Configuring HTML Email Approval to Meet Your Needs: What Organizations Need to Know About Configuring HTML Email Approval and How to Use It

Today's workforce is fundamentally different and no longer limited to the office.  Mobile devices are integral companions in today's modern work life.  HTML Email Approvals provide the always-connected manager an effective method of monitoring and staying on top of approval requests. For example, a manager is often required to approve last minute requests such as vacation, sick, maternity leave, expense report, promotion, or other tasks while he is away from his office.

PeopleSoft HTML Email Approvals facilitates the mobile managers the ability to review and take approval actions without the need to log into their system to perform the tasks. The HTML approvals are delivered templates that enable the PeopleSoft application to send, receive, and process emails with interactive content.  The managers will be able to take approval actions without having to connect through the firewall/intranet or log into a Virtual Private Network (VPN) to access the PeopleSoft system.

The HTML approvals can be access from any email client (e.g. Microsoft Outlook, Mozilla Thunderbird) and using various devices (e.g. laptop, smart phone, or tablet).

HTML Email Approvals

HTML Email Approvals works in conjunction with PeopleSoft Approval Workflow Engine (AWE).  The approval email is generated when a user triggers an action such as submitting a vacation request (see Figure 1).  The action is processed using our PeopleSoft Integration Broker.  When the manager opens the email, the manager will be able to approve, deny, or push back on the pending request.  The process is transparent to the everyday manager and the transaction is securely updated using PeopleSoft single sign-on and Integration Broker.

Figure 1 HTML Email Approvals Process Flow

The following table contains the HTML Email approvals templates delivered for releases 9.1 and 9.2:

 Financials/Supply Chain Management
 Human Capital Management
 Self Service Invoice Job Opening
 Receivables Job Offer
 Service Procurement Absence Request
 Control Budget Journal Extended Absence Request
 Purchase Order Promote Employee
 Treasury Settlements Transfer Employee
 Journal Reporting Change
 Voucher Performance Document
 Credit Invoice
 Service Work Order
 Requisition
 Time Report
 Expense Report
 Cash Advance
 Travel Authorization


Benefits of Implementing HTML Email Approvals

Content-Rich Email: HTML Email Approvals allows you to provide consistent usability that is content rich to enable users to make well-informed and accurate decision (see Figure 2).  Approval options such as Approve, Deny, or Push Back are actionable within the email.  The email can also provide quick links into PeopleSoft.

Figure 2 Example of Request Absence HTML Email

Access on the Go: HTML Email Approvals can be access from any email client and using various devices.  There is no need to connect into your intranet or Virtual Private Network (VPN).  The approval actions are taken directly within the email.

Security: We use your PeopleSoft security to authenticate and encrypt the information that is sent through the email server to ensure your data is protected.

Configurability: The delivered templates are highly configurable.  You can add or remove content as needed to better fit your business needs and provide optimal user experience (see Figure 3).  You can convert your existing text email templates into HTML email templates.  PeopleSoft plans on delivering additional templates.  Customers can leverage the delivered documentation to guide you through the HTML Email configuration process.

Figure 3 Example of How to Edit an HTML Template

Best of Both Worlds: Customers will have the option to continue using the classic text email template or start using the HTML email templates.  We deliver the HTML Email Approvals configuration disabled by default.  This provides customers flexibility to decide when and which transaction to use the HTML Email Approvals.

Additional Information

For more details on how to download and apply this new functionality please check the following Doc IDs  1577468.1 and 1585801.1 in My Oracle Support (MOS).

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This blog is dedicated to topics focused on PeopleSoft Applications, including Human Capital Management, Financials, Enterprise Service Automation, Asset Lifecycle Management, Procurement, Supply Chain and Customer Relationship Management.

For information about legislative updates to our PeopleSoft Applications see the PeopleSoft Legislative Updates Blog.

For information about PeopleTools see the PeopleSoft Technology Blog.

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