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-by surya prakash reddy.

Advantages

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Used to automate the flow of information trough out your enterprise.

Used to automate time-consuming business processes and deliver the right information to the right people at the right time.

Used to merge the activities of multiple users into flexible business processes to increase efficiency, cut costs, and keep up with rapidly changing customer and competitive challenges.

Advantages

Control and Streamline the flow of Information

Can be easily modified to meet requirement

Can work effectively when,· No User involvement is required. Involve Non-People soft User· Involve several users working to gather

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Prerequisites

SMTP server should be configured for the Application server/Process scheduler used for the

development E-mail should be enabled and configured for

the instance in which the workflow is developed.

The User Profiles for the Roles are already in Place with proper Worklist ID s and Permissions.

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WorkFlow Tools

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WorkFlow Tools Worklists : Consists of lists of the work items that a person (or

group of people) has to do. Application Designer: Used to design Business Processes,

WorkFlow rules and Routing. PeopleCode : Used to detect when the business rule need to be

triggered, who should act and used to route it to appropriate users. Workflow Administrator : Used to access, monitor, analyze, and

control workflow. Work Items

Business Event: This is a condition that tells the system that an activity is complete.

Routing: Tells the system to forward information to the next step in the business process. It specifies what information to forward and where to forward it.

WorkFlow Triggers Any Event that triggers PeopleCode can trigger a WorkFlow Event

like Users Working on PS Pages. 3rd Party Application sending data to PeopleSoft component Using

CI. Batch programs or queries sending information to a PeopleSoft

component through a component interface.

Work Flow Application Development

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Rules : which govern the business process.

Roles : which person fit into our workflow.

Routing :Routings specify where the information goes and what form it takes email message or worklist entry.

Steps To Develop Work Flow

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Designing a Workflow Application• Analyzing the business processes that you want to automate. • Identify the goal of each business process, what its component tasks

are, and how the tasks should be divided into smaller activities and steps.

• Articulate the conditions that trigger a workflow event and what happens when those conditions occur.

• Understand who your workflow users are and how you’ll determine who receives a work item.

Build Supporting Definitions

Create Workflow Maps • Creating graphical maps that represent your business process. • Adding PeopleSoft Workflow-specific elements to the maps when you define

events and routings.

Define Roles and Role Users • Define users’ roles when you give them their user IDs. Roles are important in

PeopleSoft Workflow. • Roles are used to ensure that work flows to the correct person .

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Create Worklist Records • The worklist record determines which fields of information the

system stores for each work item, including the data needed to access the target page (the search keys for the page) and any additional information that you want to display in the worklist itself.

Define the Workflow Objects • Events and routings are both objects on the workflow maps. To

define these workflow objects, add the icons to the map, linked to the step representing the page where the triggering event occurs.

Define Event Triggers • After you create workflow processes, link them into the

PeopleSoft applications by adding PeopleCode programs to the pages. The PeopleCode detects when a business rule has been triggered and determines the appropriate action.

Testing WorkFlow• Make sure to test under a variety of conditions, both usual and

unusual.

Steps To Develop Work Flow (cont.)

Extended Work Flow Capabilities

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Route controls.• Identifies the aspects of a situation on which you want to base

routing decisions, and they enable you to associate values with role users.

Route controls simplify the creation of role queries by enabling you to associate application data with the role user definition.

Another advantage of route controls is that the factors controlling routing are stored in a database table instead of in query definitions or PeopleCode.

Workflow triggers from external applications. A component interface enables third-party applications to enter

data into PeopleSoft applications. Such as electronic forms software, interactive voice response (IVR) systems, or web applications, and from PeopleCode and Application Engine programs.

If the page has associated workflow PeopleCode, a component interface can trigger a business event.

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Enterprise Integration Points (EIPs). There are three PeopleSoft Workflow-related EIPs that you might use:

The Worklist Entry EIP (component interface WORKLISTENTRY) enables third-party applications to access existing worklist entries, mark items as selected or worked, or reassign items to other users.

The Worklist Synchronization EIP consolidates worklist data from multiple PeopleSoft databases using the application engine program WL_REPLICATE, which publishes worklist data using WORKLIST_MSG.

The Worklist EIP (component interface WORKLIST) enables third-party applications to

add new entries to PeopleSoft worklists.

Batch workflow processing. Sometimes, the event that triggers a workflow routing is actually a nonevent like aging,

exceeding amounts etc. For this create an Application Engine program that runs a SQL query against the PeopleSoft database and passes the results to a component interface.

Extended Work Flow Capabilities (cont.)

Extended Work Flow Capabilities (cont.)

Approval processes. Here we can define approval rules on an Approval Rule Set map. Two tools can read and implement the approval rules from the map:

Virtual Approver determines the appropriate approver and sends a workflow routing as well this verifies whether this requires additional Approvals or not.

GetApprovers PeopleCode determines the entire list of required approvals at once, so that you can develop custom approval tracking applications.

Activity Guides. This is used if a single user’s work across several pages. This do not involve

routings like those found in a regular workflow application. Rather, the activity guide leads a user through a multistep task.

These are particularly appropriate for guiding untrained users through self-service transactions.

This uses only activities but not business process.

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Extended Work Flow Capabilities (cont.)

Notification Features. This can be done using a Mail or a Worklist. Notification templates enable functional users to configure unique

message text for each component. The combination of generic templates and PeopleCode application classes

can be used by application developers to extend the delivered notification features for an application

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Building WorkFlow Maps

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WorkFlow Maps These are visual representations of your

organization's business processes and they can also be used as navigational aids for users.

Navigator Maps This is an alternative to the standard portal

navigation.

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14 Map Hierarchies

This uses Business Process, Activities & Steps. Steps are elements within activities and represent the level at which the

user interacts directly with application pages. Business processes and activities are both freestanding definitions that

you can open in PeopleSoft Application Designer . Map Icons

The Business Process icon represents a complete business task, consisting of one or more activities. This is used functionality only when designing maps for use in PeopleSoft Navigator.

The Activity icon represents a subprocess of the business task, consisting of one or more steps.

The Step icon represents a discrete step in the business process, corresponding to a single transaction performed on an application page or through an external program.

Business Process A business process is a graphical representation of the relationships

between related activities. Activities

Activities that are intended only for end users typically include only steps that correspond either to application pages or to external programs. This will include events and routing.

Defining Maps

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Understanding Map Definition These are freestanding definitions in PeopleSoft

Application Designer, use the standard techniques for opening, saving, deleting, renaming, adding to projects, printing, and so on.

Common Elements Used in This Section Icon Desc : If you leave this field blank, the map name

appears by default. Creating a New Map

In PeopleSoft Application Designer, select File, New. In the New scrolling list, select the map type: Activity or

Business Process. Add the icons required to represent the activity or business

process. Connect the activities, decision points, and subprocesses

in the appropriate order. Define the properties of the map and icons on the map. Save the Map.

User List Roles

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These are used to define the Worklist Users for the Work Flow.

This is used to automate the worklist users to send mails and messages. If the work list is too huge than we can route the request to the Administrator.

Query Roles

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These are used to identify the approver of the work list, to whom the request to be routed when the trigger is executed, as there will be lot of users who has the same role.

These queries should be designed in PS query manager , which gets the input from the page from which the trigger is executed.

At runtime, the system sets the values of the bind variables based on data from the page that triggers the routing. When you create the query, make sure that each bind variable matches a field from the page.

Eg: SELECT C.ROLEUSER FROM PS_JOB A, PS_DEPT_TBL B, PS_ROLEXLATOPR C WHERE B.DEPTID = A.DEPTIDAND A.EMPLID = :1AND C.EMPLID = B.MANAGER_ID

Route Control

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The PeopleSoft Workflow Administrator enables you to define route controls.

For example, suppose you want to route purchase requisitions to different buyers, depending on which vendor supplies the ordered items, which business unit is requesting the items, and which department needs the items. You can define a route control for each factor—vendor ID, business unit, and department—and specify a range of values for each buyer.

WorkList Records

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The worklist record determines which fields of information the system stores for each work item and in what order the work items appear.

The below are some rules for creation of worklist record Link each work item with the underlying workflow tracking

information, which is stored in a workflow system record (PSWORKLIST).

Display relevant information about each work item on the Worklist page, so that users can select the item on which they want to work.

Determine the order of work items in the worklist. Retrieve the record that is associated with the work item,

so that the user can work on it. Every Work List record name must be ended by “_WL”.

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20 The below are the list of fields that need to be included in the WorkList record.

these fields to link the items in the worklist with their tracking information, which is stored in the PeopleSoft-defined table PSWORKLIST.

BUSPROCNAME: The business process that includes the work item. ACTIVITYNAME: The activity that triggers the worklist routing. EVENTNAME: The business event that triggers the worklist routing. WORKLISTNAME: The worklist in which the work item is waiting. INSTANCEID: The system-assigned ID for the work item. TRANSACTIONID: The system-assigned transaction ID for the work item.

When an event triggers multiple routings, each work item has the same transaction ID, but a different instance ID.

Application Fields

WORLKIST_URL: The text that links to the page where the user can work on the item. Appropriate values might include the key data for the record in which the item will be worked. For example, for a work item directing a manager to approve an expense report, the text might be the name of the employee who submitted the report.

WORKLIST_DESCR: A text comment that appears in the user’s worklist. The presence of this field automatically suppresses the display of any application fields, although the key fields are still used to bypass the search page of the target page.

Events & Routing

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Routing This is used to link activities with workflow and

automate the delivery of information to other activities and other users.

This delivers the data in two forms : Email and WorkList.

Events Events are conditions that have associated

routings. Define the condition in PeopleCode, which is attached to the record definition underlying a step in a step map.

Event Triggers

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Workflow PeopleCode PeopleCode is written on WorkFlow event of the record to trigger the business

event.

The below function is only used for normal workflow but not for Virtual Approval.

TriggerBusinessEvent (BUSPROCESS.BusProcName, BUSACTIVITY.ActivityName, BUSEVENT.BusEventName)

GetApprovers Function: The GetApprovers PeopleCode function checks an approval rules set and determines the entire list of required approvals at once, so that you can develop custom approval tracking applications.

GetWLFieldValue Function: When you open a page from a worklist this function enables you to get the value from one of the fields in the current item’s worklist record.

Virtual Approver uses two peoplecode function as specified below: Virtual_Approver: This checks the approval rules that you defined in the approval rules

sets and determines whether an item must be routed for approval. Virtual_Router : This routes items to the next step in the approval process.

Additional Routing Options

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Route Control Type: This identifies the factors on which you want to base routings: Business Unit, Department, Vendor ID, and so on.

Route Control Profiles: Identifies range of values for route control type like one route control profile might list the vendor IDs for all software vendors, while another might list the IDs for all office supply vendors.

END

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Thanks You.

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