Building a Workflow Model with Conditional Stages

In this section, you create a workflow task to set up a financial account in the General Ledger.

1. On the Home tab, select the Administer task group.

   

2. In the New drop-down list, select Workflow Task.

   

   The New Workflow Task tab is displayed.

   

3. Enter the following values for the new workflow task:

   • Name: GL Account Setup
   • Label: GL Account Setup (this is the default value)
   • Instructions: Set up a financial account in the General Ledger.
   • Action Type: Update
     Note that there are no default properties selected for the Update action type.
   

4. On the Properties tab, verify that System is selected in the Property Category drop-down list, select the Description, Name, and Parent Node properties, and then click the Select button ( ) to select the properties.

   

5. On the Properties tab, from the Property Category drop-down list select Oracle General Ledger.

   

6. In the Available list, select the Account Type, Allow Posting, Allow Budgeting, Enabled, End Date, Start Date, and Financial Category properties. Click the Select button ().

   

7. In the Action column for the Description property, click the Edit button ().

   

8. Select the Required option. Notice that the Editable option is selected automatically.

   

9. Click the Update button ().

   

10. Repeat steps 7 through 9 to configure the Editable option and the Required option for the remaining properties as specified in the following table:

    Label	Editable	Required
    Name	True	True
    Parent Node	False	False
    Account Type	True	True
    Allow Posting	True	True
    Allow Budgeting	True	True
    Enabled	True	True
    End Date	True	False
    Start Date	True	False
    FInancial Category	True	False

    

11. Reorder the selected properties list:

    • Select the Name property and click the Move Up button () to place it to the top of the list.

    • Select the Start Date property and click the Move Up button () to place it before the End Date property in the list.

    

12. Click the Save button ().

    The workflow task is saved and the tab is renamed to GL Account Setup.

    

13. Close the GL Account Setup tab. You are navigated back to the Home tab displaying the Administer task group.

    

In this section, you create a workflow task to insert a financial account into the All Accounts hierarchy.

1. On the Home page for the Administer task group, select Workflow Task from the New drop-down list.

   

   The New Workflow Task tab is displayed.

   

2. Enter the following values for the new workflow task:

   • Name: Insert Financial Account
   • Label: Insert Financial Account (this is the default value)
   • Instructions: Insert a financial account into the All Accounts hierarchy.
   • Action Type: Insert
   

3. On the Properties tab, verify that the Parent Node property is selected.

   

4. On the Properties tab, from the Property Category drop-down list select Financial Management.

   

5. In the Available list, select the Account Type, Alias, Custom 1 Top Member, Enable Custom 1 Aggregation, Security Class, and Uses Line Items properties. Click the Select button ().

   

6. Configure the Editable option and the Required option for the selected properties as specified in the following table:

   Label	Editable	Required
   Parent Node	True	True
   Account Type	True	False
   Alias	False	False
   Custom 1 Top Member	True	False
   Enable Custom 1 Aggregation	True	False
   Security Class	True	False
   Uses Line Items	True	False

   

7. Click the Save button ().

   The workflow task is saved and the tab is renamed to Insert Financial Account.

   

8. Close the Insert Financial Account tab. You are navigated back to the Home tab displaying the Administer task group.

   

In this section, you create a workflow task to update property values for Planning and Budgeting.

1. On the Home page for the Administer task group, select Workflow Task from the New drop-down list.

   

   The New Workflow Task tab is displayed.

   

2. Enter the following values for the new workflow task:

   • Name: Update Planning
   • Label: Update Planning (this is the default value)
   • Instructions: Update property values for Planning and Budgeting.
   • Action Type: Update
     Note that there are no default properties selected for the Update action type.
   

3. On the Properties tab, from the Property Category drop-down list select Planning.

   

4. In the Available list, select the Account Type, Aggregation (Plan 1), Alias, Data Storage, Data Type, Exchange Rate Type, Formula, Skip Value, Smart List, Source Plan Type, Time Balance, Two Pass Calculation, User Defined Attribute, Valid for Plan (Plan 1), and Variance Reporting properties. Click the Select button ().

   

5. Configure the Editable option and the Required option for the selected properties as specified in the following table:

   Label	Editable	Required
   Account Type	True	True
   Aggregation (Plan 1)	True	False
   Alias	False	False
   Data Storage	True	False
   Data Type	True	False
   Exchange Rate Type	True	False
   Formula	True	False
   Skip Value	True	False
   Smart List	True	False
   Source Plan Type	True	False
   Time Balance	True	False
   Two Pass Calculation	True	False
   Use Defined Attribute	True	False
   Valid for Plan (Plan 1)	True	False
   Variance Reporting	True	False

   

6. Click the Save button ().

   The workflow task is saved and the tab is renamed to Insert Update Planning.

   

7. Close the Update Planning tab. You are navigated back to the Home tab displaying the Administer task group.

   

1. On the Home page for the Administer task group, select Workflow Model from the New drop-down list.

   

   The New Workflow Model tab is displayed. On the Workflow Stages tab, note that there are two default stages (Submit and Commit) that are required in every workflow model.

   

2. Enter the following values for the new workflow task:

   • Name: New Financial Account - Conditional
   • Label: New Financial Account - Conditional (this is the default value)
   • Description: Define a new financial account for general ledger accounting purposes.
   • Request Duration: 5
   • Claim Duration: 1
   • Hidden: unchecked
   

The Submit stage is always the first stage of a workflow model; it defines the initial request items to be included in a request.

1. For the Submit stage in the Action column, click the Edit button ().

   The Submit stage row is enabled for editing.

   

2. On the Stage tab, configure the Submit stage using the following values:

   • Label: Define Financial Account
   • Task: Add Financial Account
   • Re-Approval: All (a pushed back request must be approved by all stages after it)
   • Notify: Assignees (users assigned to the stage are notified of activity in that stage)
   • Separation of Duties: unchecked
   
   

   

3. On the Node Access Groups tab, select Vision Workflow.

   

4. Click the Update button () to save the changes.

   

The first Enrich stage enables the user to set values for request item properties, Allow Posting and Allow Budgeting, that control which workflow stages the request must go through in order to be commited to the version.

1. Click Add Stage.

   

2. On the Stage tab, configure the new stage using the following values:

   • Label: General Ledger Setup
   • Workflow Method: Any Group (any group assigned can approve, only one approval required)
   • Type: Enrich (users can approve or reject the request as well as edit it)
   • Task: GL Account Setup
   • Re-Approval: All (a pushed back request must be approved by all stages after it)
   • Notify: None
   • Separation of Duties: unchecked
   
   

   

3. On the Node Access Groups tab, select W_ApproveAccount.

   

4. Click the Update button () to save the changes.

   

Two conditional Enrich stages, Insert into Consolidations and Update Planning Application, define the workflow path of the request based on values set for the Allow Posting and Allow Budgeting properties in the first Enrich stage. 

1. Click Add Stage. On the Stage tab, configure the new stage using the following values:

   • Label: Insert into Consolidations
   • Workflow Method: Any Group
   • Type: Enrich
   • Re-Approval: All
   • Task: Insert Financial Account
   • Notify: None
   • Separation of Duties: unchecked
   
   

   

2. On the Node Access Groups tab, select Consolidation Workflow.

   

3. On the Condition tab, configure the stage condition that evaluates the Allow Posting property value that is managed by the Enrish user in the General Ledger Setup stage. From the Type drop-down list, select Property Criteria to and click Add. Select Allow Posting from the Property list, Equal from the Operator list, type True in the Value field, and click the Update button ().

   

4. The stage is also configured with the Enter Stage conditional action. If request items in a request meet the condition, the request will enter the stage and the Insert Financial Account task is performed. Otherwise, the request will skip the stage and proceed to the next stage in the workflow.

   

5. Click the Save button ().

   

6. Click Add Stage. On the Stage tab, configure the new stage using the following values:

   • Label: Update Planning Application
   • Workflow Method: Any Group
   • Type: Enrich
   • Re-Approval: All
   • Task: Update Planning
   • Notify: None
   • Separation of Duties: unchecked

   On the Node Access Groups tab, select Planning Workflow.

   On the Condition tab, configure the stage condition that evaluates the Allow Budgeting property value that is managed by the Enrish user in the General Ledger Setup stage. From the Type drop-down list, select Property Criteria to and click Add. Select Allow Budgeting from the Property list, Equal from the Operator list, type True in the Value field, and click the Update button ().

   

7. From the Action drop-sown list, select Split Request Items to configure the stage so that request items in a request that meet the condition will be split into a separate request which will enter the stage. Any request items that so not meet the stage condition will stay in the original request and the request will skip the stage and immediately proceed to the next stage.

   

8. Click the Save button ().

   

The Commit stage is always the last stage of the workflow model; it is used for final approval and commitment of all performed workflow tasks.

1. For the Commit stage in the Action column, click the Edit button (). On the Stage tab, configure the Submit stage using the following values:

   • Label: Commit Financial Account
   • Workflow Method: Any Group
   • Notify: Participants (previous participants of the request are notified)
   • Separation of Duties: selected(prevents any participating user in a previous stage from claming the request and requires a separate user in the stage to approve the request)
   
   

   

2. On the Node Access Groups tab, select COA Manager Workflow and click the Update button () to save the changes.

   

3. Click the Save button ().

   The workflow model is saved and the tab is renamed to New Financial Account - Conditional.