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What if there is more than one holder in a job or position?
Multiple holders in the same job or position can only occur if Oracle Human Resources is
installed. If only Oracle Purchasing is installed, you can assign only one employee to each
job or position. If multiple holders exist when using position approval hierarchies, Oracle
Workflow will route the document to the holder based on alphabetical order. You can see
who the system will route the document to by clicking the Forward radio button,
overriding the defaulted name if needed.
What if there are changes to the position approval hierarchy?
Personnel changes are updated in the position approval hierarchy by running the Fill
Employee Hierarchy process which reviews the employee record to determine the current
position assignment. You will probably want to schedule this process to run on a frequent
basis to ensure smooth processing of all approval requests. Structural changes to the
position approval hierarchy require the hierarchy to be rebuilt from the point where the
change occurs to the bottom of that branch. Documents are routed according to the
hierarchy in effect at the time they are submitted for approval.
What if Human Resources were already implemented with jobs set up, but no
positions?
Unless the decision to set up jobs only and no positions can be revisited, you will have to
route all documents by the employee/supervisor relationship and maintain this data on the
employee records.
What if the approver is unavailable for an extended period?
Oracle Purchasing has the ability to automatically forward documents when users do not
respond to notifications. This tool should be used when possible to prevent documents
from holding up business productivity. Oracle Workflow manages this functionality,
typically set up to send a first and second reminder after pre-determined time periods
before forwarding the notification to the next approver.
What if the document has a status of Pre-Approved?
The status of Pre-Approved is the outcome of a person forwarding a document for approval
even though the forwarding person has the necessary authority to approve it. The
document may have been forwarded by mistake or for business reasons. Once the person it
was forwarded to approves the document, the status will be changed to Approved and
subsequent actions such as receiving and invoicing can be completed.
What if there is no account range on an approval group assigned to a job or position?
By default, all accounts are excluded from an approval group and therefore documents
governed by this approval group cannot be approved. You avoid this situation by ensuring
that there is at least one Account Range Include rule on every Approval Group.
What if Workflow can’t find a supervisor to approve the document?
If this occurs, the person submitting the request for approval must forward the document
to a different person in the list of values for Forward To. If this isn’t done, the document
will be returned to an Incomplete status and a notification will be sent stating No Approver
Found – Please Select a Forward To Employee. If using employee/supervisor relationship
to determine approval paths, the list of values will include all active employees. If using
position approval hierarchies to determine approval paths, the list of values will include all
employees in the hierarchy selected.
What if a job or position has different authority levels for different document types?
You may have jobs or positions that can approve one document up to a specified dollar
amount, while they can approve another document at a lower dollar amount. If this occurs,
simply set up multiple approval groups with the rules properly defined for the differences
and ensure that the right approval group is assigned to the correct document type.
What if documents flow employee/supervisor, but approval rules are needed?
Approval Groups can be used whether approval paths are determined by
employee/supervisor relationships or by position approval hierarchies.