1. -by surya prakash reddy.
by surya 1 10/16/12

2. Overview
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 Many of the tasks that you perform throughout the day are part of larger tasks
that involve several steps and several people working together.
 For example, when you enter an invoice, you are initiating an approval and
payment process: someone else reviews and approves it, and a third person
submits payment to the vendor.
 The term workflow refers to this larger process.
 To a certain extent, all of the business processes that you define using
PeopleSoft Application Designer involve workflow.
 However, we usually reserve the term to refer to processes that involve
multiple users and the routing of data between the users.
by surya 10/16/12

3. Objective
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 Implement Online Workflow.
advantages
prerequisites
objects involved
steps to develop workflow
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4. 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.
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5. Advantages
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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 togather
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6. Prerequisites
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 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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7. Objects Involved
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1.Business Process
 A business process is a graphical representation of the relationships
between related activities. Arrows indicate the relationships between the
activities. These show the graphical representation of the relationships
between the component objects (maps or steps).
2.Activity
 Activities include the steps that correspond either to application
pages or to external programs in a workflow these represent the
events and routings. Activity represent a sub process of the business
task, having one or more steps.
3.Step
 These are elements within activities and represent the level at
which the user interacts directly with the application pages.
These exist only within a particular activity.
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8. Objects Involved (cont.)
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4.Event
 Events are conditions that have associated routings. The conditions are defined in people
code which is attached to the record definition underlying a step. The systems runs the
people code program to test the condition. If the condition is satisfied the system
performs the routing.
5.Worklist Notification
 The worklist record determines which field of information the system stores for each work
item including the data needed to access the target page or any information to be
displayed in the worklist itself. Entries in worklists are stored in database tables.
6.Email Notification
 There would be a need to send Email messages in response to business events, this can be
achieved by Email routing. PeopleSoft applications support Email routings to any Email
software that supports the Simple Mail Transfer Protocol (SMTP) standards.
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9. Work Flow Application Development
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 Rules : govern (manage) 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.
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10. 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 (clear) 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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11. Steps To Develop Work Flow (cont.)
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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.
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12. Configure SMTP address
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 Setup the SMTP server ip-address and port number in App. Server / Process scheduler
Invoke the PSADMIN.exe in the PS_HOME/appserv directory and in the application
server configuration,
SMTP settings section specify the ip-address for the machine where SMTP server is installed
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13. Enable HR workflows
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 Go to PeopleTools, à Workflow, à Defaults & Messages ,à Set Workflow Defaults
•Make sure the check boxes ‘Worklist Active’, ‘Worklist Active’ ‘HR installed’ and
checked. Ifnot, check the checkboxes and reboot the application server
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14. Go to Set Up HRMS , Common Definitions , à Self Service , à System Workflow Rules
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•Select the SETID for which the System Workflow rules needs to be configured.
• Select the transaction category ‘HR_TRANSATIONS’ from the drop down list
and configure as required. Repeat this steps for all the SETID that uses self service.
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15. Enable workflow for User Profiles
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 For the users who will be using workflow routing (e-mail, Worklist) make sure that the
following things are done.
1. They have a valid Worklist-id in PeopleSoft User profile.
2. E-mail and Worklist are enabled for the users
 Go to PeopleTools à Security à User Profiles à User Profiles à General
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16. Click the ‘Edit E-mail address’ hyperlink.
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•Add the e-mail id for the user and save the changes.Go to the Workflow’ page
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17. Test the E-mail workflow functionality
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 Go to PeopleTools à Workflow à Defaults & Messages à Worklist/email Message
1. Enter the User Id to whom the test mail has to be sent
2. Enter the test mail subject message
3. Save the component
 Once the component is saved, it should trigger e-mail to the test users Worklist id specified
in the user profile.
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18. 1.Create a new Activity
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19. Insert Step into Activity
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20. Insert Event into an Activity
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double click the
Event. Furnish details regarding the record from which the workflow is to be
triggered and the conditions based on which workflow is to be triggered
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21. 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.
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22. Insert Worklist or Email into the Activity
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23. Worklist
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24. 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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25. WorkList Records
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 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.
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26. Insert the Activity into the Business Process
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27. Test the Application
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•In our scenario creation of Worklist and generation of Email to the
appropriate user and with the desired text is the required result
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28. 28
END
?
Thanks You.
by surya 10/16/12