Peoplesoft

HTML Email Approvals

Document Submitted on 31-Jan-2017

Document Submitted by Hari Prasad

Kovaion Consulting
email: [email protected]
 Configuring HTML Email Approvals

The Enterprise Components AWE framework supports the HTML email approvals as
delivered. However, after the AWE framework is enabled, you will need to perform the
following steps to ensure your system will use this functionality according to your business
needs:
 Identify the URL of the web server running on your HCM instance that will appear
within the email.
 Enable HTML email approvals for your transactions.
 Review the transaction template to ensure it meets your organization’s
requirements.
 Run the AE process EOAWEMC periodically to process the approval action emails
sent by approvers.

Define the transaction URL

Use the URL Maintenance page (URL_TABLE) to define the URL that the transaction
process places within the email.
Navigation: - PeopleTools Utilities Administration URLs URL Maintenance

Set the URL to the URL base of the web server running on your HCM instance. The user
can then use this URL to navigate back into the system to access the PIA, if necessary.
Updating the Approval Transaction Registry to Send Email
Approvals
Use the Register Transactions page (EOAW_TXN) to enable email approvals.
Navigation: - SetUpHMS Common Definitions Approvals Transaction
RegistryRegister Transactions.
Notification Options
1) Select Use Email Approvals

Note: - All transactions are delivered with Use Email Approvals deselected.

2) Form Generator Package Root (EOAW_EMAIL_APPROVAL)

This value is provided by default as the package name to support email approvals. This
contains the class that contains the form generator application class for this transaction.
3) Form Generator Class Path (emailFormGenerator)
This value is provided by default as the application class path to support email approvals.
This contains the form generator application class for this transaction.

Internal URL Definition

 The following values are provided by default to support HTML email approvals:

1) Internal URL Base: HTML_EMAIL_APPROVAL

2) Internal Portal Name: EMPLOYEE
3) Internal Node Name: HRMS

Configuring Transactions for Email Approvals

Use the Configure Transactions page (EOAW_TXN_NOTIFY) to view or configure transactions
for email approvals
Navigation: - SetUpHMS Common Definitions Approvals Transaction Configuration
 Configure Transactions

Notification Options
This section is available only if the Use Email Approvals check box is selected for this
transaction on the Transaction Registry page.

1) Send Email Approvals to All

 Select to send emails to all the approvers. If you deselect this check box, enter a value in
the Email Approval User List field to have the email sent to those defined on a list.This
check box is selected by default.

2) Delivery Method
Define whether you wish the users to receive their email approvals as text within the
email, or as attachments. For email approvals select the Inline - HTML Links option.

3) Perform Sent-To Security Check

Deselect this check box when using email approvals. With this option deselected, the
system will allow the approver to forward the email to other parties other than the
intended approver.
Select this check box to inform the system that you want it to verify the security of the
person to whom the notification is sent and disallow forwarding of the email to other
parties other than the intended approver.

HTML Emails
This section is available for transactions that use HTML email approvals.

1) Data Source
Lists the header and support records that the email template uses to display the
transaction data.

2) Email Processing Package and Email Processing Class

Displays the application class used to modify the transaction data and email HTML prior
to sending the email.

Allowed Actions
Select those actions links that should be available to the approver(s) within the approval
request email.
These actions are delivered as selected for most online approvals:
 Approve
 Deny
 Pushback (for selected transactions)

Edit Template
Click this button to access the Configure Transactions – Edit Transactions page to modify the
delivered transaction template.
Editing Transaction Templates for Email Approvals
Use the Configure Transactions – Edit Template page (EOAW_EML_TEMPLATE) to edit
transaction templates for email approvals

The values between the % symbols map to the header and support record(s) as configured
in the Data Source grid on the Configure Transactions page.
The %COMMENT% and %ACTION% elements correspond to the Comments grid and Action
links that are inserted in the email prior to sending
Whenever HTML Email Approval is generated an email is generated with an Approve and
Deny link in the mail.
Now when an approver clicks in the approve or deny link an email reply is send to an inbox,
also called the Response Repository.
 At a configured interval, an application engine EOAWEMC runs to check the inbox for new
replies. The application engine retrieves the replies and publishes them as services
operations.

Configure Mails to be Send and Fetched by Peoplesoft

SMTP Server
First the environment must be able to send emails when transactions are initiated.

Response Repository
The inbox to where HTML Email replies will be send, have to be configured in node
PSFT_EMC_GETMAIL.

The configuration can be found by clicking on the Properties link

Give an email which will be using for the inbox and enabled POP on the Gmail account.

configure the connection setting to the Response Repository will be available in Connector
tab of the PSFT_EMC_GETMAIL node.
Change the Following Properties
 MCF_Server, this is the POP/IMAP mail server address of Gmail
 MCF_User, this is the mail address of the Gmail account, our Response Repository
 MCF_Password, this is the password of the Gmail account, encrypted
 MCF_Protocol, this is the protocol to use, POP/IMAP can be used
 MCF_Port, this is the POP/IMAP port for Gmail
  MCF_UseSSL, this enables SSL which is required by Gmail
Because we need to communicate through SSL with Gmail, we need to import the Gmail
certificate in the Integration Gateway. For this export the root certificate of Gmail and store
it on the webserver.

sign in to the Gmail account which is used as MCF_User

Click on the lock, go to Details and click on link View Certificate.
On the certificate window select the root certificate and click on View Certificate.
Go to Details tab and click on Copy to File.

The Certificate export wizard will be launched.

Click on next.
Choose Base-64 encoded X.509 (.CER) option and click Next.

Save the certificate to for example c: tempgoeroot.cer and click on Next.

Click on Finish and the root certificate is save locally. Back on the Certificate screen select
Google Internet Authority and click on View Certificate.

Walk through the same steps as the root certificate and save the certificate with a different
name.
Place those two certificates in webserver(webserv/HCMDMO/piabin).

Now log on to PeopleSoft and navigate to PeopleTools Security  Security Objects

Digital Certificates and add a new row with Type Root CA, Alias Equifax Secure CA and
Issuer Alias Equifax Secure CA.

Now open georoot.cer in notepad and copy the entire content.

Click on OK and back on the Digital Certificates page add another row with Type Remote,
Alias GoogleInternetAuthority, Issuer Alias Equifax Secure CA.
Click on import
Now open GoogleInternetAuthority.cer in notepad and copy the entire content as previous.

Click on Ok to save the certificate.

Now we are ready importing the certificates in PeopleSoft and can start configuring the
application server and process scheduler.

After you exported the root certificate, go to [PS_HOME] \webserv\HCMDMO\piabin and

issue the command:
pskeymanager -import

You will be prompted for the password of the keystore, default is password upon install.

Next provide an alias for the certificate and provide the location of the exported certificate.
Finally say yes to trust the certificate. After this bounce the webserver.
This certificate alias needs to be mentioned in the Response Repository Connector
properties.
They are
 MCF_ClientCertAlias, this is the alias for the Gmail certificate we just created in the
keystore
 MCF_ClientCertPass, this is the password of the keystore
Enabling Pub/Sub Servers
Check the server status via Psadmin to make sure Pub/Sub services are running.

Configure the Pub/Sub Services in Application Server domain to activate the service operations.
Testing whether mail is read thru the node
Navigation: - PeopleTools ->Multichannel Framework Email Sample Pages.
Provide the following details: -
 Username: - Email ID which you have used for getting reply from approver.
 Password: - Email ID’s password.
 Server: - imap.gmail.com/pop.gmail.com (with respect to the node connector).
 IB Nodename: - PSFT_EMC_GETMAIL.
Then select the Read Headers as message Count and click on Fetch. It will give inbox
messages count.
Now all the configurations are done and ready to start using the HTML Email Approvals.

Absence Request
Log in as an employee a submit the Absence Request.

Mention all the required values and submit the request

Approve from the Email

With respect to the action selected from the mail, a reply is send to the Response
Repository.
Process Approval
Process EOAWEMC fetches replies from the Response Repository and processes the
transaction.

And a mail will trigger to the requester also