Friday Jun 20, 2014

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).

Monday Sep 30, 2013

Announcing PeopleSoft HTML Email Approvals for HCM

As part of our ongoing commitment to provide enhancements for customers on existing releases,  a new capability for approvers in PeopleSoft HCM 9.1 is now available. The PeopleSoft Approval Workflow Engine (AWE) enables you to take action on approval requests directly from an email (for example: approve, deny, pushback, enter comments, or other AWE actions). There is no need for the approver to log into PIA to approve a request, they can take action and add comments directly from the email.

The HTML Email Approval feature delivers HTML email templates for some of the key PeopleSoft HCM Talent Management transactions including:

  • Job Opening
  • Job Offer
  • Absence Request
  • Extended Absence Request
  • Promote Employee
  • Transfer Employee
  • Reporting Change
  • Performance Document

Working with Requests

When a requestor submits a transaction for approval, an email is generated and sent to the approver(s), which contains detailed information about the transaction request. Based on the transaction’s configured actions, an approver can take action directly from the email by clicking a link, such as Approve, Deny, or Pushback, to generate a reply to the request. The email may display requestor comments and, if applicable, view approval history from other approvers. In addition to this, if further details or information is needed, the email also provides a link that will take the approver to the PIA approval component for that transaction.

Figure 1. Example of email approval request for a Job Opening

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).

Monday Oct 01, 2012

PeopleSoft Mobile Expenses and Mobile Approvals now available in FSCM 9.1

Oracle is pleased to announce the release of two new applications, PeopleSoft Mobile Expenses and PeopleSoft Mobile Approvals, which are now generally available in PeopleSoft FSCM 9.1. These are the first two of many upcoming applications designed and built to cater directly to the mobile workforce by providing user-friendly access to key business functions on a smartphone or tablet.

Enter and Submit Expenses Anytime, Anywhere

PeopleSoft Mobile Expenses provides the ability to enter employee expense reports quickly and easily, for busy travelers on the go. The contemporary, streamlined user interface is optimized for mobile devices (that support HTML 5), such as tablets or smartphones, and provides a simple-to-use tool for capturing expenses as they are being incurred, submitting expense reports while waiting at the airport, approving your employees’ expense reports, and more. And since it is part of the PeopleSoft Mobile Applications suite, you don’t have to wait until you return home or to the office, which can lead to improved efficiencies.

The user interface and gesture actions (for example, swipe, touch, and so on) will be immediately familiar to mobile device users, and is specifically targeted to keep the experience as streamlined as possible for just the tasks you need to get to while on the go. In addition, PeopleSoft Mobile Expenses leverages all of the powerful expense policy compliance tools delivered by PeopleSoft Expenses, contributing to reduced spend and increased efficiency throughout your organization.

PeopleSoft Mobile Expenses is integrated directly with PeopleSoft Mobile Approvals, so managers can quickly approve submitted expense reports in addition to entering or reviewing their own expenses.

Manage Approvals Anytime, Anywhere

PeopleSoft Mobile Approvals improves productivity and keeps business moving forward when your users are on the go without comprising business imperatives and operational policies. This innovative solution is delivered using the latest HTML 5 technology to allow customers to manage their critical tasks anytime through any device. PeopleSoft Approvals enables your users to approve transactions through the desktop, smart phones or tablet devices. This will speed up the approval process thus avoiding potential late payment penalties and supports early payment discounts for invoices.

For more information, please watch the Video Feature Overviews (VFO) available on YouTube (links below) or contact your application sales representative.

PeopleSoft Mobile Expenses
PeopleSoft Mobile Approvals

The PeopleSoft Mobile Applications 9.1 documentation update for Bundle 23 is available under MOS Document ID 1495035.1.

Tuesday Jan 03, 2012

Extend Business Processes with New PeopleSoft Forms and Approval Builder Capabilities

Released in early 2011, PeopleSoft Forms and Approval Builder is a tool for business analysts to develop and deploy electronic forms that facilitate and extend organizations’ business processes. Forms and Approval Builder enables the replacement of paper and email-based forms with auditable, electronically approvable transactions that look and act like a PeopleSoft application page. In PeopleSoft Enterprise Components 9.1 Bundle #2 2011, you will find several new Forms and Approval Builder capabilities that help you quickly and inexpensively tailor business processes.

Copy Form Data to an Existing PeopleSoft Transaction via the Component Interface Field Mapper

To seamlessly copy data from a form to an existing PeopleSoft transaction and thereby eliminate dual data entry, Forms and Approval Builder now offers you the option to map fields within a form to PeopleSoft Component Interface Properties. This feature is designed to streamline and tailor transaction flows. For example, you could use this feature to provide salespeople a form for submitting essential new deal information to the contract administration team. After receiving a completed form from the sales team, a contract administrator could review the form and push a button to automatically populate data fields in the existing PeopleSoft Contracts contract entry component with values from the form. In most organizations there are dozens, if not hundreds, of other opportunities to extend business processes with the Forms and Approval Builder.

Taking advantage of this new capability simply requires an analyst, who has some familiarity with PeopleSoft Component Interfaces, to use the new facility in Forms and Approval Builder to map a form’s fields to fields in one or more existing Component Interfaces.

Insert Form Section Rules, Headers, and Images.

Form usability is further enhanced with the new Section field Use Type, which provides you with an HTML editor to enable the creation of form section rules, section headers, and images. You can now guide your users through completing each section of the form by entering inline headers and instructions.

Simplifying Navigation of a Form with the use of Form Headers and Form Sections

Utilize the new Dynamic Prompting Capabilities.

When people enter appropriate data on a form, everyone’s life is easier. Improving the quality of what people enter often involves being able to limit the options for a prompt field based upon a selection made in a previous field. Well, Forms and Approval Builder has been enhanced with support for dynamic prompting, which allows you to control the data that appears in a prompt based upon the selection of other text, code, or prompt field values.

For example, if a user selects a business unit from a prompt on one of your custom forms, you can limit the Project IDs shown in the next prompt to only those within the selected Business Unit. Then, you can limit the Activity IDs shown in the Activity ID prompt to only those belonging to the selected Project ID and Business Unit. This new functionality makes your custom forms behave like a real application, not like a static paper form.

Lockdown the Form after Submission or Approval

Enhanced security is provided by giving you the option to lockdown the data in a form either after it has been submitted, after it has been approved, or not at all. This security gives you the flexibility to tightly manage processes that require it and offer more interactive collaboration for forms where control is not a priority.

Start Using It Today

Since there is no additional cost for Forms and Approval Builder, it could make a lot of sense for your organization to start using it in your PeopleSoft HCM and/or FSCM 9.1 environments today.

About

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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