To search for notifications:Use the Notifications administrator page to search for and access notifications sent to your users.
Note: You must have workflow administrator privileges to access other users' notifications in the Notifications page. If you do not have administrator privileges, you can only search for and access your own notifications. Workflow administrator privileges are assigned in the Workflow Configuration page. See: Setting Global User Preferences.
Note: If you want users to be able to search for their notifications through this page, you can give them access to this page from any responsibility you choose. See: Adding Worklist Functions to User Responsibilities.
If you take action on another user's notification, such as responding to, reassigning, or closing the notification or requesting more information, then Oracle Workflow updates the notification's action history to show that you performed that action.
Note: To respond to a notification that requires an electronic signature, you must be logged in as the intended recipient. You cannot respond to a notification that requires a signature when you are accessing another user's notifications, because in this case the user responding will not match the intended recipient, so authorization will fail.
However, if you need to act on another user's notifications for administrative reasons, you can reassign notifications that require signatures to yourself, and then submit responses to those notifications using your own signature.
To search for notifications:Navigate to the Notifications page by selecting Administration in the top level menu for the Oracle Workflow administrator Web pages and then selecting the Notification Search tab.
Search for the notifications you want to access. The following search criteria are available only if you have workflow administrator privileges:
Notification ID - Enter the numerical notification ID for a specific notification. Note that if you specify a notification ID, all other search criteria are ignored.
Owner - Select the role that owns the notifications.
Note: If an administrator has configured restrictions for the user list of values, then only the values to which you have access appear in the list. See: Configuring the Oracle Workflow User List of Values.
To - Select the role to which the notifications were sent.
Note: If an administrator has configured restrictions for the user list of values, then only the values to which you have access appear in the list. See: Configuring the Oracle Workflow User List of Values.
Note: Usually, the Owner role and the To role for a notification are the same. However, you can specify different roles in the Owner field and the To field to search for notifications that were reassigned in Delegate mode. See: Setting the WF: Notification Reassign Mode Profile Option.
The following search criteria are always available:
From - Select the role from which the notifications were sent. The From role for a notification is determined by the #FROM_ROLE message attribute. See: #FROM_ROLE Attribute.
Note: If an administrator has configured restrictions for the user list of values, then only the values to which you have access appear in the list. See: Configuring the Oracle Workflow User List of Values.
Status - Select the status of the notifications. You can search for notifications that are open, closed, or canceled, or to which an invalid reply was submitted, or choose All to display notifications in any status.
Workflow Type - Select the workflow item type to which the notifications belong. The display name for the workflow type you select populates the Workflow Type field, and the internal name for the workflow type you select populates the Type Internal Name field.
Type Internal Name - Enter the internal name of the workflow type to which the notifications belong, if you want to enter the internal name directly instead of selecting a value.
Subject - Enter the subject line of the notifications. This field is case-sensitive. You can use the percent sign (%) as a wildcard character to search for a partial subject line value.
Sent - Choose Today, This Week (last seven days), Last 2 Weeks (last fourteen days), Last 30 Days, Last 60 Days, or Any Time to specify when the notifications were sent. All the sent date ranges include the current date; for example, Last 2 Weeks includes today as well as the previous thirteen days.
Due Date - Choose Last 2 Weeks (last fourteen days), This Week (last seven days), Today, Next 2 Weeks (next fourteen days), Next 30 Days, Next 60 Days, or Any Time to specify when the notifications should be completed. All the due date ranges include the current date; for example, Next 2 Weeks includes today as well as the next thirteen days.
Priority - Select High, Normal, or Low as the notification priority, or choose All to display notifications of any priority.
Note: If you have workflow administrator privileges, you must enter at least one of the following criteria when you search in order to limit the size of the results list.
Notification ID
Owner
To
From
To view and respond to a notification in the Notification Details page, select the notification subject link in the Subject column, or select the notification and then select the Open button. See: To View the Details of a Notification.
To manage requests for more information about a notification, select the More Information Request button in the Notification Details page. See: To Manage Requests for More Information.
To collectively reassign a group of notifications, select the notifications you want and select the Reassign button, the Delegate button, or the Transfer button.
The Reassign button appears if you have access to reassign notifications to another user either by delegating the notifications or by transferring complete ownership of the notifications.
The Delegate button appears if you only have access to delegate the notifications.
The Transfer button appears if you only have access to transfer ownership of the notifications.
See: To Reassign a Notification to Another User and Setting the WF: Notification Reassign Mode Profile Option.
Note: A workflow may include special logic to restrict reassignment of notifications. If any of the notifications that you selected are restricted in this way, Oracle Workflow displays an error message when you select the Reassign, Delegate, or Transfer button. In this case you should deselect the restricted notifications before performing the reassignment.
However, users with workflow administrator privileges can reassign even restricted notifications.
See: #HIDE_REASSIGN Attribute.
If a workflow administrator has enabled the Respond button on this page, you can respond to a group of notifications collectively. To do so, select the notifications you want and select the Respond button. The notifications must all belong to the same workflow type and message definition so that the response values you provide will match all the notifications in the group.
Note: You can only use the Respond button to respond to notifications that are open, require a response, do not require a digital signature, and do not contain a request from another user for more information about another notification. To respond to notifications that require a digital signature or that contain a request for more information, you must access the notifications individually through the Notification Details page.
See: To Respond to a Group of Notifications and Setting the WF: Enable Bulk Notification Response Profile Option.
Note: If you select only one notification before choosing the Respond button, Oracle Workflow displays the Notification Details page for that notification rather than the Respond to Notifications as Group page. See: To View the Details of a Notification.
To collectively close a group of FYI notifications, select the notifications you want and select the Close button. In the confirmation page, choose Apply.
Note: You can only use the Close button to close notifications that are open and do not require a response.
To manage requests for more information:From the Notifications administrator page, navigate to the Notification Details page for the notification you want to administer.
Select the More Information Request button.
In the Request Information page, select the action you want to perform.
Request More Information - Submit a request for more information about this notification.
Note: If the recipient or an administrator has already requested more information about this notification, then the initial request is canceled and replaced by your new request.
Note: When you, as an administrator, submit a request for more information about a notification owned by another user, you are acting as a proxy on behalf of that user. Consequently the answer to the request will not be sent to you, but to that user; that is, to the recipient of the original notification.
Manage Existing Request - If the recipient or an administrator has already requested more information about this notification, answer the request or transfer the request to another user.
If you choose to request more information, follow these steps.
Use the Request More Information From option to specify the user or role from whom you want to request information.
To specify another user or role previously involved in this workflow process, select the Workflow Participant option and select the user or role you want from the pull-down menu. This list includes users who have participated in this workflow process or its parent process, and may also include additional users designated as participants for this message. See: #MORE_INFO_PARTICIPANTS Attribute.
To specify any user listed in the directory service, select the Any User option, and select a type of user or role. Then select the user or role you want within that type.
Note: If an administrator has configured restrictions for the user list of values, then only the values to which you have access appear in the list. See: Configuring the Oracle Workflow User List of Values.
Enter details about what information you are requesting in the Information Requested field.
Select the Submit button.
If you choose to manage an existing request, follow these steps.
To answer the request, select the Answer Request for More Information option, enter the information you want to provide in the Comments field, and choose the Submit button.
To transfer the request to another user, select the Transfer Request for More Information option. In the Assignee fields, select the type of user or role to which you want to reassign the request. Then select the user or role you want within that type. Enter any additional comments, and choose Submit.
Note: If an administrator has configured restrictions for the user list of values, then only the values to which you have access appear in the list. See: Configuring the Oracle Workflow User List of Values.