflow Modeler

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 Lesson 10

Designing Workflow Tasks

Objectives
By the end of this lesson, you will be able to:

• Describe workflow tasks.

• Add tasks to a workflow process.

• Configure workflow tasks.

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Student Notes

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Designing Workflow Tasks Lesson 10

Describing Workflow Tasks

Types of Tasks
These are the types of tasks that you can add to a workflow process:

• Batch Application.

• Interactive Application.

• Business Function.

• Local Subprocess.

• Message.

• Windows Executable.

• Halt.

Slide 93 _______________________________________________________________________________________________________

Student Notes
Example: Workflow Modeler Task Icons
Following is an example of the workflow task icons in Workflow Modeler:
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Task icons in Workflow Modeler
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Lesson 10 Designing Workflow Tasks

Describing Workflow Tasks (continued)

Batch Application
You use a batch application task to start an EnterpriseOne batch application, such as:

• Running a report.

• Running the batch posting process.

Slide 94 _______________________________________________________________________________________________________

Student Notes
Example: Batch Application Icon
Following is an example of the batch application workflow task icon:

Batch Application icon in Workflow Modeler

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Designing Workflow Tasks Lesson 10

Describing Workflow Tasks (continued)

Interactive Application
You use an interactive task when you want to call an EnterpriseOne interactive
application in a workflow process.

Interactive Application tasks are only available on the Windows client, not the Web
client.

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Student Notes
Example: Interactive Application Icon
Following is an example of the interactive application workflow task icon:

Interactive Application icon in Workflow Modeler

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Interactive Application Task Considerations

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Because the interactive application tasks run only on the Windows client, PeopleSoft

task that includes an application shortcut.

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recommends that instead of using the interactive application task, you create a message

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Lesson 10 Designing Workflow Tasks

Describing Workflow Tasks (continued)

Business Function
Note these points about business function tasks:

• You use a business function task to call a NER or C business function for special
logic processing.

• Business function workflow tasks are usually used to update information in the
database.

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Student Notes
Example: Business Function Icon
Following is an example of the business function workflow task icon:

Business Function icon in Workflow Modeler n l y

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Designing Workflow Tasks Lesson 10

Describing Workflow Tasks (continued)

Local Subprocess
A local subprocess workflow task starts another workflow process, which has its own set
of tasks.

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Student Notes
Example: Local Subprocess Icon
Following is an example of the local subprocess workflow task icon:

Local Subprocess icon in Workflow Modeler

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Lesson 10 Designing Workflow Tasks

Describing Workflow Tasks (continued)

Message
Note these points about message tasks:

• A message task sends workflow messages to users in the system.

• Messages can contain text or shortcuts to interactive applications.

• You can enter text directly into the message task or use a message template.

• Messages can be sent to a role, a distribution list, or a single recipient.

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Student Notes
Example: Message Icon
Following is an example of the message workflow task icon:

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Message icon in Workflow Modeler
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Designing Workflow Tasks Lesson 10

Describing Workflow Tasks (continued)

Windows Executable
A Windows Executable task:

• Launches an executable program that you specify, such as a batch file or virus
scanner.

• Has no user interface, as a general rule.

Slide 99 _______________________________________________________________________________________________________

Student Notes
Example: Windows Executable Icon
Following is an example of the Windows Executable workflow task icon:

Windows Executable icon in Workflow Modeler

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Windows Executable Task Considerations
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not work on the Web client.
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Windows Executable tasks only work on the Windows client, which means that they do

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A Windows Executable task starts the specified application and then waits for a user to
close the application before continuing. It is expected that the user will enter the

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appropriate information or data, but there is no way to verify that the user performed the
required action because the workflow process has no way to evaluate the data.
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Consequently, it is recommended that you use the Windows executable task to launch
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Lesson 10 Designing Workflow Tasks

Describing Workflow Tasks (continued)

Halt
Note these points about the Halt task:

• The Halt task suspends the workflow process for a designated period of time.

• The process starts again after the specified period of time has passed, or when an
event occurs.

Slide 100 ______________________________________________________________________________________________________

Student Notes
Example: Halt Icon
Following is an example of the Halt task icon:

Halt icon in Workflow Modeler

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Halt Task Considerations

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Halt tasks require that the Start Escalation Monitor batch process (R99910) runs on a

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regular basis. The Start Escalation Monitor resumes the process after the date and time
are met. You can run it manually or use the Scheduler application. If you do not run the
monitor, the process will remain halted.

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Designing Workflow Tasks Lesson 10

Adding Tasks to a Workflow Process

Procedure to Add a Task

To add tasks to a workflow process:

1. In Object Management Workbench (OMW), select a workflow process and then click
Design.

2. On the Workflow Design form, select the Design Tools tab.

3. Click Start Workflow Modeler.

4. In Workflow Modeler, select the appropriate task icon.

5. Drop the task onto the workspace by clicking anywhere in the workspace.

6. On the Workflow Task Revisions form, give the task a name and complete the
remaining fields as appropriate.

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Student Notes
Analyzing Tasks

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In general, use the following questions to assist you when setting up workflow tasks:

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What types of tasks do you need to create (message, business function, batch
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Should the Generic Workflow Approval (P98805) form be attached to the task?

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If the task is a message, who is the recipient?

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Should a message template be attached to the task?

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If so, use the message templates that you created in a previous exercise.
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In which employee task queue or mailbox should the message be placed?
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Adding Workflow Tasks

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If you have several tasks to add to a workflow process, it is recommended that you put all
of them on the workspace before attempting to integrate them into the workflow diagram.

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To make a task a component in the workflow diagram, you must connect the task to other
tasks by adding transitions. Task transitions will be covered in another lesson.

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Lesson 10 Designing Workflow Tasks

Configuring Workflow Tasks

Configuring Tasks
After you add a task to Workflow Modeler workspace, you need to configure it.

Configuration options vary, depending on the type of task.

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Designing Workflow Tasks Lesson 10

Configuring Workflow Tasks (continued)

Procedure
To configure a task:

1. In Workflow Modeler, right-click the task.

2. For all tasks except halt, select Event Rules from the menu.

3. For the halt task, select Expiration Date/Time and Expiration Delay.

4. Depending on the type of task, make the appropriate selections or map parameters.

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Student Notes

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Lesson 10 Designing Workflow Tasks

Configuring Workflow Tasks (continued)

Business Function Tasks

Remember these points when configuring business function tasks:

• The only values you can pass from a workflow process to a business function are
those in the key and additional data structures.

• Because the values in the key data structure cannot change, you cannot map a data
item back to an item in the key data structure.

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Student Notes

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Designing Workflow Tasks Lesson 10

Configuring Workflow Tasks (continued)

Message Tasks
Message tasks include the following:

• Message contents.

• Message recipients.

Slide 105 ______________________________________________________________________________________________________

Student Notes
Setting Up External Mail Access
EnterpriseOne software provides an integrated mail system that enables users to
communicate with external email software packages such as Microsoft® Outlook or
Lotus Notes. The system uses the Simple Mail Transfer Protocol (SMTP) to do this.

See Programming Workflow 8.93: Student Guide, Appendix B, “Setting Up External

Mail for EnterpriseOne Software.”

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Lesson 10 Designing Workflow Tasks

Configuring Workflow Tasks (continued)

Message Contents
You can use any of the following items in a workflow message:

• Subject line and message text.

• Message template.

• Shortcut to an interactive application, such as the Generic Workflow Approval Form

(P98805).

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Student Notes

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Designing Workflow Tasks Lesson 10

Configuring Workflow Tasks (continued)

Workflow Message Recipients

You can configure the event rules of a message task to route messages to the following
types of recipients:

• Members of a role.

• Members of a distribution list.

• Single recipient.

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Student Notes
Using a Role As a Recipient
Roles define the tasks and menus for different groups of users. Roles are created and
maintained by a system administrator. If a role exists that contains the members that you
want to include as the recipients of a workflow message, you can attach the role to the
event rules of the message task.

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If you use the address book number of a single user for a message task, you will have to
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handling the message. To reduce maintenance, PeopleSoft recommends that you enter a
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role for the message recipient, even if the role contains only one member.

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Workflow Message Recipients

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The recipient of a workflow message is determined by the combination of two fields: the

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recipient address (address book number) and structure type. Following are the three
possible combinations of recipient address and structure type:

Field
O Recipient

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Recipient address only The address number entered

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Recipient address and structure type Distribution list that uses group processing

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The various combinations are covered in more detail in lesson 14, “Designing Recipient
Rules and Conditions.”

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Lesson 10 Designing Workflow Tasks

Activity 8: Designing Tasks for the Credit Limit Approval Process

In this activity, you will review the activity overview and:

• Create tasks for the Credit Limit Approval process.

• Configure workflow tasks.

See Programming Workflow 8.93: Activity Guide, lesson 10, “Designing Workflow
Tasks,” Activity 8: Designing Tasks for the Credit Limit Approval Process.

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Designing Workflow Tasks Lesson 10

Review
In this lesson, you learned that:

• There are many types of tasks that you can add to a workflow process.

• You use task icons in Workflow Modeler to add tasks to a workflow process.

• After adding tasks to a workflow diagram, you need to configure them to add
functionality.

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Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Adding tasks to a workflow process EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Creating a Workflow Process,” Adding Tasks to a
Workflow Process
Configuring tasks
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“Creating a Workflow Process”
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106 PeopleSoft Proprietary and Confidential

 Lesson 11

Designing Workflow Transitions

and Conditions

Objectives
By the end of this lesson, you will be able to:

• Describe workflow transitions and conditions.

• Design workflow transitions and conditions.

• Validate a workflow process.

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Student Notes

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Designing Workflow Transitions and Conditions Lesson 11

Describing Workflow Transitions and Conditions

Transitions
Note these points about transitions and transition conditions:

• A transition connects one task to another in a workflow process.

• Transitions can contain transition conditions, which are used to assign logic to
individual tasks.

• By using transition conditions, you can attach multiple transitions to a task.

• Transition conditions are like a decision point in a diagram – the workflow will take
different paths, depending on the answer at the decision point.

Slide 112 ______________________________________________________________________________________________________

Student Notes
Examples of Transition Conditions
The CREDLIMIT workflow process has two transition conditions: IFAPPROVED and
IFREJECTED.

IFAPPROVED directs the workflow process to the Update and Accept tasks, thereby
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updating the database with the new credit limit and sending a message to the originator
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the originator that the credit limit change was rejected.
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IFREJECTED directs the workflow process to the Reject task, which sends a message to

Workflow Modeler.
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108 PeopleSoft Proprietary and Confidential

Lesson 11 Designing Workflow Transitions and Conditions

Designing Workflow Transitions and Conditions

Adding a Transition
To add a transition between tasks:

1. On Workflow Modeler, click the Transition icon on the toolbar.

2. Click and drag the cursor from one task in the process to the next task.

Slide 113 ______________________________________________________________________________________________________

Student Notes

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Designing Workflow Transitions and Conditions Lesson 11

Designing Workflow Transitions and Conditions (continued)

Transition Conditions
There are two ways to add a transition condition:

• Add the transition condition to the workspace, and then use the Select and Attach
option to attach the transition condition to a transition in the workflow diagram.

• Select the transition at the point you want to add the transition condition, and then
select the Add and Attach option to accomplish both tasks at once.

Slide 114 ______________________________________________________________________________________________________

Student Notes
Adding a New Transition Condition to the Workspace
If you want to add a new transition condition before placing it in the workflow diagram,
right-click the workspace and then select Transition Conditions.

Later, you can attach it to a transition by using the Select and Attach option.

Attaching Transition Conditions

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If you are creating a new transition condition, and you know which transition you want to
attach it to, use the Add and Attach option.
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Lesson 11 Designing Workflow Transitions and Conditions

Designing Workflow Transitions and Conditions (continued)

Add and Attach a Transition Condition

To add and attach a transition condition:

1. In Workflow Modeler, click a transition in the workflow diagram.

2. From the menu, select Add and Attach.

3. On Process Rule Revisions, type the name of the condition and complete the
remaining fields as appropriate.

4. On Criteria Design, create the rule and then click OK.

Slide 115 ______________________________________________________________________________________________________

Student Notes

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Designing Workflow Transitions and Conditions Lesson 11

Validating a Workflow Process

Workflow Validation
You must validate a workflow process version before you can activate it in the system.

When validating a version, the system verifies that the version contains start and end
points, transitions, and event rules.

You cannot activate a process that contains errors.

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Student Notes

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Lesson 11 Designing Workflow Transitions and Conditions

Validating a Workflow Process (continued)

Procedure
To validate a workflow process version:

1. In OMW, find the workflow process that you want to validate.

2. Move the workflow process to a project folder.

3. Click the workflow process version, and then click the Design button.

4. On Workflow Design, click the Design Tools tab, and then click Validate Workflow.

5. If the version contains no errors, the message “Workflow is VALID” appears.

6. If the version contains errors, a dialog box appears with a list of errors.

7. Correct the errors and run the Validate Workflow option again.

8. Continue correcting the errors and running validating the workflow until you receive
the message “Workflow is VALID.”

Slide 117 ______________________________________________________________________________________________________

Student Notes
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Validating a Workflow Process Version

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For example, you can validate the process as soon as you add tasks and transitions, and
then validate it again when you add transition conditions or a distribution list.

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tasks and transition conditions that need them. The system cannot verify that the event
rules are correct, only that they exist.
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Designing Workflow Transitions and Conditions Lesson 11

Activity 9: Creating Transitions and Transition Conditions

In this activity, you will review the activity overview and:

• Locate transitions and transition conditions in the Credit Limit Approval workflow
process.

• Create task transitions in the Credit Limit Approval workflow process.

• Add and attach transition conditions.

• Validate a workflow process version.

See Programming Workflow 8.93: Activity Guide, lesson 11, “Designing Workflow
Transitions and Conditions,” Activity 9: Creating Transitions and Transition Conditions.

Slide 118 ______________________________________________________________________________________________________

Student Notes

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114 PeopleSoft Proprietary and Confidential

Lesson 11 Designing Workflow Transitions and Conditions

Review
In this lesson, you learned that:

• Workflow tasks are connected with transitions, which can have transition conditions
that assign logic to the transitions between tasks.

• You use Workflow Modeler to create workflow transitions and transition conditions.

• Before you can activate a workflow process version, you must validate it to confirm
that it does not have any errors.

Slide 119 ______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Adding transitions and transition conditions to a EnterpriseOne Workflow Tools 8.93 PeopleBook,
workflow process “Creating a Workflow Process,” Adding Transitions

Validating a workflow process version

and Transition Conditions

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EnterpriseOne Workflow Tools 8.93 PeopleBook,

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Designing Workflow Transitions and Conditions Lesson 11

Notes

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116 PeopleSoft Proprietary and Confidential

 Lesson 12

Attaching a Workflow Process to

an Application

Objectives
By the end of this lesson, you will be able to:

• Describe how to attach workflow processes.

• Attach a workflow process to an application.

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Student Notes

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Attaching a Workflow Process to an Application Lesson 12

Describing How to Attach Workflow Processes

Activating a Process
Note these points about process activation:

• Before you can attach a workflow process to an application, you must activate it.

• Only one version of a workflow process can be active at a time.

• You cannot activate a process that contains errors.

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Student Notes

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118 PeopleSoft Proprietary and Confidential

Lesson 12 Attaching a Workflow Process to an Application

Describing How to Attach Workflow Processes (continued)

Attaching Processes
For an interactive application:

• You use event rules in the Forms Design Aid to attach a workflow process.

• You insert the Start Process system function at the appropriate place in the event
rules.

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Student Notes

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Attaching a Workflow Process to an Application Lesson 12

Describing How to Attach Workflow Processes (continued)

Attaching Processes (continued)

You also can attach workflow processes in:

• Business functions, through named ER.

• Reports, through event rules in the Report Design Aid.

• Tables, through table event rules.

Slide 124 ______________________________________________________________________________________________________

Student Notes
Workflow Processes in Named Event Rules, Table Event Rules, and Report
Design Aid
Because named event rules, batch applications, and table event rules usually run on a
server, you should not attach a workflow process that initiates interactive applications or
executables through named event rules (NER), Report Design Aid (RDA), or table event
rules (TER). No one sees the applications or executables initiated by the workflow
process if they run on a server.

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Lesson 12 Attaching a Workflow Process to an Application

Attaching a Workflow Process to an Application

Procedure
To attach the Start Process system function to an interactive application:

1. Check out the application in Object Management Workbench (OMW).

2. Click Design, and then start Form Design Aid.

3. Find the form to which you want to attach the workflow process.

4. Access event rules for the form and position the cursor at the point you want to add
the Start Process system function.

5. Click the System Function button and select the Start Process system function.

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Student Notes

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Attaching a Workflow Process to an Application Lesson 12

Attaching a Workflow Process to an Application (continued)

Procedure (continued)
6. Select the Parameter Mapping tab and double-click Chose Process.

7. On the Process Search and Select form, find the process that you want to attach and
click OK.

8. On the System Functions form, select the Key Data Structure and map parameters.

9. On the System Functions form, select the Additional Data Structure and map
parameters.

10. If you are using the Pending Notification form, create event rules to call the
P98805application.

The workflow process starts when the Start Process system function runs in the event
rules.

Slide 126 ______________________________________________________________________________________________________

Student Notes

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Lesson 12 Attaching a Workflow Process to an Application

Activity 10: Attaching the Credit Limit Workflow to an Application

In this activity, you will review the activity overview and:

• Activate a workflow process.

• Attach a workflow process to an application.

See Programming Workflow 8.93: Activity Guide, lesson 12, “Attaching a Workflow
Process to an Application,” Activity 10: Attaching the Credit Limit Workflow to an
Application.

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Student Notes

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Attaching a Workflow Process to an Application Lesson 12

Review
In this lesson, you learned that:

• You must activate a workflow process before using event rules to attach it to an
interactive application.

• You attach a workflow process by using the Start Process system function to select
the process and then map parameters from the key and additional data structures.

Slide 128 ______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Activating a workflow process EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Activating a Workflow Process”
Attaching a workflow process to an interactive EnterpriseOne Workflow Tools 8.93 PeopleBook,
application

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124 PeopleSoft Proprietary and Confidential

 Lesson 13

Setting Up Distribution Lists

Objectives
By the end of this lesson, you will be able to:

• Describe distribution lists.

• Set up distribution lists.

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PeopleSoft Proprietary and Confidential 125

Setting Up Distribution Lists Lesson 13

Describing Distribution Lists

Purpose of Distribution Lists

Distribution lists are used to place employees into groups for the purpose of routing
messages.

Event rules define how messages are sent to the members of a distribution list.

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126 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

Describing Distribution Lists (continued)

Characteristics
Distribution lists are based on:

• An address book number.

• A structure type.

Slide 132 ______________________________________________________________________________________________________

Student Notes
Defining Distribution Lists
Distribution lists are defined by an address book number and a structure type. The
address book number serves as the parent node of the distribution list, with the members
as children under the parent’s address number. Each distribution list is assigned to a
structure type, which is a code used to categorize distribution lists.

Different distribution lists might be used to represent different departments. Within a

distribution list, you can further group employees into categories. For example, you
might have all supervisors in Group 1 and all managers in Group 2.

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Distribution lists can be set up to be as simple or complicated as the business requires.

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Setting Up Distribution Lists Lesson 13

Describing Distribution Lists (continued)

Additional Features
You can further define Workflow distribution lists by using the following features:

• Threshold values.

• Routing options.

• Escalation.

Slide 133 ______________________________________________________________________________________________________

Student Notes

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Lesson 13 Setting Up Distribution Lists

Describing Distribution Lists (continued)

Threshold Values
Threshold values:

• Are used with group processing.

• Determine whether a group member has the authority to approve a message.

• Are based on the data item assigned to the Associated Data Item field on the
distribution list.

• Are compared against the data item in the workflow process.

Slide 134 ______________________________________________________________________________________________________

Student Notes
Example: Threshold Value
In a sales order workflow process, the AG (AmountGross) value could be the amount of a
sales order. When a sales order is generated in the system, the message sent by the
workflow process can be routed to a distribution list with threshold values. The system

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sends the message only to the members of the distribution list that have threshold values
that are less than or equal to the amount of the sales order.
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For example, you could have people assigned to groups, each with a different threshold

Group Person
U s Threshold Value
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Brian Jones
Sue Swenson
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20,000
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Barbara Wilson 50,000

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For a 30,000 USD sales order, the message is routed to both Brian and Sue because their

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threshold values are less than or equal to 30,000 USD. Barbara does not receive the
message because her threshold is higher than the amount of the sales order.

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Setting Up Distribution Lists Lesson 13

Describing Distribution Lists (continued)

Routing Options
Routing options, which control the path of a message within the distribution list, include:

• First response.

• Higher level overrides.

• Authorization required.

Slide 135 ______________________________________________________________________________________________________

Student Notes
Example: First Response
The First Response option is used when members of a group have the same threshold
value. In this case, all members of the group receive a message and only one of them
needs to respond. When one person responds, messages to the other members of the
group are deleted automatically.

In the following example, the first three members are part of the same group and all have

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Joseph Colina
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Todd Smith
Jeremy Harris
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If the Higher Level Override option is selected, a member of a higher group can respond

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also deleted from the individual queues of the members in the lower group.

r a For example, if an approval request is sent to three supervisors in Group 1, a manager in

O Group 2 can use the monitor to access the message and approve it. The message is
deleted from the supervisors’ queues and, if the manager is the last person who needs to
approve the change, the message is complete. If the amount of the request is higher than
the manager’s threshold level, the message continues to the next higher group member.

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Lesson 13 Setting Up Distribution Lists

Authorization Required
If the Authorization Required option is selected for a distribution list, all workflow
transactions (such as a salary increase) initiate a message to a higher-level member for
approval. The higher-level member receives the message regardless of his threshold
level.

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Setting Up Distribution Lists Lesson 13

Describing Distribution Lists (continued)

Escalation
The Escalation feature:

• Allows you to forward a message to someone else if a recipient does not respond in a
timely fashion.

• Requires that all members of a group have the same escalation hours and minutes.

• Requires that the Escalation Monitor be run for messages to be escalated.

Slide 136 ______________________________________________________________________________________________________

Student Notes
Escalation Monitor
If the Escalation Monitor (R98810) is not run on a regular basis, messages are not
escalated. The Escalation Monitor identifies message items that have exceeded a
specified escalation time for the recipient in the distribution list. Items that have passed
the specified escalation time are printed on a report. Messages are then escalated to the
appropriate person, as defined in the escalation rules.

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You can schedule the Escalation Monitor to run automatically, preferably on a daily
basis.
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132 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

Describing Distribution Lists (continued)

Structure Types
Structure types are used to categorize distribution lists.

There are pre-defined structure types, such as WFS, ORG, and EML.

You can create new structure types to attach to distribution lists.

Slide 137 ______________________________________________________________________________________________________

Student Notes
Distribution List Structure Types
Although EnterpriseOne has several predefined structure types, you can create new
structure types if you need them. For example, you can create the new structure type of
SAL for salary changes and then set up a distribution list that includes only those
employees responsible for salary changes. In a workflow process, you would send salary
change requests to employees on the distribution list with the SAL structure type.

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PeopleSoft Proprietary and Confidential 133

Setting Up Distribution Lists Lesson 13

Describing Distribution Lists (continued)

Types of Distribution Lists

Workflow uses two types of distribution list processing:

• Group.

• Hierarchical.

Slide 138 ______________________________________________________________________________________________________

Student Notes
Distribution List Processing
Group processing sends messages to the members of a distribution list one group at a
time. You define the groups when you create the distribution list. Hierarchical processing
sends messages to the members of a distribution list based on the organizational
hierarchy that you define when you create the distribution list.

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134 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

Describing Distribution Lists (continued)

Group Processing
In group processing:

• A group-processing distribution list has one parent address number.

• All the distribution list members are listed under the parent number.

• An approval request starts at the lowest level of the distribution list.

• If approved, the request is sent to the next approver until it reaches a threshold level
that is higher than the amount in the request.

Slide 139 ______________________________________________________________________________________________________

Student Notes
Example: Group Processing
The following example shows a group distribution list, with the members arranged in
groups under one parent number:

Structure Type EML

Distribution List 7000
n l y
7101

7102
Clerk #1

Clerk #2
Group: 1

Group: 1
e O
Threshold: 0

Threshold: 0

7103 Clerk #3 Group: 1

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Threshold: 0

7104 Clerk #4
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Group: 1

A
Threshold: 0

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7201 Manager #1 Group: 2 Threshold: 20,000

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7202 Manager #2 Group: 2 Threshold: 23,000

7203

a l
Manager #3 Group: 2 Threshold: 26,000

7301

r n Director #1 Group: 3 Threshold: 30,000

In te
7302

7401
Director #2

Vice President #1
Group: 3

Group: 4
Threshold: 30,000

Threshold: 40,000

c l e 7402

7500
Vice President #2

President
Group: 4

Group: 5
Threshold: 40,000

Threshold: 50,000

r a Distribution list using group processing

O Unless escalation is being used, it is not necessary for the members of a group to have the
same threshold value. Notice the different threshold values for the members of Group 2
in the illustration.

PeopleSoft Proprietary and Confidential 135

Setting Up Distribution Lists Lesson 13

Describing Distribution Lists (continued)

Hierarchical Processing
In hierarchical processing:

• A hierarchical distribution list has more than one parent address number.

• A hierarchical distribution list is similar to an organizational tree structure.

• The system sends messages to the parents within the distribution list, one parent at a
time.

• Employees can be grouped under a parent and have different threshold values within
the group.

• The originator of a message must be a member of the distribution list.

Slide 140 ______________________________________________________________________________________________________

Student Notes
Example: Hierarchical Processing
The following example shows a hierarchical distribution list, with the members arranged
under multiple parents:
n l y
Structure Type EML
Distribution List 7000
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7500 President

U s Threshold: 50,000

7401

7402
Vice President #1

Vice President #2
A I Threshold: 40,000

Threshold: 40,000

7301 O
Director #1 Threshold: 30,000

7201
l& Manager #1 Threshold: 20,000

r na 7101 Clerk #1 Threshold: 0

t e 7102 Clerk #2 Threshold: 0

In
7202 Manager #2 Threshold: 23,000

c l e 7302
7103

Director #2
Clerk #3 Threshold: 0

Threshold: 30,000

r a 7203 Manager #3 Threshold: 26,000

O 7104

Distribution list using hierarchical processing

Clerk #4 Threshold: 0

136 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

In the example, each member of the distribution list has only one direct parent. If Clerk 2
(7102) submits an approval request for 45,000, the message is sent first to the originator’s
parent, Manager 1 (7201). If the manager approves the message, the message is sent to
the manager’s parent, Director 1 (7301) because the threshold has not been reached. After
Director 1 approves it, the message is sent to Vice President 2 (7402). The message is not
sent higher because the parent of Vice President 2 (7402) has a threshold value of 50,000,
which is greater that the value of the approval request.

Note that if any parent within this structure rejects the message, the system completes the
Message task without sending any further messages.

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PeopleSoft Proprietary and Confidential 137

Setting Up Distribution Lists Lesson 13

Setting Up Distribution Lists

Guidelines
When you set up a distribution list:

• Decide whether to use group or hierarchical processing.

• Determine which structure type you want to assign to the distribution list.

• Determine the roles or individual members that you want to be in the distribution list.

• Determine whether you want to use any routing options or escalation in the
distribution list.

Slide 141 ______________________________________________________________________________________________________

Student Notes
Distribution List Members and Structure Type
An individual cannot be on more than one distribution list of the same structure type.
Also, an individual cannot appear twice in one structure type if the distribution list is used
with hierarchical processing.

n l y
Consequently, since there are few pre-defined structure types, you might have to create a
new one for a distribution list in order to include a member who is already on another
distribution list.

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Roles vs. Address Numbers

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In the EnterpriseOne software, roles can be assigned to groups of users that share the

A I
same or similar tasks. When sending a workflow message to a group processing
distribution list that includes a role, all users assigned to that role receive the message.
Only one person in the role needs to act on the message for it to advance to the next
group. O
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PeopleSoft recommends using roles rather than individual address book numbers for

n a
members of a distribution list that uses group processing because roles are easier to
maintain as people change positions within the company.

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138 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

Setting Up Distribution Lists (continued)

Creating a Group Distribution List

To create a distribution list for group processing:

1. Create an address book number for the distribution list, with M as the search type.

2. On the Workflow Management Setup form, select Group Revisions.

3. On the Work With Distribution Lists form, assign an address book number to the
Parent Number field.

4. Select a structure type.

5. From the Form menu, select Revise Parent.

Slide 142 ______________________________________________________________________________________________________

Student Notes
Forms Used to Create a Distribution List
Form Name Navigation
Work With Distribution
Lists l y
EnterpriseOne Menus, Workflow Management, Workflow Management
Setup, Group Revisions
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Use this form to revise or add a distribution list:

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PeopleSoft Proprietary and Confidential 139

Setting Up Distribution Lists Lesson 13

Setting Up Distribution Lists (continued)

Creating a Group Distribution List (continued)

6. On the Address Parent/Child Revisions form, enter the address numbers and group
numbers for the members of the list.

7. If you are using threshold values, enter the Associated Data Item and assign threshold
values to the members of the list.

8. Select desired routing options.

9. If you are using escalation, assign escalation hours and minutes to each member.

10. Click OK.

Slide 143 ______________________________________________________________________________________________________

Student Notes
Example: Group Distribution List
The following is an example of a group distribution list as defined in Workflow
Management Setup:

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Example of a group distribution list

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140 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

Setting Up Distribution Lists (continued)

Creating a Hierarchical Distribution List

To create a distribution list for hierarchical processing:

1. Create an address book number for the distribution list, with M as the search type.

2. From the Workflow Management Setup form, select Group Revisions.

3. On the Work With Distribution Lists form, enter an address book number in the
Parent Number field.

4. Select a structure type.

5. From the Form menu, select Revise Parent.

6. On Address Parent/Child Revisions, enter the address book numbers and group
numbers for the members of the list.

Slide 144 ______________________________________________________________________________________________________

Student Notes
Example: Hierarchical Distribution List
The following is an example of a hierarchical distribution list:
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Setting Up Distribution Lists Lesson 13

The example shows a typical organizational structure in the form of a hierarchical

distribution list. Note that these are not roles. To prevent ambiguous hierarchies, roles
should not be used in hierarchical distribution lists. For example, if an individual in a role
is included in more than one list of the same structure type, the inclusion can result in
ambiguous hierarchies that the workflow tool is unable to reconcile.

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142 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

Setting Up Distribution Lists (continued)

Creating a Hierarchical Distribution List (continued)

7. If you are using threshold values, enter the Associated Data Item and assign threshold
values to the members of the list.

8. Select desired routing options.

9. If you are using escalation, assign escalation hours and minutes to each member.

10. Click OK.

11. To add a level beneath the member that you just added, return to the Work With
Distribution Lists form and select that member.

12. Click Add, and enter the address book numbers of the children beneath that parent.

Slide 145 ______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 143

Setting Up Distribution Lists Lesson 13

Activity 11: Setting Up a Credit Limit Distribution List

In this activity, you will review the activity overview and:

• Create an address book number.

• Add a new distribution list structure type.

• Set up a distribution list for group processing.

• Add the distribution list to a message task.

See Programming Workflow 8.93: Activity Guide, lesson 13, “Setting Up Distribution
Lists,” Activity 11: Setting Up a Credit Limit Distribution List.

Slide 146 ______________________________________________________________________________________________________

Student Notes

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144 PeopleSoft Proprietary and Confidential

Lesson 13 Setting Up Distribution Lists

Review
In this lesson, you learned that:

• Distribution lists are based on an address book number and structure type and group
employees for the purpose of routing messages.

• You can create distribution lists for group processing or hierarchical processing by
using the Group Revisions application.

Slide 147 ______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Distribution list types and features EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Creating a Workflow Process,” Distribution Lists
Setting up distribution lists EnterpriseOne Workflow Tools 8.93 PeopleBook,

Distribution Lists

n l y
“Creating a Workflow Process,” Setting Up

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Setting Up Distribution Lists Lesson 13

Notes

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146 PeopleSoft Proprietary and Confidential

 Lesson 14

Designing Recipient Rules and

Conditions

Objectives
By the end of this lesson, you will be able to:

• Describe recipient rules and conditions.

• Design recipient rules and conditions.

Slide 149 ______________________________________________________________________________________________________

Student Notes

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Designing Recipient Rules and Conditions Lesson 14

Describing Recipient Rules and Conditions

Recipient Rules and Conditions

Characteristics of recipient rules and recipient conditions:

• Recipient rules and conditions are an alternate method of specifying the recipient of a
workflow message.

• A recipient rule contains a recipient and a recipient condition.

• A message task can have one or more recipient rules.

• A recipient condition contains a statement that workflow evaluates to determine

whether or not to route messages to a particular recipient.

Slide 150 ______________________________________________________________________________________________________

Student Notes
Recipient Rules and Conditions
You can specify the recipient in the event rules of a message task, but the message is
always sent to the single recipient, role, or distribution list that you defined in the event
rules. By using recipient rules and recipient conditions, you can add logic to the

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workflow process to route messages differently, depending on the conditions that you
specify.
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148 PeopleSoft Proprietary and Confidential

Lesson 14 Designing Recipient Rules and Conditions

Describing Recipient Rules and Conditions (continued)

Message Recipients
This illustration shows three possible combinations of message routing:

Defining Workflow
Recipients

Three Possible
Combinations

Group Hierarchical
Individual Distribution Distribution
List List

Address Number
Address Number Structure Type
and
Only Only
Structure Type

Slide 151 ______________________________________________________________________________________________________

Student Notes
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Message Recipients

e O
As in the event rules of a message task, the recipient in a recipient rule is defined by the

U s
combination of the address book number and structure type. If the structure type is blank,
the recipient is a single recipient or a role. If the structure type is not blank, the recipient
is a distribution list.

A I
If you attach a recipient rule to a message task that already has a recipient assigned to the
O
event rules of the message task, the recipient in the event rules is the default recipient. If

l &
the recipient condition for any of the recipient rules is true, that recipient rule overrides
the event rules of the message task. If none of the recipient conditions is true, the

a
recipient in the event rules is used.

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PeopleSoft Proprietary and Confidential 149

Designing Recipient Rules and Conditions Lesson 14

Describing Recipient Rules and Conditions (continued)

Escalation Rules
Consider these points about escalation:

• Escalation enables you to forward a message if the original recipient does not answer
within a designated period of time.

• Escalation requires two distribution lists: one standard list and one for escalated
messages.

• Escalation rules are attached to the message task that you want to escalate.

• Escalation rules can include recipient conditions to escalate only certain messages.

Slide 152 ______________________________________________________________________________________________________

Student Notes

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150 PeopleSoft Proprietary and Confidential

Lesson 14 Designing Recipient Rules and Conditions

Describing Recipient Rules and Conditions (continued)

Escalation Setup
To set up escalation:

• Select the escalation option for the distribution list.

• Enter escalation hours and minutes for each member of the distribution list.

• Create an escalation distribution list for escalated messages, if necessary.

• Add escalation rules to a message task.

• Run the Escalation Monitor regularly to find messages that must be escalated.

Slide 153 ______________________________________________________________________________________________________

Student Notes
Considerations When Using Escalation
Consider the following when you are using escalation:

•
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Members of each group within the distribution list must have the same escalation
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The original recipient of the workflow message must be part of a distribution list.

•
hours and minutes defined.

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following types of recipients:
U s
You can set up escalation rules so that an escalated message is sent to one of the

• Distribution list.

A I
This requires that the original message be sent to a distribution list, and that the
O
two lists have the same number of groups.

•
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Original distribution list.

n a
If the original message is sent to a distribution list with multiple groups, then you

r
can also escalate to the next higher group.

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I n • Single recipient.

The escalated message is sent to one person only. This is not recommended

c l e because you have to revise the workflow process event rules every time a new
person is responsible for the escalated message.

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Designing Recipient Rules and Conditions Lesson 14

Designing Recipient Rules and Conditions

Adding a Recipient Rule

To add a recipient rule in Workflow Modeler:

1. If necessary, create a recipient condition by right-clicking the workspace and

selecting Recipient Conditions.

2. On the Process Rule Revisions form, type the name of the condition and
complete the remaining fields as appropriate.

3. Add a recipient rule by right-clicking a message task and then selecting Recipient
Rules from the menu.

4. On the Workflow Recipient Rule Revisions form, enter the recipient condition.

5. Complete the Address Book Number and Structure Type fields as necessary to
specify the recipient.

Slide 154 ______________________________________________________________________________________________________

Student Notes

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152 PeopleSoft Proprietary and Confidential

Lesson 14 Designing Recipient Rules and Conditions

Activity 12: Designing Recipient Rules and Conditions

In this activity, you will review the activity overview and:

• Design a recipient condition.

• Design a recipient rule.

See Programming Workflow 8.93: Activity Guide, lesson 14, “Designing Recipient Rules
and Conditions,” Activity 12: Designing Recipient Rules and Conditions.

Slide 155 ______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 153

Designing Recipient Rules and Conditions Lesson 14

Review
In this lesson, you learned that:

• You can use recipient rules, recipient conditions, escalation rules, and escalation
conditions to route messages to recipients based on specific criteria.

• You create recipient rules, recipient conditions, escalation rules, and escalation
conditions in Workflow Modeler and attach them to message tasks.

Slide 156 ______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Recipient rules and conditions EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Creating a Workflow Process,” Working with
Recipient Rules
Escalation rules and conditions

l y
EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Creating a Workflow Process,” Message Tasks

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154 PeopleSoft Proprietary and Confidential

 Lesson 15

Analyzing Workflow Processes

Objectives
By the end of this lesson, you will be able to:

• Use Process Monitor to analyze workflow processes.

• Use the Advanced Analysis application to analyze workflow processes.

Slide 158 ______________________________________________________________________________________________________

Student Notes

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Analyzing Workflow Processes Lesson 15

Using Process Monitor to Analyze Workflow Processes

Monitoring Tasks
You use Process Monitor to:

• Monitor tasks as they occur in a workflow process.

• Retrieve audit data for process improvement analysis.

Slide 159 ______________________________________________________________________________________________________

Student Notes
Form Used to Access Process Monitor
Form Name Navigation
Process Task Monitor EnterpriseOne Menus, Foundation Systems, Workflow Management,
Workflow Advanced & Technical Operations, Process Task Monitor

Note. You can also access Process Task Monitor from the Workflow Operations tab in
Workflow Design.

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156 PeopleSoft Proprietary and Confidential

Lesson 15 Analyzing Workflow Processes

Using Process Monitor to Analyze Workflow Processes (continued)

Features
Using Process Monitor, you can:

• Terminate, suspend, resume, or override instances of a process.

• Determine the status of a task.

• Review other task information, such as start and end time and who is assigned to the
task.

• Review what was attached to messages when they were acted upon.

Slide 160 ______________________________________________________________________________________________________

Student Notes

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Analyzing Workflow Processes Lesson 15

Using Process Monitor to Analyze Workflow Processes (continued)

Using Process Monitor

To use Process Monitor:

1. On Process Task Monitor, enter the name of a workflow process in the Process field.

2. Complete the following optional fields: Status, Start Date From, and Thru.

3. Click Find to display the status of the process.

4. Click the plus sign (+) next to each process instance to display the process tasks.

5. To check attachments for a task, select Attachments from the Row menu.

6. To terminate, suspend, or resume a process, select the process and then select the
appropriate option from the Row menu.

Slide 161 ______________________________________________________________________________________________________

Student Notes
Terminating, Suspending, or Resuming Process Instances

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You might want to terminate an instance of a process if it contains errors or if the process

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cannot continue for some reason, for example if an employee has not answered a message

O
because of vacation or termination. In this case, subsequent requests for the same process
queue behind the original request. Terminating the process in error allows the following
requests to begin processing.
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You might want to suspend an instance of a process if you want other processes to

Reviewing Attachments A I
complete first. You can restart a suspended instance of a process.

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You can review attachments associated with a task. For example, if an employee adds

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additional text to an approval message and then sends it, you can view that message text
through the Attachment feature in Process Monitor.

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158 PeopleSoft Proprietary and Confidential

Lesson 15 Analyzing Workflow Processes

Activity 13: Using Process Task Monitor

In this activity, you will review the activity overview and use Process Task Monitor to
analyze a workflow process.

See Programming Workflow 8.93: Activity Guide, lesson 15, “Analyzing Workflow
Processes,” Activity 13: Using Process Task Monitor.

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Student Notes

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Analyzing Workflow Processes Lesson 15

Using the Advanced Analysis Application to Analyze Workflow Processes

Workflow Analysis
You analyze workflow processes using the Advanced Analysis application.

Through Advanced Analysis, you can determine:

• How long it takes for a process to run.

• How long it takes for tasks to run.

• Where processes might be queued.

Slide 163 ______________________________________________________________________________________________________

Student Notes
Form Used to Access the Advanced Analysis Application
Form Name Navigation
Advanced Analysis EnterpriseOne Menus, Foundation Systems, Workflow Management,
Workflow Advanced & Technical Operations, Advanced Analysis

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160 PeopleSoft Proprietary and Confidential

Lesson 15 Analyzing Workflow Processes

Using the Advanced Analysis Application to Analyze Workflow Processes

(continued)

Benefits
Note these benefits of Advanced Analysis:

• Advanced Analysis can help you make your processes more efficient and less time-
consuming.

• You can export the data to a spreadsheet or create graphs and charts of the
information.

• You can use several combinations of process, task, version, and instance to analyze
data.

Slide 164 ______________________________________________________________________________________________________

Student Notes
Advanced Analysis Data Analysis
By using different combinations of process, task, version, and instance, you can
determine specific information about workflow processes. For example, if you select only

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the Average and Process options, the system displays the average duration for all versions
of a process.
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Analyzing Workflow Processes Lesson 15

Activity 14: Using the Advanced Analysis Application

In this activity, you will review the activity overview and use the Advanced Analysis
application to analyze a workflow process.

See Programming Workflow 8.93: Activity Guide, lesson 15, “Analyzing Workflow
Processes,” Activity 14: Using the Advanced Analysis Application.

Slide 165 ______________________________________________________________________________________________________

Student Notes

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162 PeopleSoft Proprietary and Confidential

Lesson 15 Analyzing Workflow Processes

Review
In this lesson, you learned that:

• You can use Process Monitor to view, terminate, suspend, resume, or override tasks
in a workflow process and retrieve audit data.

• You can use several combinations of process, task, version, and instance in the
Advanced Analysis application to analyze the performance of a workflow process.

Slide 166 ______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

Process Task Monitor EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Administrative Tasks,” Monitoring Process Tasks
Advanced Analysis application EnterpriseOne Workflow Tools 8.93 PeopleBook,

Processes

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“Administrative Tasks,” Analyzing Workflow

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PeopleSoft Proprietary and Confidential 163

Analyzing Workflow Processes Lesson 15

Notes

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164 PeopleSoft Proprietary and Confidential

 Lesson 16

Administering Workflow
Processes

Objectives
By the end of this lesson you will be able to:

• Change queue security.

• Activate Escalation Monitor.

• Print process instance reports.

• Purge workflow data files.

Slide 168 ______________________________________________________________________________________________________

Student Notes
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Administering Workflow Processes Lesson 16

Changing Queue Security

Queue Security
Note these points about queue security:

• Workflow messages are sent to message queues in the Work Center.

• You can add security to give users the ability to view specific queues.

• You can add security by user, group, or role.

Slide 169 ______________________________________________________________________________________________________

Student Notes
Example: Queue Security
You might want to set up security for a manager so that the manager can monitor the
messages within a group for certain queues.

You can also set up security for an entire group so that users within the group have
authority to monitor messages in certain queues.

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166 PeopleSoft Proprietary and Confidential

Lesson 16 Administering Workflow Processes

Changing Queue Security (continued)

Security Options
You can specify the following security options for message queues:

• User

• Group

• Role

• Public

Slide 170 ______________________________________________________________________________________________________

Student Notes
Queue Security by User, Group, or Role
You can give individual users access to a queue or you can give users access as the
member of a group. You can also give queue access to a group or role. When you allow
access by group or role, the system applies the same security access to all members of
that group or role. You can also give specific users within a group access to certain
queues by entering the user’s address book number and the group.

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queues that you specify.
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Employee Queue Manager

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no queue security. You can view all of the messages.

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PeopleSoft Proprietary and Confidential 167

Administering Workflow Processes Lesson 16

Changing Queue Security (continued)

Changing Security
Perform the following steps to change queue security:

1. From the Workflow Management Setup form, select Queue Security.

2. On the Work With Workflow Message Security form, click Add.

3. On the Workflow Message Security Revisions form, complete either the User or
Group/Role fields, or complete both fields as necessary.

4. To specify the queues that the user, group, or role can view, complete the Authority
Y/N field and click OK.

Slide 171 ______________________________________________________________________________________________________

Student Notes
Forms Used to Change Queue Security
Form Name Navigation
Work With Workflow EnterpriseOne Menus, Foundation Systems, Workflow Management,
Message Security
Workflow Message
Workflow Management Setup, Queue Security

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EnterpriseOne Menus, Foundation Systems, Workflow Management,
Security Revisions
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Message Security

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Changing Queue Security
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Use this form to find the queues for which a user, group, or role has queue security or
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to add queue security for a new user, group, or role:

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168 PeopleSoft Proprietary and Confidential

Lesson 16 Administering Workflow Processes

Example of the Workflow Message Security Revisions form

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PeopleSoft Proprietary and Confidential 169

Administering Workflow Processes Lesson 16

Activity 15: Changing Queue Security

In this activity, you will review the activity overview and:

• Change the queue security options for a user.

• Answer questions about queue security.

See Programming Workflow 8.93: Activity Guide, lesson 16, “Describing Administrative
Tasks,” Activity 15: Changing Queue Security.

Slide 172 ______________________________________________________________________________________________________

Student Notes

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170 PeopleSoft Proprietary and Confidential

Lesson 16 Administering Workflow Processes

Activating Escalation Monitor

Purpose
Escalation Monitor performs the following tasks:

• Checks for message task instances that have escalation associated with them.

• Forwards messages with escalation to the next user after a specified period of time.

• Resumes Halt tasks after the specified delay.

Slide 173 ______________________________________________________________________________________________________

Student Notes
Escalation Monitor
Escalation Monitor is also known as the Check for Expired Tasks program (R98810).

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PeopleSoft Proprietary and Confidential 171

Administering Workflow Processes Lesson 16

Activating Escalation Monitor (continued)

Starting Escalation Monitor

There are two ways to start the Escalation Monitor:

• Manually.

• Automatically, by using the Scheduler application.

Slide 174 ______________________________________________________________________________________________________

Student Notes
Form Used to Start Escalation Monitor
Application Name Navigation
Start Escalation Monitor EnterpriseOne Menus, Foundation Systems, Workflow Management,
Workflow Advanced & Technical Operations

Starting Escalation Monitor

Because Escalation Monitor needs to run on a regular basis to escalate messages and
restart halted processes, using Scheduler is the recommended way of running the monitor.

Check for Expired Tasks Report

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When you run Escalation Monitor, the system produces a report showing a summary of

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172 PeopleSoft Proprietary and Confidential

Lesson 16 Administering Workflow Processes

Example of the Check for Expired Tasks report

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PeopleSoft Proprietary and Confidential 173

Administering Workflow Processes Lesson 16

Printing Process Instance Reports

Purpose
You print process instance reports to:

• Review information about workflow processes on paper rather than online.

• Archive process task information on paper for future reference.

Slide 175 ______________________________________________________________________________________________________

Student Notes
Form Used to Print Instance Reports
Application Navigation
Process Task Print EnterpriseOne Menus, Foundation Systems, Workflow Management,
Workflow Advanced & Technical Operations

Process Instance Report

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This an example of a process instance report, as generated by the Process Task Print
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Example of a process instance report showing instances of the CREDLIMIT workflow

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174 PeopleSoft Proprietary and Confidential

Lesson 16 Administering Workflow Processes

Purging Workflow Data Files

Workflow Data Files

Each time a workflow process runs, the system creates entries in the following tables:

• Process Instance (F98860).

• Task Instance (F98865).

Slide 176 ______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 175

Administering Workflow Processes Lesson 16

Purging Workflow Data Files (continued)

Reasons to Purge Files

It is recommended that you purge the workflow data files because:

• The data files can become very large if history tracking is selected for a process.

• Large files occupy storage resources.

• Large amounts of data in the files can affect the performance of the Workflow
engine.

Slide 177 ______________________________________________________________________________________________________

Student Notes
Form Used to Purge Data Files
Application Navigation
Purge Completed Tasks EnterpriseOne Menus, Foundation Systems, Workflow Management,
Workflow Advanced & Technical Operations, Data File Purges
Purge Completed Processes EnterpriseOne Menus, Foundation Systems, Workflow Management,

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Workflow Advanced & Technical Operations, Data File Purges

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Purging Workflow Data Files
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If the History Tracking option is not selected for a workflow process, the data that is
written to the Process Instance and Task Instance tables is not retained after the instance
completes.

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If any workflow processes use history tracking, you should purge completed processes
regularly to minimize the amount of data in the tables. This process only purges records

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that do not affect the active processes in the system and only purges records that have a
status of complete, terminated, or error. You have the option of purging completed tasks
or completed processes.

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When you purge the data files, the system generates a report that you review online or
print for future reference and auditing purposes. You also have the option of exporting

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176 PeopleSoft Proprietary and Confidential

Lesson 16 Administering Workflow Processes

Review
In this lesson, you learned that:

• You can add security to message queues at the user, group, role, or public level to
view the messages in specific queues.

• Escalation Monitor must run on a regular basis to forward messages that require
escalation and to resume Halt tasks.

• The Process Task Print application prints a process instance report that contains the
same information as Process Task Monitor.

• If history tracking is turned on for any workflow processes, you should purge the
Process Instance and Process Task data files regularly.

Slide 178 ______________________________________________________________________________________________________

Student Notes
Additional Resources
This table lists additional resources that provide more details about the topics that we
discussed in this lesson:

Topic Cross Reference

n l y
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Changing queue security EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Administrative Tasks,” Changing Queue Security
Activating Escalation Monitor

s e
EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Administrative Tasks,” Activating the Escalation
Monitor

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Printing process instance reports EnterpriseOne Workflow Tools 8.93 PeopleBook,
“Administrative Tasks,” Printing Process Instance

O Reports
Purging workflow data files

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“Administrative Tasks,” Purging Workflow Data

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PeopleSoft Proprietary and Confidential 177

Administering Workflow Processes Lesson 16

Notes

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178 PeopleSoft Proprietary and Confidential

 Lesson 17

Final Course Activity

Objective
By the end of this lesson, you will be able to design a workflow process that includes the
components and functionality that are required to approve capital project work orders.

Slide 180 ______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 179

Final Course Activity Lesson 17

Activity 16: Designing a Capital Projects Approval Workflow Process

In this activity, you will review the activity overview and:

1. Complete a workflow diagram.

2. Create a project in Object Management Workbench (OMW).

3. Create message templates.

4. Create workflow data structures.

5. Create a workflow object in OMW.

6. Design a NER business function.

7. Design workflow tasks.

8. Design task transitions and conditions.

9. Attach the workflow process to an application.

10. Set up a distribution list.

11. Design recipient rules and conditions.

See Programming Workflow 8.93: Activity Guide, lesson 17, “Final Course Activity,”
Activity 16: Designing a Capital Projects Approval Workflow Process.
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180 PeopleSoft Proprietary and Confidential

 Lesson 18

Course Review

Completed Objectives
In this course you learned how to:

• Describe PeopleSoft EnterpriseOne workflow tools.

• Plan workflow implementations.

• Develop workflow objects and components.

• Manage workflow processes.

Slide 183 ______________________________________________________________________________________________________

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PeopleSoft Proprietary and Confidential 181

Course Review Lesson 18

Describing PeopleSoft EnterpriseOne Workflow Tools

Automated workflow offers improved efficiency through the elimination of unnecessary
steps in business processes.

Workflow processes are based on routes and rules.

EnterpriseOne Workflow Tools offer multiple ways to access workflow messages and
monitor and analyze workflow processes.

EnterpriseOne workflow processes consist of tasks and transitions and can be attached to
any EnterpriseOne interactive or batch application.

Slide 184 ______________________________________________________________________________________________________

Student Notes

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182 PeopleSoft Proprietary and Confidential

Lesson 18 Course Review

Planning Workflow Implementations

Before automating workflow processes, they should be analyzed and improved as much
as possible through business process reengineering.

Diagramming business processes in an organizational schematic can help to define a

company’s business processes and how they integrate with one another.

Before you create a new workflow process, you should describe it from beginning to end
and create a graphical representation showing all the tasks and conditions.

Slide 185 ______________________________________________________________________________________________________

Student Notes

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Course Review Lesson 18

Developing Workflow Objects and Components

Workflow processes and their components are developed within projects in OMW.

Every workflow process requires both a key and an additional data structure that contains
all the data items needed to complete the process flow.

You use the Workflow Modeler to design the tasks, transitions, and conditional logic for
a workflow process.

You can add the following types of tasks to workflow processes: batch application,
interactive application, business function, local subprocess, message, Windows
executable, and halt.

You can use message templates for message tasks and send them to individuals, roles, or
distribution lists.

Slide 186 ______________________________________________________________________________________________________

Student Notes

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184 PeopleSoft Proprietary and Confidential

Lesson 18 Course Review

Managing Workflow Processes

You can use Process Monitor and the Advanced Analysis application to monitor and
analyze workflow processes.

Workflow allows you to change the security by user, role, group, or public to view
messages in specific queues.

Escalation Monitor must run on a regular basis to escalate messages and restart halted
processes.

Printing process instance reports allows you review and archive the information about
workflow processes on paper rather than online.

If there are processes with history tracking selected, it is recommended that you
periodically purge the Process Instance and Process Task data files.

Slide 187 ______________________________________________________________________________________________________

Student Notes

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PeopleSoft Proprietary and Confidential 185

Course Review Lesson 18

Notes

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186 PeopleSoft Proprietary and Confidential

 Appendix A

PeopleSoft EnterpriseOne
Curriculum Maps

To view the PeopleSoft courses and learning paths, please visit:

[Link]

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 n l y
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 Appendix B

Setting Up External Mail Access

for EnterpriseOne Software

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PeopleSoft Proprietary and Confidential 189

Setting Up External Mail Access for EnterpriseOne Software Appendix B

Setting Up External Mail Access for EnterpriseOne Software

Overview
The primary protocol used for sending messages in the PeopleSoft software is SMTP.

SMTP
SMPT is used:

• When sending Workflow messages to an external e-mail address.

• By the Send Message system function when sending a message to an external e-mail
address.

• By reports and batch applications to send messages to external e-mail addresses.

MAPI
MAPI has limited functionality in the PeopleSoft software and as of Service Pack 22 and
an available ESU for Xe and ERP 8.0, is being replaced with SMTP. Prior to this service
pack and ESU, MAPI:

• Is used when pressing the External Mail button from the Tools Exit bar prior to
applying the available ESU that changes this function to use SMTP

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Is used by the Work Center application (P012501) to access (send and read) external

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mail such as Outlook and Lotus Notes. If using Outlook for example, the user will

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see another folder in work Center titled “Outlook”. Within work Center, the sender
will have the sent message in the Outlook sent item folder and receiver will have the
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message in the Outlook box. This functionality exists prior to Service Pack 22.

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Note. At this time, Lotus Notes can only be used only for sending e-mail from the Work

from the Work Center.

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Center or “External Mail” Tools Exit bar button. You cannot read Lotus Notes e-mail

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Enabling External Messages Using SMTP
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This setup will enable messages sent by workflow processes, the Send Message system
function, and UBE completion messages to be sent to external mail.

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1. Update the [Link] file on the Workstation and the Enterprise Server.

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2. Open [Link] on Windows or WinNT directory.

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3. Search for key Rule1 in [JDEMAIL] section.

O ra 4. Set thevaluetoRule1=90|OPT|MAILSERVER=<your SMTP server name>.

5. Setup for Rule2, Rule3 and Rule4 (normally leave as it is), or change the domain
name from [Link] to whatever is appropriate in the customer site.

6. Save [Link].

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Appendix B Setting Up External Mail Access for EnterpriseOne Software

Setting Up the User in the Address Book and Defining the Mail Preference
Set the mail preferences correctly for the user who is to receive the UBE and Workflow
messages. The user needs to be set up in the PeopleSoft EnterpriseOne Address Book.

1. From menu G02, select Employee Queue Manager.

2. Inquire on the User address book number.

3. Set the user preference option by selecting the user and then selecting Preference
from the Row menu.

The following example shows the Work With Employee Queue Manager form:

Work With Employee Queue Manager form

4. Specify the mail type and enter a valid email address for the user.
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The following example shows the Update Mail Preferences form:

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5. Set up the User profile to include the user’s address book number.

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Setting Up External Mail Access for EnterpriseOne Software Appendix B

Each User ID should have a valid address book number associated with it in the User
Profiles Program (P0092) in EnterpriseOne software.

At this point, all UBE completion messages, workflow messages, and internal mail for
the user is sent to the user’s external mail address specified above. If the preference is not
set for the sender, the sender is prompted to set preferences when trying to send external
mail.

Note. It is not possible to setup certain messages (such as workflow messages) to go to

External Mail and other messages (such as UBE completion messages) to go to the Work
Center. Currently all messages must go to the same location of either External Mail or the
Work Center. However, it is possible to define the preference on a user-by-user basis so
some users receive their messages in the Work Center and others within their external
mail program.

Verifying the Setup of the SMTP server

Use the following steps to verify the setup of the SMTP server:

1. Issue the following command to the server:

Ping

The system returns a message indicating success.

2. To test the connection to the SMTP server, issue the following command:
telnet <smtpHost> 25
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For example: telnet [Link].25, returns 220 <SMTP server name>
ESMTP. If the line comes back beginning with 220, the integrity of the SMTP
connection is confirmed.

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