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Workflow
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Contains:
PeopleTools Workflow in detail
Setup & Configuration
Backend Setup related to Workflow
PIA Setup related to Workflow
Security Setup related to Workflow
Final Testing and Results
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Table of Contents
Table of Contents ........................................................................................................................................................ 8
Chapter 1 - Introduction ........................................................................................................................................... 10
Structure of this White Paper
Related Materials
Chapter 2 - What is PeopleTools Workflow ........................................................................................................... 11
Overview
Designing Workflow
Chapter 3 - Workflow/SMTP Configuration ........................................................................................................... 13
Settings in psappsrv.cfg file to enable SMTP
Settings in psprcs.cfg file to enable SMTP
Settings in PIA to enable SMTP
Chapter 4 - Testing the tools workflow .................................................................................................................. 17
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Chapter 1 - Introduction
This White Paper is a practical guide for technical users, installers, system administrators, and programmers who
implement, maintain, or develop applications for your PeopleSoft system. This White Paper discusses guidelines
on how to configure PeopleTools Workflow, its security setup and final testing.
Much of the information contained in this document originated within the PeopleSoft Global Support Center and is
therefore based on "real-life" problems encountered in the field.
RELATED MATERIALS
This paper is not an implementation guide to PeopleTools Workflow. It is assumed that our readers are experienced
IT professionals, with a good understanding of SMTP and Workflow. To take full advantage of the information
covered in this document, it is recommended that to have a basic understanding of Workflow, Security, Application
Designer and how to use PeopleSoft applications.
This document is not intended to replace the documentation delivered with the PeopleTools 8.4x or 8.4x
PeopleBooks. It is recommended that prior to read this document, read the Workflow related information in the
PeopleTools PeopleBooks to ensure to have a well-rounded understanding of PeopleSoft Workflow technology.
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DESIGNING WORKFLOW
Workflow implementation depends on the Organization and User needs. There could be multiple scenarios for
which an Organization needs to implement Workflow. There are eight basic steps on how to design and implement
Workflow as per specific needs. Following is the overview on these eight steps as these are not covered in detail in
this White paper being user specific in nature. Detailed information on these steps can be reviewed in PeopleTools
PeopleBook:
Enterprise PeopleTools 8.4x PeopleBook: Workflow Technology
Overview of Implementation Steps
1. Designing a Workflow Application
Designing a workflow application can include three main steps:
Document the workflow object attributes for business processes, activities, steps, events, and email and
worklist routings.
If the applications required for your workflow do not already exist, build the definitions that you need for
fields, records, pages, components, and menus.
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Create the workflow maps comprising the steps, activities, and business processes required for your
workflow as determined in step one.
Define the roles and the role users, including any Query roles, required for your workflow.
Create a record definition that will be used to store all of the application-specific information for the worklist.
This is the step in which you define the workflow application. You enter each of the objects onto a business
process definition in Application Designer as determined in step one.
Define the business rule in PeopleCode on the triggering application record definition.
8. Test
Test your workflow, or use the workflow monitoring tools in Workflow Administrator to validate worklist
routing results.
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SETTINGS IN PIA
Workflow settings in PIA are essential to enable Workflow online.
Navigate to PeopleTools>> Workflow>>Defaults & Messages>> Set Workflow Defaults, and make sure the
Email Active checkbox is checked.
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Next, add email ID to an existing User Profile, PeopleTools > Security > User Profiles. Then Verify the
Worklist user routing preference is checked under the Workflow tab.
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Enter subject and message in the box provided and hit save.
User will get Email proving that the SMTP setup is correct.
Open the Peoplecode action of the step created by default by double clicking on it.
==========================
Local string &MAIL_CC, &MAIL_TO, &MAIL_BCC, &MAIL_SUBJECT, &MAIL_TITLES, &MAIL_TEXT,
&MAIL_FILES, &MAIL_FROM, &REPLYTO, &SENDER;
Local number &MAIL_FLAGS;
&MAIL_FLAGS = 0;
&MAIL_TO = "Replace with Receivers Email Address";
&MAIL_CC = "";
&MAIL_BCC = "";
&MAIL_SUBJECT = "Replace with appropriate Subject line ";
&MAIL_TEXT = "Replace with Email text";
&MAIL_FILES = "";
&MAIL_TITLES = "";
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&MAIL_FROM = "";
&MAIL_SEP = ";";
&CONTTYPE = "";
&REPLYTO = "";
&SENDER = "";
&RET = SendMail(&MAIL_FLAGS, &MAIL_TO, &MAIL_CC, &MAIL_BCC, &MAIL_SUBJECT, &MAIL_TEXT,
&MAIL_FILES, &MAIL_TITLES, &MAIL_FROM, &MAIL_SEP, &CONTTYPE, &REPLYTO, &SENDER);
If &RET <> 0 Then
MessageBox(0, "", 0, 0, "Return code from SendMail=" | &RET);
End-If;
After saving SendMail code in Application Engine program, save the AppEngine with relevant name like
AE_SendMail.
Add a new value as Process Type = Application Engine and Process Name = AE_SendMail. Make sure
to keep process name exactly same of the Application Engine created in AppDesginer.
In the newly created AE_SendMail process, access the Process Definition Options tab.
Under the Process Security heading, mention Component as PRCSMULTI and Process Group as
TLSALL. By selecting component as PRCSMULTI, we are assuring that this AppEngine process will
show up in Sample process requests to test.
2. Navigate to Process Scheduler>>System Process Requests and add new Run control id.
3. Click on the Run button to access the process requests page.
4. Select the newly created AE_SendMail process, its type and format and hit OK.
5. Go to Process Monitor page and view the status of process. Hit refresh to get the latest status until it comes
to Success and Posted.
6. Once the process goes to Success, you will notice that email goes to the intended user id mentioned in
&MAIL_TO flag of the SendMail code.
Please Note: By following the same steps, we can use MCFOutBoundEmail code also to send emails. From
PeopleTools 8.49.13 onwards, MCFOutBoundEmail is by default used in the notifications generated by system.
To use it through Application Engine program, follow the same process as SendMail and use the following code:
================
import PT_MCF_MAIL:*;
Local PT_MCF_MAIL:MCFOutboundEmail &eMail = create PT_MCF_MAIL:MCFOutboundEmail();
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/*&eMail.From = &FromAddress;
&eMail.Recipients = &ToList;
&eMail.Subject = &Subject;
&eMail.Text = &MailBody;
*/
&eMail.SetSMTPParam("mail.debug", "true");
&eMail.From = "Senders email address";
&eMail.Recipients = "Receivers email address";
&eMail.Subject = "Test for MCFOutBound";
&eMail.Text = "Test";
Evaluate &resp
When %ObEmail_Delivered
&done = True;
Break;
When %ObEmail_NotDelivered
&done = False;
Break;
When %ObEmail_PartiallyDelivered
&done = True;
Break;
When %ObEmail_FailedBeforeSending
&done = False;
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Break;
End-Evaluate;
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Fill in the required fields as mentioned below and hit OK to send Notification:
To
Enter the user names or email addresses of those who need to take action. This field can contain
one or more email addresses or user names separated by a semicolon.
CC (carbon
copy)
Enter the names or email addresses of CC recipients, who are made publicly aware of the
notification.
BCC (blind
carbon copy)
Enter the names or email addresses of BCC recipients, who are made aware of this notification
privately.
Priority
Select a priority level for the notification: low, medium, or high. This priority is reflected in the
notification only if the %NotificationPriority variable is in the template text.
Subject
Enter the topic or a brief description of the notification. The subject value may appear by default from
a template, but you can edit it.
Template
Text
Displays the template text, which is based on a predefined notification template. The text in this field
is sent in the language of the recipient. However, the notification template has to be defined with
template text for each language.
Message
Enter your own comments. The message text is sent in the language of the sender.
Lookup
Recipient
Click to access the Lookup Address page. Enter the first characters of a recipient and click Search
to receive a list of people who match your search. To use someone as a recipient, select the check
box for the type of recipient (To ,cc, bcc) and click Add to Recipient List.
Delivery
Options
The check boxes are populated based on the delivery options that are defined in the recipient's user
profile. The Worklist check box is unavailable for external email addresses.
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Please note that Notify button is available on almost all the pages within application. Notification can be sent from
any page but the template used from different pages is different. Templates are described later in this document.
SMTP GUARANTEED
There are many instances where an email cannot be sent or an email server is down. Previously we use to send an
email and if it fails there was no way to recover the same email.
Using Integration Broker, there is an advantage of retry, keeping a log of what went out and fix any issues later to
make the email go trough. Instead of sending the email server, Publish this as a message to the local gateway.
The Message Subscription peoplecode EMAIL_GUARANTEED picks up the message and try to send using
SendMail peoplecode function. Check Message Active , Default Local Node should have an Outbound Async
Transaction for EMAIL_MSG and is active , Message Channel is running , and other Email checks defined
previously
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BUSINESS PROCESS
1. Business Process - Workflow maps that provide a visual overview of the activities involved in a procedure.
All the blue icons shown above in Business Process are different Activities which will constitute Workflow.
ACTIVITY
2. Activity - Workflow map showing the individual steps, events, and routings that comprise a complete activity in a
business process.
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Example shown above is of SendNote Activity which is responsible to send Worklists and Emails from
PeopleTools Workflow (As mentioned in Testing Workflow earlier).
STEPS
3. Steps are elements within activities and represent the level at which the user interacts directly with application
pages. Steps are elements within activities and represent the level at which the user interacts directly with
application pages.
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EVENTS
4. Events represent specific transactions that can occur in the page that is connected to the event. For example,
there are several possible events on a page where managers approve orders. The manager can approve or deny
the order or send the order back to the employee for changes. Each event requires routings to inform the next
person in the chain (a buyer, an additional approver, or the employee who submitted the original order) about what
must happen next.
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Please note the Active checkbox should be checked in order to make this Activity alive.
ROUTINGS
5. Routings specify where the information goes and what form it takes: email message or worklist entry. Routings
make it possible to deploy applications throughout the enterprise. They work through the levels and departments of
an enterprise to bring together all of the roles that are necessary to complete complex tasks.
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Further it has attributes which defines how this will be activated and worked:
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Worklist Record
- Used to store the Search keys for the Page
Worked By
- The next Activity in the Business Process , we considers Step 1 , Path 1 as the first step
Pooled List
- When more than one user can work on the same Worklist Item
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Reassignable
- The user can use the Reassign button in Worklist Page
It also has the field mappings based on which this will be logged to intended user along with Subject etc:
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Worklist Record
- This record needs to have all the search key fields required by the target component and any extra
filed for display purposes
Add Map
- Under Filed Name we see the list of fields defined in the Worklist record
- By Mapping the Application Developer is letting the PeopleSoft system know where to get values from
.The values should be available in current Component Buffer
OPRID
- Notice OPRID is not defined in the Worklist Record ? What is this
- This is the filed which decides who the user / users the worklist needs to be routed to
Record Field
- At the run time the Worklist is sent to the User in this record field
- This field when not in Level0 can result in a multiple be routed to multiple users
Constant
- Always routes to a fixed person
Role
- Resolves a list of users from the Role
- Can be a Query based Role
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TABLES
Worklist Table:
PSWORKLIST table stores all worklist information and linked to Worklist Record to create a worklist entry
Every worklist entry has business process , Activity , Event and Worklist Name store
TRANSACTIONID is same as Instance ID but when the worklist is Pooled all the users who have
received a pooled worklist in the same transaction will same traction ID
PREVOPRID is noted when the worklist is reassigned , all dates are self explanative
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Application Developer
PeopleSoft System
Creates Activity
PSACTIVITYDEFN
PSBUSPROCITEM
PSSTEPDEFN
PSBUSPROCITEM
Adds Events
PSEVENTDEFN
PSBUSPROCITEM
PSBUSPROCITEM
Defines Mapping
PSBUSPROCDEFN
Add Activities
PSBUSPROCITEM
TriggerBusinessEvent
PeopleCode
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VIRTUAL APPROVER
Approval rule sets are PeopleSoft Application Designer definitions that are similar in appearance to workflow maps.
Approval rule sets reference business processes, but they are not embedded within business processes (unlike
activities, which are part of business processes). That is, approval rule sets are not represented by physical icons
on workflow maps.
Instead, approval rule sets are separate definitions that are referenced by Workflow PeopleCode. Specifically,
Virtual Approver finds the next approver by calling Virtual_Approver() and then sends that person a workflow
notification by calling VirtualRouter(). You use different PeopleCode to trigger Virtual Approver than you use for
other workflow events, but the function of the PeopleCode is the same: to identify the next users and to send them
notifications.
Employees can approve purchases up to a given amount, based on their level in the organization:
supervisors can approve up to 500 USD, managers up to 5000 USD, and so on.
All product improvement requests are approved by both a manufacturing representative and a safety
inspector.
If an item requires a vice presidents approval, bypass the usual step of manager approval.
Business rules like these are usually incorporated into Workflow PeopleCode programs. Logical statements in the
PeopleCode check the data on the page, such as the page where employees enter purchase requests, to determine
whether the conditions are right for entering a work item into the workflow.
With approval rule sets, approval rules are defined on a graphical map.
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This is a simple two step Approval rule set where approval will go in two phases:
1. Supervisor Approval:
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Rules setup for Supervisor to approve i.e. Monetary rules and Business Units assigned:
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Maximum 5 Rules
Route Control - Defines the route control and mapping of the binding variable
SQL Object - Defines the SQL Object and mapping of the bind variables
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A) On Pre-Approved
B) On Deny
C) On Recycle
2. Manager Approval:
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APPLICATION SERVER
Application Server Log and Trace files:
1. APPSRV_MMDD.log file
PSSUBHND_dflt.5764 (3) [12/01/09 16:12:13 SubConProcess](5) SMTP [tx]: mail from: <abc@xyz.com>
//This line shows the sender of the email
PSSUBHND_dflt.5764 (3) [12/01/09 16:12:13 SubConProcess](5) SMTP [tx]: rcpt to: <aaa@xyz.com>
//This line shows the receiver of the email
PSSUBHND_dflt.5764 (3) [12/01/09 16:12:14 SubConProcess](5) SMTP [tx]: Content-type: text/plain;
charset=UTF-8
// This line shows the content type like text/plain or text/html and the charset used.
PSSUBHND_dflt.5764 (3) [12/01/09 16:12:15 SubConProcess](5) SMTP [rx]: 250 2.6.0 Message accepted for
delivery
// This line shows that the message has been accepted without any error
PSSUBHND_dflt.5764 (3) [12/01/09 16:12:15 SubConProcess](5) SMTP [tx]: quit
// After receiving the message, SMTP server quits the connection
PSSUBHND_dflt.5764 (3) [12/01/09 16:12:15 SubConProcess](5) SMTP [rx]: 221 2.0.0 acsmt356.xyz.com
Closing connection
// This shows that connection is closed by sender SMTP server
PSSUBHND_dflt.5764 (3) [12/01/09 16:12:15 SubConProcess](5) SMTP [ex]: close socket => Ok
// This shows that connection is fully closed.
PS: If there will be any error in delivery of email or SMTP connections, it will be listed in the logs mentioned
above.
Following is the clarification of special notations against SMTP:
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3. SMTP.log
[2008-08-20 20.24.58] Mail from xxx@yyy.com to xxx@zzz.com with subject test was successful.
[2008-08-22 14.51.15] Mail from xxx@yyy.com to xxx@zzz.com with subject WF test was successful.
[2008-08-25 21.31.46] Mail from xxx@yyy.com to xxx@zzz.com with subject test was successful.
[2008-08-25 21.47.36] Mail from xxx@yyy.com to xxx@zzz.com with subject Test was successful.
[2008-08-25 21.55.43] Mail from xxx@yyy.com to xxx@zzz.com with subject Notification Test was successful.
[2008-08-26 21.22.22] Mail from xxx@yyy.com to xxx@zzz.com with subject Notification Test was not
successful.
Review APPSRV.LOG (Tracing Level 3) for further details.
PS: SMTP.log will only be initiated if there will be any Notification is involved in the transaction. It will not be
logged if transactions are done through normal PeopleTools Workflow.
PROCESS SCHEDULER
Process Scheduler log and Trace file:
1. SCHDLR_MMDD.log - Similar information is logged in Scheduler log file also as logged in Application
Server log file. The only difference here is that Workflow is initiated through Process Scheduler.
2. SMTP.log Similar information is logged as logged in Application Servers SMTP.log file.
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Each statement(2048)
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CUSTOMER VALIDATION
PeopleSoft is working with PeopleSoft customers to get feedback and validation on this document. Lessons
learned from these customer experiences will be posted here.
FIELD VALIDATION
PeopleSoft Consulting has provided feedback and validation on this document. Additional lessons learned from
field experience will be posted here.
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