PeopleSoft has moved from the traditional workflow to the Approval Workflow Engine. Approval Workflow Engine (AWE) also known as Approval Framework is the framework providing capabilities to create, run, and manage the approval processes within PeopleSoft. When the user submits a transaction, the application hands the transaction over to the Approval Workflow Engine (AWE), which will determine the appropriate approval process definition and then launch the required routing based on the steps configured.
In PeopleSoft, the Approval Workflow Engine (AWE) refers to a robust framework designed to automate and streamline business processes. It provides a platform for defining, executing, and managing complex workflows within the PeopleSoft system. AWE enables organizations to define approval processes, routing rules, and notifications, facilitating efficient decision-making and ensuring consistent adherence to business rules and policies.
The PeopleSoft approval workflow process empowers users at different levels to collaboratively develop, configure, and leverage transaction approvals that effectively align with their organization’s unique needs.
There are two types of PeopleSoft approval process.
Header-level approval is the commonly used approval process in AWE, where only the top-level header record is used and transaction lines are grouped together and processed as one unit.
In line-level approval, action can be taken on different line items without waiting for the approval of other line items. In this case, the application can act on the individual lines as they get approved. Each item can be routed to different approvers. For example, if a purchase order contains multiple line items, each line item is treated as a different transaction. So, if you order laptops, printers, and desktops, you might obtain approval for laptops only, and not for printers and desktops. The denial of printers and desktops will not have any impact on the approval process for laptops. If treated as a header approval, the entire PO would have been denied. This is the advantage of line-level processing.
This blog is all about diving deeper into Line Level Approval. Most of the steps at the Line level are the same as Header level approval. Let us see a sample PeopleSoft approval workflow process using Line-level approval.
An employee tries to submit different items (Laptop, Desktop, and Printer) based on the asset id. Each item is routed to different approvers and the approver can approve only the specific items routed to him/her.
A component has to be created for the employee to submit the asset items and for the managers to approve/deny them. Let’s see the process step by step.
Step 1: Create a top-level header record ASSET_ID as a key – field. Also, create a line record with ASSET_ID and KOV_ITEM_NAME as keys. For header-level approval, only the header record is enough.
KOV_TEST_HEADER:
KOV_TEST_LINE
Step 2: Create a cross-reference record with the key fields used in the header and line record as non-keys here to link the workflow process to PIA. Include the EOAW_XREF_SBRdelivered sub-record in this record for getting the thread values.
Step 3: Design a standard page with the header record at level 0 and line record at level 1 as shown below. Include the delivered sub-page EOAW_MON_SBP to this page for displaying the Approval status monitor.
Step 4: Create a new component with the header record as a search record. Place the page in this component and register the component to a menu.
Step 5: Give the appropriate permission lists and security access to the component.
Step 6: Coming to the PIA configuration, navigate to Set Up HRMS -> Common Definitions -> Approvals -> Transaction Registry. Add a new Process ID and specify the cross reference, header, and line-level record names as shown below. Create a new application package and a class and include it here. The coding for the app package is mentioned later.
Step 7: Create three generic templates for submission, approval and denial by navigating to Set Up HRMS -> Common Definitions -> Approvals -> Generic Templates. The emails triggered to the requester and approver will be in the format of this template created. Create a SQL to fetch the bind values mentioned in the template. Like the approval template shown below, similarly create a template for submission and denial mails. This step is needed only if business requires notifications to be sent, else the creation of generic templates is optional.
Step 8: Navigate to Set Up HRMS -> Common Definitions -> Approvals -> Transaction Configuration. Here, add the following four events:
If generic templates had been created earlier step, then mention those names here to each event respectively, but this is not mandatory. For header level approval, all the events specified, including ‘On Final Approval’ and ‘On Final Denial’ must be given as Header level only.
Step 9: Navigate to Set Up HRMS -> Common Definitions -> Approvals -> Approval Process Setup. Add a new Definition ID for the process id created.
In the above screenshot, the value is entered as “L” which stands for Laptop. So, the Userlist mapped to this value can approve only Laptop transactions. Similarly, for Desktop and Printer, criteria are added and values are given as “D”and “P” respectively.
Step 10: On the back end, the coding in the work record buttons FieldChange and the Component PostBuild are the same as the Header level coding. There are a few changes in SavePostChange coding for passing the line record which is highlighted below. The coding in the Application Package includes two more events “LineApprove” and “OnLineDeny” other than the events used in header-level approval.
Component SavePostChange:
/***
* AWE SavePostChange Code
* This Save Post Change Code Will be Handled When Submit, Approve & Deny Action Performed
**/
/** Import Approval Framework Base Classes */
import EOAW_CORE:LaunchManager;
import EOAW_CORE:ApprovalManager;
/** Declare functions*/
Declare Function createStatusMonitor PeopleCode EOAW_MON_WRK.EOAW_FC_HANDLER FieldFormula;
Component EOAW_CORE:LaunchManager &c_aweLaunchManager;
Component EOAW_CORE:ApprovalManager &c_aweApprovalManager;
Component string &sbmt_action;
Component string &c_AWEProcessDefnID;
Component Record &headerRec; /** We have set it Component Level, So Get Acess to Others Component **/
Component Rowset &line_rws;
Local Record &line;
Local number &i;
&line_rws = GetLevel0()(1).GetRowset(Scroll.KOV_TEST_LINE);
Local boolean &IsActionTaken = True;
Local string &sActionMsgString = “”;
Evaluate &sbmt_action
When “S”
/* Call DoSubmit, passing in current header info. ;*/
/** It is always safe to call this method (as long as the header record being passed in is valid!), */
&c_aweLaunchManager.DoSubmit();
If (&c_aweLaunchManager.hasAppInst) Then
/** Initialize Approval Manager if transaction was submitted */
&c_aweApprovalManager = create EOAW_CORE:ApprovalManager(&c_aweLaunchManager.txn.awprcs_id, &headerRec, %OperatorId);
End-If;
Break;
When “A”
/* Call DoApprove, passing in current header info. */
For &i = 1 To &line_rws.ActiveRowCount
&line = &line_rws(&i).GetRecord(Record.KOV_TEST_LINE);
&c_aweApprovalManager.DoApprove(&headerRec);
&c_aweApprovalManager.DoApprove(&line);
End-For;
Break;
When “D”
/* Call DoDeny, passing in current header info. */
For &i = 1 To &line_rws.ActiveRowCount
&line = &line_rws(&i).GetRecord(Record.KOV_TEST_LINE);
&c_aweApprovalManager.DoDeny(&headerRec);
&c_aweApprovalManager.DoDeny(&line);
End-For;
Break;
When-Other
&sActionMsgString = “Error – Invalid Action.”;
&IsActionTaken = False;
End-Evaluate;
/** Show Transaction Status Monitor & Save & Submit Button **/
If &c_aweApprovalManager.hasAppInst Then
REM &IsActionTaken = &c_aweApprovalManager.hasPending;
createStatusMonitor(&c_aweApprovalManager.the_inst, “D”, Null, False);
KOV_TEST_WRK.EOAW_SUBMIT.Visible = False;
KOV_TEST_WRK.EOAW_APPROVE.Visible = False;
KOV_TEST_WRK.EOAW_DENY.Visible = False;
End-If;
/* Reset &Action to Null */
&sbmt_action = ” “;
Application package:
/***
* Approval Event Handler Class
* This Handle All the AWE Events
*Event values include:
*/
import EOAW_CORE:ApprovalEventHandler;
import EOAW_CORE:ENGINE:AppInst;
import EOAW_CORE:ENGINE:UserStepInst;
import EOAW_CORE:ENGINE:StepInst;
import EOAW_CORE:ENGINE:Thread;
import EOAW_CORE:*;
class ApprEventHandler extends EOAW_CORE:ApprovalEventHandler
method ApprEventHandler();
method OnProcessLaunch(&appinst As EOAW_CORE:ENGINE:AppInst);
method OnLineDeny(&userstep As EOAW_CORE:ENGINE:UserStepInst);
method OnLineApprove(&appinst As EOAW_CORE:ENGINE:AppInst, &thread As EOAW_CORE:ENGINE:Thread);
private
instance Record &HeaderRecord; /** Declare Record Instance **/
end-class;
/** Constructor */
method ApprEventHandler
%Super = create EOAW_CORE:ApprovalEventHandler();
&HeaderRecord = CreateRecord(Record.KOV_TEST_HEADER); /** Set the Header Record **/
end-method;
method OnProcessLaunch
/+ &appinst as EOAW_CORE:ENGINE:AppInst +/
/+ Extends/implements EOAW_CORE:ApprovalEventHandler.OnProcessLaunch +/; /** Set Approval Prcoess **/
Local string &item, &asset;
Local Rowset &line_rws;
Local Record &line;
Local number &i;
/** Update the Workflow Status **/
&line_rws = GetLevel0()(1).GetRowset(Scroll.KOV_TEST_LINE);
For &i = 1 To &line_rws.ActiveRowCount
&line = &line_rws(&i).GetRecord(Record.KOV_TEST_LINE);
&asset = &line.GetField(Field.ASSET_ID).Value;
&item = &line.GetField(Field.KOV_ITEM_NAME).Value;
End-For;
Local Record &recHdrRecord = CreateRecord(Record.KOV_TEST_LINE);
&recHdrRecord.GetField(Field.ASSET_ID).Value = &asset;
&recHdrRecord.GetField(Field.KOV_ITEM_NAME).Value = &item;
If &recHdrRecord.SelectByKey() = True Then
For &i = 1 To &line_rws.ActiveRowCount
&line = &line_rws(&i).GetRecord(Record.KOV_TEST_LINE);
&line.GetField(Field.WF_STATUS).Value = “S”; /** Set InApproval Process **/
&line.Update();
End-For;
GetLevel0().Refresh();
End-If;
end-method;
method OnLineApprove
/+ &appinst as EOAW_CORE:ENGINE:AppInst, +/
/+ &thread as EOAW_CORE:ENGINE:Thread +/
/+ Extends/implements EOAW_CORE:ApprovalEventHandler.OnLineApprove +/
Local string &as, &kov;
Local Record &poRecord;
Local EOAW_CORE:ApprovalManager &appMgr;
Local number &lineNbr;
/*—Line Approval—*/
&poRecord = CreateRecord(Record.KOV_TEST_LINE);
&thread.SetAppKeys(&poRecord);
&as = &poRecord.ASSET_ID.Value;
&kov = &poRecord.KOV_ITEM_NAME.Value;
SQLExec(“UPDATE PS_KOV_TEST_LINE SET WF_STATUS = :1 WHERE ASSET_ID = :2 AND KOV_ITEM_NAME = :3”, “A”, &as, &kov);
GetLevel0().Refresh();
end-method;
method OnLineDeny
/+ &userstep as EOAW_CORE:ENGINE:UserStepInst +/
/+ Extends/implements EOAW_CORE:ApprovalEventHandler.OnLineDeny +/
Local string &as, &kov;
Local Record &poRecord;
Local EOAW_CORE:ApprovalManager &appMgr;
Local number &lineNbr;
/*—Line Approval—*/
&poRecord = CreateRecord(Record.KOV_TEST_LINE);
&userstep.step.path.thread.SetAppKeys(&poRecord);
&as = &poRecord.ASSET_ID.Value;
&kov = &poRecord.KOV_ITEM_NAME.Value;
SQLExec(“UPDATE PS_KOV_TEST_LINE SET WF_STATUS = :1 WHERE ASSET_ID = :2 AND KOV_ITEM_NAME = :3”, “D”, &as, &kov);
GetLevel0().Refresh();
end-method;
Step 11: The coding and configuration are complete. Now this can be tested by log in to PIA with the requestor’s id and adding a new transaction. Below screenshot shows a submitted transaction for Laptop and Printer and it has been routed to two different approvers, showing the line level approval.
Step 12: To approve this transaction, log in with one of these approvers’ IDs. For example, login with the Department Head’s ID and approve/deny the transaction. Since the Department Head is mapped to the asset Printer, once the Approve button is clicked, the Printer line alone gets approved as shown below.
Line Level Approval offers numerous significant benefits. Here are some of the Line Level Approval business benefits.
Here follow the Line level approval best practices.
Author: Felice Jennifer, Peoplesoft Consulting Practice
In PeopleSoft, workflow is a system for automating multi-step business processes that involve several users. For example, an invoicing workflow might start with entering an invoice, followed by approvals, and finally payment processing. PeopleSoft’s workflow tools manage these steps by routing tasks and notifications between users based on predefined rules.
Key features include:
PeopleSoft workflow helps streamline operations, reduce manual work, and improve productivity by automating routine tasks and coordinating team actions efficiently.
AWE consists of key components like:
Yes, custom approval rules can be created in AWE by defining criteria based on roles, fields, or application packages. These rules can be configured to meet specific organizational needs and control the routing and handling of approval requests dynamically.
PeopleSoft Approval Workflow offers several benefits, including:
In PeopleSoft, workflow is a system for automating multi-step business processes that involve several users. For example, an invoicing workflow might start with entering an invoice, followed by approvals, and finally payment processing. PeopleSoft’s workflow tools manage these steps by routing tasks and notifications between users based on predefined rules.
Key features include:
PeopleSoft workflow helps streamline operations, reduce manual work, and improve productivity by automating routine tasks and coordinating team actions efficiently.
AWE consists of key components like:
Yes, custom approval rules can be created in AWE by defining criteria based on roles, fields, or application packages. These rules can be configured to meet specific organizational needs and control the routing and handling of approval requests dynamically.
PeopleSoft Approval Workflow offers several benefits, including:
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