This document provides an overview and guidance on utilizing PeopleSoft Approval Workflow (AWE) to fit business needs. It discusses key pieces of AWE including process definitions, user lists, and notification templates. It also covers how to define approval stages and paths, monitor approvals, and consider user needs when configuring approval processes. Testing approval workflows is emphasized to ensure requirements and exceptions are addressed.

1. REMINDER
Check in on the
COLLABORATE mobile app
PeopleSoft Approval Workflow
Engine
Presented by:
Alice Zhang
HCM Consultant
Emtec Inc
Utilizing PeopleSoft Approval
Workflow to Fit Your Business Needs
Session ID#: 106850

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Administrative Notes
Please:

4. Utilizing PeopleSoft Approval
Workflow to Fit your Business
Needs

5. PS Approval Workflow Engine Overview
■ PeopleTools Requirement
▪ Code supporting AWE within PeopleTools 8.48 or greater
■ AWE defined for certain applications in v 9.0 and greater
▪ eProfile, eProfile Manager, Job Profile Manager, Absence
Management, Form Approval, Time and Labor, Recruiting,
ELM, and ePerformance
▪ Register custom transaction or additional applications with AWE
■ AWE in v 9.2
▪ HCM 9.2 WorkCenter allows for a single navigation point for
approvers—managers and administrators, etc.
— Application pagelettes on the home screen
▪ Access workflow transactions on your mobile device.
— Approve, Deny, Push back
— View attachments/ add comments

6. Benefits of utilizing AWE
■ Streamlined, automated
workflow within an application
▪ Approve, deny, escalate,
reassign or cancel approvals.
■ Predefined framework with
flexibility in PeopleSoft pages
▪ Can be simple and configurable
by functional users
▪ Can be complex to fit unique
business needs
▪ Can assign ad hoc approvers/
reviewers per transaction
■ Generic email template
notifications
▪ Customizable
▪ Link to approvals page
▪ Mobile friendly (v 9.2)
■ Keeping track of your
transactions
▪ Visibility for end users
— Audit your approvals and
requests
— Monitor transaction statuses

7. How it works
■ Key Pieces
▪ Process ID and Definition ID
— Determines which application and which process this approval
process defines
— Example: Process ID= FormApproval, Definition ID=
NewPositionRequest
— Example: Process ID= ePerformance, Definition ID= QuarterReview
▪ Define User Lists
— Role definition, Query definition, SQL definition, or Application Class
definition.
▪ Notification Templates

8. Understanding Your Approval Process
■ Approval path will not change
▪ Indicated on the Process Definition
Page
▪ User list typically set up as a security
role in User Profile page
■ Configuration
▪ May only involve PeopleSoft pages
▪ Configurable by functional user
■ Example
▪ Approval process requires only HR
personnel’s approval
■ Approval path will change
▪ May expand and contract based on
how each transaction meets criteria
▪ User list will most likely be SQL or
Application Class
■ Configuration
▪ May involve SQL, Application Class
▪ Configurable by functional user,
however, may require developer
assistance
■ Example
▪ Approval process requires manager
approvals up to a certain manager
level
Static Approval Process Dynamic Approval Process

9. Stages of approval
■ Your approval process may contain one or multiple stages
▪ A stage contains one or more approval paths
— If a stage contains multiple approval paths, these paths will execute
in parallel
— If a stage contains multiple approval paths, these paths will have
different approvers (meaning different user list set up).
▪ Define stages for approval process in Process Definition
▪ A stage can be Static or Dynamic
— Meaning, an approval process can be static or dynamic (one static
or dynamic stage with one or multiple static approval paths) or have
a combination of static and dynamic stages (more than one stage,
each stage with one or multiple approval paths).

10. User List

12. Process Definition

13. Monitoring Approval

14. Approver 1 Approver 2

15. Workflow Email Notification Templates
■ Generic email notification templates
▪ Navigation
— Main Menu> PeopleTools> Workflow> Notifications> Generic
Templates
▪ Stores the approval page URL variable that appears in the email
▪ Stores the Subject line and Message Text of the email.
▪ Stores additional approval transaction variables such as Empl ID,
Employee Name, Submission Date, Priority, etc.
— Can be removed/ added to message text

16. Generic Templates

17. Key Considerations
■ What is the business process?
▪ What are the requirements for the approval workflow?
▪ What are some pain points that have prevented the streamlining of
workflow?
▪ How can we adapt?
■ Who are my users?
▪ Do I have a clearly defined group of users for every transaction or do my
users change depending on the circumstance?
▪ Are there any exceptions that I must consider?
■ Tying it all together with testing, testing, and more testing
▪ Are both the requirements and exceptions met?
▪ Are requesters, reviewers, and approvers able to perform necessary
transactions?
— Consider ease of use and security set up
▪ Are there any hiccups along the way?

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evaluation
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Session ID# 106850
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