R13 Approvals Activity Guide

Oracle HCM Cloud: Approvals
Activity Guide
D101412GC10
Edition 1.0 | January 2018 | D102282
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Table of Contents
Appendix A: Instructor Demonstrations ........................................................................................5

Demonstration 3-1: Reviewing the Promotion Approval Rule ........................................................ 6
Demonstration 4-1: Creating an Approval Group ........................................................................... 11
Demonstration 5-1: Modifying Approval Rules Using the BPM Worklist ........................................ 12
Demonstration 6-1: Approving a Transferred Worker ..................................................................... 15
Demonstration 6-2: Administrator Tasks in BPM Worklist .............................................................. 17
Demonstration 6-3: Enabling Vacation Rules and Delegating Approval Responsibilities .............. 19
Oracle HCM Cloud: Approvals – Table of Contents iii

iv Oracle HCM Cloud: Approvals – Table of Contents

Appendix A: Instructor
Demonstrations
Demonstration 3-1: Reviewing the Promotion Approval Rule
Demonstration Overview
In this demonstration, your instructor reviews the promotion approval rule.
Demonstration Prerequisite
Throughout this class, use the Mozilla Firefox browser to access the application.
Demonstration Assumptions
Time < 15 Minutes
Demonstration Tasks
Signing In and Navigation
1. Sign in as YourImplementer.
2. From the Settings and Actions menu, select Setup and Maintenance… to open the
Setup and Maintenance work area.
3. From the Task pane, select Search.
4. Search for and select Manage Approval Transactions for Human Capital Management.
Reviewing the Promotion Approval Rule

1. On the Transactions Manager: Transactions page, in the Search field, clear the Failed
filter in the Status row.
2. On the left panel, in the Status section:
• Point out to the Failed link. Explain that for failed processes, you can view the
generated error messages.
• Point out to the Pending link. Explain that you can view the list of approvers for the
pending processes.
3. Click the Approval Rules tab on the left panel of the page. The Transactions Manager:
Rules page appears.
4. In the Find – Process Type field, search for Promote.
5. Point out to the Bypass Approvals check mark. Explain that you can select this check
mark to commit the transaction immediately upon submit. The transaction is not routed for
approval.
6. Click the pencil icon in the Action column for the Promote process to open the Manage
Approval Rules: Promote page. Explain that on this page, you can configure the IF
conditions and THEN statements.
7. Select the EmployeesMexico oval to view the configuration details of that rule.
8. Point to the Rule: Line Management Approval section.
6 Appendix A: Instructor Demonstrations

• In the Status field, explain that you can set the status of the rule as either Active or
Inactive. Select Inactive. Explain that an inactive rule is not included in the approval
process. Note that inactive rules are connected to the IF condition in a red dotted line.
• Point to the Priority field. Explain that you can set a priority that determines the order
in which rules are run.
9. Point to the Configure Rule Conditions button. Click Configure Rule Conditions to open
the Condition Details dialog box. Point out that this rule has two conditions, which are
combined by the AND condition. Explain that the default view is the Chart Builder view.
10. Click the Requestor’s Role Details.Role Name rectangle and click Edit Selection to open
the Approval Rules: Edit Condition Expression dialog box. In this dialog box, you
configure the IF condition.
11. IF <<condition>> <<operator>> <<value>>
• Point out to the condition choice list, which has the value Requestor’s Role
Details.Role Name.
Click the choice list and explain that the list of attributes is different for different
transactions, such as Promote, Transfer, and so on.
• Point out to the operator field, which has the value ==. Explain that you can select one
of the relational operators to build the condition.
• Point out to the value field, which has the value Enter a value. Explain that this field
has the following options:
• Enter a value allows you to enter a value.
• Select from attribute allows you to compare the attribute with another attribute.
• When the Enter a value option is selected, in the adjacent text box, you should enter a
value enclosed within double quotes.
• Click Cancel to return to the Condition Details dialog box.
12. Click Cancel to return to the Manage Approval Rules: Promote page.
13. Click the THEN rectangle in the EmployeesMexico oval.
14. Point out to the Approvers section and explain that you can add any number of approvers in
the approval sequence. To include approvers, drag and drop the approver into the approval
rule.
15. Click the Management Hierarchy rectangle. Point out to the different values:
Field Value
Action Type Explain each of the following action types:
• Approval required: Notifications are
issued to the identified approvers and
their response is required.
Appendix A: Instructor Demonstrations 7

• Automatic approval: No notifications
are issued to the identified
approvers. The transaction is either
approved or rejected automatically,
and the approvers are recorded as
having approved or rejected the
transaction.
• FYI only: Notifications are issued to
the identified approvers, but no
response is expected.
Start With Identifies the first approver in the list
Route Using Contains a list of approval routes
Number of Levels Indicates the number of levels of approval
required
Approval Chain of Contains a list of approval participants
Top Approver Identifies the top approver in the list
16. Click the + icon next to the Representative option.
17. Click the Representative rectangle and explain that it has a different set of configuration
options than Management Hierarchy.
Creating a New Promotion Rule

1. Click Add to create a new approval rule. Select the Rule 1 oval.
2. In the Rule: Line Management Approval section, configure the attributes as shown in the
following table:
Field Value
Rule Name SalesUSChicago
Status Active
Priority Medium
3. Click Configure Rule Conditions to open the Condition Details dialog box.
4. Select and click Edit Selection to open the Approval Rules:

Edit Condition Expression dialog box.
5. Set values for the various fields as shown in the following table:
Field Name Option
Select from Attribute Worker’s Proposed
Assignment >
Department
Operator ==

Select value type Enter a string
Text box “Sales US”
6. Click OK to return to the Condition Details page.
7. Select the rectangle and click AND.

8. Tip: To get the operators working, click outside the rectangle, and then on the rectangle.
9. Click the AND oval and click Add Expression to add a new expression.
10. Set values for the various fields as shown in the following table:
Field Name Option
Select from Attribute Worker’s Proposed
Assignment > Location
Operator ==
Select value type Enter a string
Text box “Chicago”
11. Click OK to return to the Condition Details page.
12. Click OK to return to the Manage Approval Rules: Promote page.
13. Click the THEN oval. Click the + icon next to Management Hierarchy to add it to the
approval rule.
14. In the Management Hierarchy section, configure the attributes as shown in the table:
Field Value
Action Type Approval Required
Start With Manager
Route Using Line Manager
Number of 2
Levels
Approval Chain Worker
of
Top Approver Second Level Manager
15. Explain that according to this rule, if the worker’s department is Sales US and if the
worker’s location is Chicago, promotion approval is required at 2 levels. The promotion
approval requests are sent to worker’s line manager and the worker’s second level
manager. The second level manager will have to approve this request for the worker to get
promoted.
16. On the Manage Approval Rules: Promote page, click Cancel, which causes a Warning
dialog box to open.

17. Click Yes to return to the Manage Approval Transactions page.

Demonstration 4-1: Creating an Approval Group
In this demonstration, your instructor will create a new approval group.
Time < 10 Minutes
Demonstration Tasks
Signing In and Navigation

1. Sign in as YourImplementer.
2. From the Settings and Actions menu, select Setup and Maintenance.
Tasks
1. Search for and click Manage Approval Groups for Human Capital Management.
2. Click Manage Approval Groups to open the BPM Worklist > Approval Groups tab.
3. Click the Create Approval Group icon to open the Details page.
4. In the Name field, enter XX NewApproval Group.
5. In the Members section, click the Add Member icon to open the Add to Group dialog box.
6. In the Member field, enter Charles.johnson.
7. Click OK to return to the Details page.
8. Repeat steps 5 and 6 to add the following members to your approval group:
• Kerry.lane
• Daniel.miller
• Cheryl.simon
9. Click Save.
10. You can view the new approval group in the Groups pane.
11. Close the browser tab.

Demonstration 5-1: Modifying Approval Rules Using the BPM Worklist
As an implementation consultant, you must modify the approval rules for the Termination
transaction, using the BPM Worklist.
• Time: 30 minutes
Demonstration Tasks
Signing In and Navigating

1. Sign out and sign in as Curtis.Feitty.
2. From the Settings and Actions menu, select Setup and Maintenance… to open the
Setup and Maintenance work area.
Modifying the Approval Rules Using the BPM Worklist

1. Search for and click Manage Task Configurations for Human Capital Management to
open the BPM Worklist application.
2. In the Tasks to be configured section, Search field, enter TerminationsApproval and
click Search.
3. In the Tasks to be configured section, click the Show drop-down menu and select the
Active Version check box.
4. Select the TerminationsApproval task and click the Edit pencil icon..
5. Click the General tab to discuss the general details of the task
6. Click the Assignees tab. Explain that on this page, you can set and manage approval rules
for the terminations task.
7. In the diagram, click the blue rhombus (highlighted in red in the following image) to
navigate to the termination rule.
8. Click Go to Rule.

9. In the left pane, ensure that TerminationsRuleSet is selected. Point out to the RuleSets
section and explain that a rule set defines a set of rules for each route within an approval
setup. You can route approvals to a single approver or multiple approvers.
10. Explain that you do not delete a seeded rule set because it cannot be reinstated after
deletion. If you want to delete a rule, click Ruleset and bring up the rules. Select each rule
individually, and then delete the rule.
11. Click the Add Rule icon.
12. A new rule Rule1 is now displayed. Click the Expand icon to expand Rule1.
13. Point out to the IF region. Explain that the IF condition indicates when the approval rule will
be applied. In the IF region, point to the search icon and explain that you use this icon to
select the attributes to apply in the rule. Click the Search icon.
14. Select Task > payload > transactionApprovalRequest > Requestor.

15. Click OK.
16. Select equals ignore case in the next field.
17. In the Value field, enter “curtis.feitty”.
18. In the THEN region, click the Add Action icon.
19. Select Add Approver > Supervisory.
20. Ensure that in the Response Type section, the Required option is selected.
21. In the Number of Levels field, enter 1.
22. In the Starting Participant field, click the Search icon.
23. Select the Get User option button.

24. In the Reference User field, click the Expression Builder icon to open the Expression
Builder dialog box.
26. After you have made the selection, click Insert Into Expression.
27. Click OK to return to the Add Hierarchy Participant dialog box.
28. Click OK to return to the approval rules page. You will now have
HierarchyBuilder.getPrincipal(Task.payload.transactionApprovalRequest.Requestor,-
1,"","") in the Starting Participant field.
29. In the Top Participant field, click the Search icon to open the Add Hierarchy Participant
dialog box.
30. Select the Get User option button.
31. In the Reference User field, click the Expression Builder icon to open the Expression
Builder dialog box.
33. Click Insert Into Expression.
34. Click OK to return to the Add Hierarchy Participant dialog box.
35. Click OK to return to the approval rules page. You will now have
HierarchyBuilder.getPrincipal(Task.payload.transactionApprovalRequest.Requestor,-
1,"","") in the Top Participant field.
36. In the Auto Action Enabled field, select True.
37. In the Auto Action field, enter “APPROVE”.
38. In the Rule Name field, enter “Curtis”.
39. Click Validate to confirm there are no errors.
40. Sign out of the BPM worklist application.
41. Close the browser.

Demonstration 6-1: Approving a Transferred Worker
Overview
In this demonstration, the instructor will transfer a worker seeking a location change and seek
two levels of approval for the transfer.
Assumptions
• Time: < 10 minutes.
Tasks
Sign In and Navigate

1. Ensure that you are signed in as Robert.jackman.
2. Click My Team > My Team.
Note: All of Robert Jackman’s direct reports are displayed.
Transferring a Worker
1. Click Morgan Zu.
2. From the Action menu, select Personal and Employment > Transfer. The Morgan Zu:
Employment Details page appears.
3. Retain current date in the Transfer Date field.
4. Retain Transfer in the Transfer Action field.
5. In the Transfer Reason field, select Location Change.
6. In the Job Details section, in the Business Unit field, search and select US1 Business
Unit if not pre-populated already.
7. In the Department field, retain Human Resources US.
8. Select No in the Working as a Manager field to specify that Morgan Zu is not a manager
and has no direct reports.
9. Retain Human Resources Generalist in the Job field.
10. In the Grade field, retain Prof3.
11. In the Work Measure Details section, retain the value 1 and Unit Full-time equivalent. In
the second row, retain the value 1 and Head Count in the Unit field.
12. In the Location Details section, select and search Chicago as the location.
13. In the Manager Details section, retain Robert Jackman as the line manager.
14. Click Next to open the Transfer Morgan Zu: Compensation Details page. The Basic
Details and Compensation Details are prepopulated.
15. Click Propose New Salary.
16. In the New Salary section, change the default 0.00 Adjustment Percentage to 5.00.
17. Click OK on the Warning message.
18. Click Next to open the Roles page. No changes are needed on this page.

19. Click Next to open the Review page. You will see in the Location Details section, the
Current Value displays the current location and the Proposed Value displays the new
location.
20. Click Submit. A Warning window appears.
21. Click Yes.
22. The Confirmation window appears.
23. Click OK.
Approval Process for Transfer: Location Change for Morgan Zu

First-Level Approval
1. Log out as Robert.Jackman.
2. Log in as Henry.Jones, who is the manager of Robert Jackman. Henry Jones must
approve the transfer request for Morgan Zu.
3. Click the Pending Notifications icon (the bell icon) on the top of the page. You will see the
message: “Action Required: Transfer for Morgan Zu, (date)”.
Note: If you do not see the transfer request for approval in Notifications, click More Detail.
The Oracle BPM Worklist page appears and you will see all the requests on this page.
4. You will see the following details:
• The person requesting the transfer. In this case, it is Robert Jackman.
• Links to Approve or Reject
Click Approve. The status changes to Acted Upon and the notification is no longer visible
in the Pending Notifications window. Robert Jackman’s request to transfer Morgan Zu to
Chicago is approved by his manager Henry Jones.
Second-Level Approval
1. Log out as Henry.Jones.
2. Log in as Michelle.Shannon. She is the second-level approver for transfers.
3. Click the Pending Notifications icon (the bell icon) on the top of the page. You will see the
message: “Action Required: Transfer for Morgan Zu, (date)”
Note: If you do not see the transfer request for approval in Notifications, click More Detail.
The Oracle BPM Worklist page appears and you will see all the requests on this page.
4. You will see the following details:
• The person requesting the transfer. In this case, it is Robert Jackman.
• Links to Approve or Reject
5. Click Approve. The status changes to Acted Upon and the notification is no longer visible
in the Pending Notifications window. Robert Jackman’s request to transfer Morgan Zu to
Chicago is approved at the first level by Henry Jones and at the second-level by Michelle
Shannon.
6. Log in again as Robert.Jackman. You will see the Approved Status for Morgan Zu’s
transfer when you click the Notifications icon on the top of the page.

Demonstration 6-2: Administrator Tasks in BPM Worklist
In this demonstration, the instructor will show how administrators can configure the task list. You
can
• Filter tasks
• Create and Configure Worklist Views
• Configure Task Status Chart
• Create a To Do Task
• Create a SubTask
• Time: < 10 minutes
Demonstration Tasks

1. Sign out and sign in as Robert.Jackman.
2. Ensure that you are on the home page.
3. Click the Notifications (bell) icon on the Home page.
4. Click More Details and the BPM Worklist page opens.
Filtering Tasks
1. Filters are used to display a subset of tasks based on the following criteria
a. My Tasks – Has the following options:
• Me
• My Group
• Me and My Group
• Me and My Group All
• Me (Previously)
• Reviewer
b. Initiated Tasks – Provides an option to assign Status to the tasks. You can select from
the following:
• Any
• Assigned
• Suspended (can be resumed later)

• Withdrawn
• Expired
• Errored (while processing)
• Alerted
• Information Requested
c. Administrative Tasks – As an administrator, you can create sub-tasks, reassign,
escalate, suspend, withdraw, purge, and/or delete a task. You can also create a to-do
task.
2. You can create, edit, or delete user views based on schedule, past day, week, month, and
quarter. You can also create worklist views for high-priority and new tasks.
3. Close the browser window.

Demonstration 6-3: Enabling Vacation Rules and Delegating Approval
Responsibilities
You set a vacation period so that you are removed from automatic task assignment for the
dates that you specify.
• Time: < 10 minutes
Demonstration Tasks

1. Sign out and sign in as mitch.blum.
2. Ensure that you are on the home page.
Enabling Vacation Rules and Delegating Responsibilities

1. On the top-right corner of the home page, click the Notifications (bell) icon.
2. Click the More Details button to open the BPM Worklist page.
3. Click the Mitch Blum drop-down menu and select Preferences to open the Vacation
Period: Mitch Blum page.
4. Select the Enable vacation period check box.
5. In the Start Date field, select today.
6. In the End Date field, select one week from today.
7. Select the Delegate to option.
8. Enter harold.chow in the field next to the Delegate to option.
9. Close the BPM Worklist dialog box to cancel your changes.


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Oracle HCM Cloud: Approvals

Learn more from Oracle University at education.oracle.com

Restricted Rights Notice

Appendix A: Instructor Demonstrations ........................................................................................5

Copyright © 2018, Oracle and/or its affiliates. All rights reserved.

Oracle HCM Cloud: Approvals – Table of Contents iii

iv Oracle HCM Cloud: Approvals – Table of Contents

Reviewing the Promotion Approval Rule

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6 Appendix A: Instructor Demonstrations

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Appendix A: Instructor Demonstrations 7

Creating a New Promotion Rule

4. Select and click Edit Selection to open the Approval Rules:

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8 Appendix A: Instructor Demonstrations

7. Select the rectangle and click AND.

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Appendix A: Instructor Demonstrations 9

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10 Appendix A: Instructor Demonstrations

Signing In and Navigation

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Appendix A: Instructor Demonstrations 11

Signing In and Navigating

Modifying the Approval Rules Using the BPM Worklist

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12 Appendix A: Instructor Demonstrations

14. Select Task > payload > transactionApprovalRequest > Requestor.

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Appendix A: Instructor Demonstrations 13

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14 Appendix A: Instructor Demonstrations

Sign In and Navigate

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Appendix A: Instructor Demonstrations 15

Approval Process for Transfer: Location Change for Morgan Zu

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16 Appendix A: Instructor Demonstrations

Signing In and Navigating

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Appendix A: Instructor Demonstrations 17

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18 Appendix A: Instructor Demonstrations

Signing In and Navigating

Enabling Vacation Rules and Delegating Responsibilities

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Appendix A: Instructor Demonstrations 19

20 Appendix A: Instructor Demonstrations

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