Workflow

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.

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.

Creation of online workflow applications

1) Create Business Process

2)Create a new Activity
3) Insert Step into the Activity
4) Insert Event into the Activity
5) Insert Email/Worklist into the Activity
6) Insert the Activity into the Business Process

1. Create a new Business Process

2. Create a new Activity

In the Application Designer, Click File -> New-> Activity

3. Insert Step into Activity

Click the button from the tools menu and click on the exact position in the project space where
the Step is to be placed. After placing the step in the appropriate position, double click the step.
Furnish details regarding the page from which the workflow is to be triggered by clicking the
Attributes button from the Step Definition. In the Processed By grid click the Page radio button,
following that give the details of the page from the Processing page grid and click OK.
 Workflow

3. Insert Event into an Activity

Click the button from the tools menu and click on the exact position in the project space where
the Event icon is to be placed. After placing the Event in the appropriate position, double click the
Event. Furnish details regarding the record (optional) from which the workflow is to be triggered and
the conditions based on which workflow is to be triggered.

After inserting those 2 icons connect the icons using the Connector. First click the connector Icon ,
then place the mouse pointer over the Step icon and click it. A connection gets established between
step and event after the user clicks the destination Event.
Double click on Event Icon furnish the details
 Workflow
The Event becomes Active only if the Active check Box is Checked.

4. Insert Worklist or Email into the Activity

Email: To insert an Email definition into the Activity, click the icon from the tools menu and click
on the exact position in the project space where the Email icon is to be placed. After inserting the
Email icon, connect it to the Event Icon using the Connector. On double clicking the Email Icon the
Email Definition Dialog box appears.

In the Email Definition Dialog box, input the Name, Icon Description &Description of the Email
Definition.
Click the Field Mapping button, the Field Map Dialog box appears, wherein the enter information like,
to whom the Email is to be directed, what should be the Subject text and Email text.

TO: Indicates the name of the person to whom you want to send the Email message. The value can be
an Email Id or a role. To send to more than one person, separate the names with semicolons. The
values in the TO, CC, and BCC fields determine who receives the Email message. The values that
 Workflow
you map into these fields can be Email addresses, role user IDs, or role names. The system
automatically converts role user IDs and role names into the users’ Email addresses.

FROM: (Optional) Indicates the Email address of the sender. Setting this value overrides the system
SMTP Sender value so that the recipient of the Email message can reply to an individual, rather than to
the system Email address.

CC and BCC: (Optional) Indicate the names of other people to whom you want to send the message.

SUBJECT: Indicates the subject line that appears in the receiver’s Email inbox.

NOTETEXT: Indicates the body of the message. The message can have multiple NOTETEXT fields. The
system displays NOTETEXT fields in the order in which they appear in the Field Map dialog box.

Use the following if an attachment is to be sent,

FILEPATH: (Optional) indicates the completed qualified path and filename for a file to attach to the
Email message.

FILENAME: (Optional) indicates the name to display in the body of the Email message, below the icon
that represents the file attachment.

FILETYPE: (Optional) indicates the type of file being attached.

The values can be inputted by double clicking each item or by clicking the Add/ Change Button. On
Clicking the Button, Map Field menu appears,

Record Field Value: To enter the value from a database field into the Worklist field, select the
RecField option. The Record box lists the record definitions that should be available when the event
triggers this routing (according to the page and record definition associated with the event). Select the
record name. The fields in that record appear in the Fields list box. Select the field whose value you
want. When the event is triggered, the system completes the worklist field with the value of the field
in the current record.
 Workflow

Constant: To assign a specific constant value to the field, select this option and enter the value in the
text box to the right. Every Worklist will have this value in the selected field

Role Name: To assign a role name to the field, select this option and select a role from the drop-down
list box that appears next to it. When the event is triggered, the system completes the field with a list
of users who fill this role. If you select a user list role, each user who is assigned to that role receives a
copy of the work item. If you select a query role, each user that the query returns receives a copy.
 Workflow

Click on “Specify Query bind Variables” if PS query has Prompt fields.

Worklist:

To insert a Worklist definition into the Activity, click the icon from the tools menu and click on the
exact position in the project space where u want the Worklist icon to be placed. After inserting the
Worklist icon, connect it to the Event Icon using the Connector. On double clicking the Worklist Icon,
the Worklist Definition Dialog box appears.

As a prerequisite for creating a worklist item, a worklist record has to be created.

1. It should contain 6 mandatory key fields in the order mentioned below,
1. BUSPROCNAME – Business Process that the worklist is part of
2. ACTIVITYNAME – Activity that triggers Worklist Routing
3. EVENTNAME – Event that triggers Worklist Routing
4. WORKLISTNAME – Worklist the work item is waiting in
5. INSTACEID – System assigned ID for the each work item
6. TRANSACTIONID – System assigned ID for the work item

Any additional key field must be a search key and a list box item. It should be placed only after the 6
mandatory key fields mentioned above.

Click the Attributes button

Specify Worklist Record name, Business process and Activity.

 Workflow

Marked Worked When

User Specified: A work item is marked as worked when the user explicitly identifies it as worked by
selecting it on the Select Worklist page and clicking the Mark Worked button. This option is useful when
the user must return to the same work item several times or wait for supporting information.

Saved: A work item is marked as worked, when the user saves work on the page assigned to the
worklist. This option is appropriate for work items that the user can complete right away.

Selected: A work item is marked as worked as soon as the user selects it from the worklist. This option
is appropriate for work items that notify the user of an event; just seeing the item is sufficient.

Programmatic: A work item is never marked worked directly by the user. It can be marked as worked
only with PeopleCode. This setting enables you to provide additional logic to determine when a work
item can be considered worked.

Timeout Parameters

Days, Hours, Mins: After which the Worklist becomes overdue

Email Assigned Current User: Send an email message to the user to whom the work item is assigned,
warning that the item is overdue.

Email Supervisor: Send an email message to the user’s supervisor. The supervisor is assigned as the
user’s supervising role user in the user profile, maintained through PeopleSoft Security. In PeopleSoft
HRMS applications, the system uses the supervisor from the user’s PERSONAL_DATA record.

Send Timeout Worklist: Send a new worklist item to the currently assigned user’s timeout worklist.

Click on Field Mapping button.

 Workflow

The Field Map Dialog box appears wherein the user inputs like, to whom the Worklist is to be directed,
what should be the Subject text and Worklist text.

These Key fields create the Worklist item (Hyperlink) in the worklist page

6. Insert the Activity into the Business Process

After creating the Activity, Insert the activity in a Business Process. Business Process is a collection of
similar Activities or Activities performing similar functions. The Activities in the Business Process can
be connected using the Linker icon, these connection gives a better picture for the user and does not
have any significance in the order in which Activities are triggered.