To View Notifications from the Advanced Worklist:The Worklist pages let you view and respond to your notifications using a Web browser. The Advanced Worklist provides an overview of your notifications, from which you can drill down to view an individual notification in the Notification Details page. You can also reassign notifications to another user, request more information about a notification from another user, respond to requests for information, and define vacation rules to handle notifications automatically in your absence.
Oracle Workflow also provides the Personal Worklist, which includes additional options to specify what notifications to display in your Worklist and what information to display for those notifications. Before you can use the Personal Worklist, your system administrator must give you access to it.
Additionally, Oracle Workflow provides the Notification Search page, which lets you enter search criteria to locate particular notifications. This page is included in Oracle Workflow administrator responsibilities by default. Before you can use the Notification Search page from other responsibilities, your system administrator must give you access to it. See: Adding Worklist Functions to User Responsibilities and Searching for Users' Notifications.
Some Worklist pages include a From column that shows the role from which the notification was sent.
If this notification was reassigned through the Worklist web pages, the From column shows the user who reassigned the notification to the current recipient.
If this notification is a request for more information, the From column shows the user who sent the request.
If this notification is a response providing more information, the From column shows the user who sent the response.
Additionally, the From role for a notification may be set by special logic in the workflow process. See: #FROM_ROLE Attribute.
The Oracle E-Business Suite proxy user feature also lets you grant access to your worklist to another user. That user can then act as your proxy to handle the notifications in your list on your behalf. You can either grant a user access for a specific period or allow the user's access to continue indefinitely. You can also choose whether to grant that user access to all your notifications, or only to notifications belonging to selected item types. See: Managing Proxy Users.
The proxy user worklist access feature lets you allow another user to handle your notifications without necessarily giving that user access to any other privileges or responsibilities that you have in Oracle E-Business Suite. However, note that a user who has access to your worklist can view all the details of your notifications and take most actions that you can take on the notifications. Ensure that you take all necessary security considerations into account when you choose to grant worklist access to another user.
If another user has granted you access to his or her worklist and you switch users to access Oracle E-Business Suite as that user's proxy, then the Advanced Worklist displays that user's notifications instead of your own. When viewing another user's worklist, you can perform the following actions:
View the details of the user's notifications.
Respond to notifications that require a response.
Close notifications that do not require a response.
Reassign notifications to a different user.
Note: Your own assigned notification reassign mode still applies when you are viewing another user's worklist. For example, if your notification reassign mode is Delegate, then you can only delegate notifications, even if you are viewing the worklist of a user who has access to transfer notifications. See: Setting the WF: Notification Reassign Mode Profile Option.
Request more information about a notification from a different user.
Respond to a request for more information.
However, if the user whose worklist you are accessing has a notification marked as being sent from you, you can only view that notification and cannot take any action on it. For example, you cannot respond to a notification that you reassigned to the other user, nor to a notification marked as being sent from you by the special #FROM_ROLE message attribute, such as an expense report that is marked as having been submitted by you. If you have workflow administrator privileges, however, those privileges override this restriction so that you can respond to all notifications, even notifications from you. See: #FROM_ROLE Attribute and Setting Global User Preferences.
If a user granted you access only to selected item types, then when you view that user's worklist, the page displays only notifications that belong to those item types.
You cannot define vacation rules for the user whose worklist you are viewing.
Note: To respond to a notification that requires a digital signature, you must be logged in as the intended recipient. You cannot respond to a notification that requires a digital signature when you are accessing another user's worklist, because in this case the user responding will not match the intended recipient, so authorization will fail.
To View Notifications from the Advanced Worklist:Use a web browser to navigate to the Advanced Worklist, using a responsibility and navigation path specified by your system administrator. See: Oracle Workflow User Navigation Paths.
Note: You can also access the Worklist Web pages through the Notification Detail links within HTML-formatted e-mail notifications. If you navigate from a link in an e-mail notification to the Notification Details page, and next navigate from the Notification Details page to the Worklist, then to enhance performance, the Worklist page initially shows only the table of notifications, without the Select column, action buttons, or table navigation controls. You can still navigate through other features such as the Subject links to the Notification Details page for your notifications. If you access the Worklist for a second time or more in the same session, then the Worklist page displays the full control features for the table of notifications, including the Select column, action buttons, and table navigation controls.
To specify which notifications to display in the Worklist, select the type of notifications you want from the View pull-down menu and select Go. You can choose to view:
Open Notifications
FYI Notifications (For Your Information notifications that do not require a response)
To Do Notifications
All Notifications
Notifications From Me
The Advanced Worklist shows the following information for each notification:
From-the role from which the notification was sent. This column is displayed when you view notifications sent to you.
To-the role to which the notification was sent. This column is displayed when you view notifications sent from you.
Type-display name of the item type to which the workflow process that sent the notification belongs.
Subject-a description of the notification.
Sent-date when the notification was delivered.
Note: If another user reassigned a notification to you, then the sent date shows the date of the reassignment - that is, the date when the notification was sent to you - rather than the date when the notification was first sent to the original recipient.
If another user sent you a request for more information about a notification, then the sent date of the request notification shows the date that the other user made the request to you, rather than the date when the original notification was sent.
Due-date by which the notification should be completed.
Status-open, closed, or canceled status of the notification. This column is displayed when you view all notifications.
End Date-date when the notification was closed or canceled. This column is displayed when you view all notifications.
Select a column heading to sort the list by that column. By default, the list is sorted by sent date from most recent to oldest, and then by subject in alphabetical order.
You can navigate to the full details of any notification and act on the notification by clicking on the notification's Subject link or by selecting the notification and then choosing Open. See: To View the Details of a Notification.
To view a notification in the Notification Details pop-up window, if this window is enabled, position the cursor over the notification subject link. The pop-up window lets you view the notification details quickly without leaving the current page. To act on the notification, select the Go to Details Page link in the pop-up window. See: Enabling the Notification Details Pop-up Window.
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: Your 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 your 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 help determine which notifications you can close, use the View pull-down menu to display your open notifications or your To Do notifications. 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 help determine which notifications you can close, use the View pull-down menu to display your open notifications or your FYI notifications.
To define vacation rules, select the Vacation Rules link. See: To View and Maintain Vacation Rules.
To View the Details of a Notification:Navigate to the Notification Details page.
If you are viewing a notification from another user's worklist, the Notification Details page displays the name of that user.
The Notification Details page also displays status information in the following cases:
Another user delegated or transferred this notification to you.
Another user sent you this notification with a request for more information, or transferred a request for more information to you.
Another user provided more information in response to a request from you.
The status information shows the name of the other user and any comment provided by that user.
The notification header shows general identifying information and may also include additional header attributes that display key information about the notification. See: Header Attributes.
In Oracle E-Business Suite, you can link attachments to a data record. If a notification includes such Oracle E-Business Suite attachments, the notification header displays an Attachment(s) heading with links to the attachments. Select a link to view the attached data. See: Using Attachments.
A notification may also include a message body, a related applications section, and a response section.
The message body displays the information of which you are being notified. The message body may include inline images as well as embedded links to additional information sources pertinent to the notification. A reference URL link connects to a specified URL, either in the same web browser window or in a new window, depending on the notification.
The related applications section may include attachment icons. These icons link to additional information sources for the notification. There are three types of attachment links:
A reference URL link that opens another Web browser window and connects to a specified URL.
A PL/SQL, PL/SQL CLOB, or PL/SQL BLOB document link that displays the contents of a document generated from a PL/SQL function. Such documents can contain text, HTML, images, or application files such as PDF or RTF documents.
An Oracle E-Business Suite form link that drills down to an Oracle E-Business Suite form or Web page referenced by the underlying message attribute. Depending on how the message attribute is defined, the form or page can automatically display appropriate context information.
Note: You must use a responsibility with the appropriate security to open a linked form or Oracle Application Framework page. If the form link or URL link is defined to use a particular responsibility, you must have that responsibility assigned to you to open the form or page. Otherwise, Oracle E-Business Suite displays a list from which you can select the responsibility you want to use.
You cannot update information in a form that is attached for reference only.
If you want to view your next notification in the Notification Details page after responding to this notification, select the Display Next Notification After My Response check box. Otherwise, Oracle Workflow displays the Worklist after you respond to a notification.
Use the Response section to act on the notification.
If a notification requires a response, but none of the responses affect the result of the notification activity, the response prompts all appear as fields or pull-down menus. If the notification includes supplemental instructions for a response prompt, those instructions appear as a tooltip when you position the cursor over the response field or pull-down menu. After you finish entering your response values, submit your response by choosing the Submit button. After you submit your response, the status of the notification changes to Closed.
If a notification requires a response, and one of the responses becomes the result of the notification activity, then that determining response will appear last. All other response prompts, if any, appear as fields or pull-down menus before that prompt. If the notification includes supplemental instructions for a response prompt, those instructions appear as a tooltip when you position the cursor over the response field or pull-down menu.
If there are four or fewer possible result values for the final response prompt, those values appear as a set of buttons. After you finish entering your response values for any other response prompts, choose the button for the result value you want. When you choose one of these buttons, you also submit your response to the notification.
If there are more than four result values to choose from for the final response prompt, those values appear in a pull-down menu with a Submit button. After you finish entering your response values for any other response prompts, select the result value you want from the pull-down menu and submit your response by choosing the Submit button.
After you submit your response, the status of the notification changes to Closed.
If you launch the Notification Worklist from Oracle E-Business Suite, your Response section may display an attached form icon that lets you drill down to an Oracle E-Business Suite form to complete your response.
If a notification does not require a response, the Response section indicates that. Choose the Close button in the Response section to close the notification so that it does not appear in your worklist the next time you view your open notifications.
If you revisit a notification that is closed, the Notification Details page shows the result of the notification activity, if any, and the Response section displays any additional response values that were submitted. Also, the notification header shows the user who responded to or closed the notification.
If a notification for one user was closed by another user through access to the first user's worklist, the name of the second user, who actually took the action, is displayed as the responder.
If you want another user to respond to the notification instead of you, choose the Reassign button, the Delegate button, or the Transfer button in the Response section.
The Reassign button appears if you have access to reassign a notification to another user either by delegating the notification or by transferring complete ownership of the notification.
The Delegate button appears if you only have access to delegate the notification.
The Transfer button appears if you only have access to transfer ownership of the notification.
See: To Reassign a Notification to Another User and Setting the WF: Notification Reassign Mode Profile Option.
Important: Your workflow may include special logic to restrict reassignment of notifications. If so, the Reassign button, Delegate button, or Transfer button may not be displayed in the Response section, and you should not reassign the notification.
However, users with workflow administrator privileges can reassign even restricted notifications. For users with workflow administrator privileges, the Response section always displays the Reassign button, Delegate button, or Transfer button, regardless of any special logic.
See: #HIDE_REASSIGN Attribute.
To request more information about this notification from another user or role, choose the Request Information button in the Response section. See: To Request More Information From Another User.
Important: Your workflow may include special logic to restrict requesting more information on notifications. If so, the Request Information button is not displayed in the Response section. See: #HIDE_MOREINFO Attribute.
If another user sent you this notification with a request for more information, the Response section displays the question sent by that user. To answer, 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 submit your response.
If you want another user to answer instead of you, 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: The assignee types correspond to the originating system partitions in the Oracle Workflow directory service. See: Setting Up a Directory Service for Oracle Workflow.
If an administrator has restricted the users to whom you can reassign the notification, then only the values to which you have access appear in the list. See: #WF_REASSIGN_LOV Attribute and Configuring the Oracle Workflow User List of Values.
If this notification requires a password-based electronic signature, a confirmation page appears after you submit your response. This page displays notification header information and the response values that you entered to let you review the response you are signing. If the notification requires the signed response to include the message body, then the confirmation page also displays the message body for you to review. To affix your electronic signature to your response, enter your Oracle E-Business Suite user name and password and select the Submit button. This electronic signature is analogous to your written signature. See: #WF_SIG_POLICY Attribute.
Note: If your site has implemented single sign-on functionality and your single sign-on password is different than your Oracle Application Object Library password, you must use your Oracle Application Object Library password to sign notifications. See: Electronic Signatures.
If this notification requires a certificate-based digital signature, a confirmation page appears after you submit your response. This page displays notification header information and the response values that you entered to let you review the response you are signing. If the notification requires the signed response to include the message body, then the confirmation page also displays the message body for you to review. Choose the Sign button and use your Web browser to enter your X.509 certificate as your signature. For detailed instructions, please refer to the online help for your Web browser. If you have multiple certificates installed, ensure that you enter a certificate that is assigned to the Oracle E-Business Suite user name with which you logged in. See: Electronic Signatures and #WF_SIG_POLICY Attribute.
To Reassign a Notification to Another User:Navigate to the Reassign Notifications page by one of the following methods.
In the Advanced Worklist, Personal Worklist, or self-service home page, select one or more notifications and choose the Reassign button, the Delegate button, or the Transfer button.
In the Notification Details page for a single notification, choose the Reassign button, the Delegate button, or the Transfer button in the Response section of the notification.
Choose to reassign a notification from the Status Monitor.
Important: Your workflow may include special logic to restrict reassignment of notifications. If so, the Reassign button, Delegate button, or Transfer button may not be displayed in the Response section of the Notification Details page, and you should not reassign the notification. Also, if any of the notifications that you selected in the Advanced Worklist, Personal Worklist, or self-service home page 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. For users with workflow administrator privileges, the Response section always displays the Reassign button, Delegate button, or Transfer button, regardless of any special logic.
See: #HIDE_REASSIGN Attribute.
If you are reassigning more than one notification, you can choose a subject link in the list of selected notifications to review the details of an individual notification.
If you chose to reassign a notification from the Status Monitor, then the Reassign page displays additional status details about the notification activity. To send e-mail to the recipient of a notification, select the user link in the Notification Recipient field in the status details.
Note: If more information has been requested for a notification, then the Notification Recipient field shows the user to whom the request for more information was sent, while the Original Recipient field shows the user to whom the original notification was sent. Select the user link in either field to send e-mail to that user.
In the Assignee fields, select the type of user or role to which you want to reassign the notification. Then select the user or role you want within that type.
Note: The assignee types correspond to the originating system partitions in the Oracle Workflow directory service. See: Setting Up a Directory Service for Oracle Workflow.
If an administrator has restricted the users to whom you can reassign the notification, then only the values to which you have access appear in the list. See: #WF_REASSIGN_LOV Attribute and Configuring the Oracle Workflow User List of Values.
Note: You cannot reassign a notification to the process owner who initiated the workflow, nor to the from role for the notification. See: From Role.
If you have access either to delegate or transfer notifications, select the option you want to specify how you want to reassign the notification.
"Delegate your response" - Select this option if you want to give the new user authority to respond to the notification on your behalf, but you want to retain ownership of the notification yourself. For example, a manager might delegate all vacation scheduling approvals to an assistant.
"Transfer notification ownership" - Select this option if you want to give the new user complete ownership of and responsibility for the notification. For example, use this option if you should not have received the notification and you want to send it to the correct recipient or to another recipient for resolution. A transfer may have the effect of changing the approval hierarchy for the notification. For example, a manager might transfer a notification about a certain project to another manager who now owns that project.
Note: If you only have access to delegate notifications, Oracle Workflow automatically uses the delegate option when you reassign notifications. Similarly, if you only have access to transfer notifications, Oracle Workflow automatically uses the transfer option when you reassign notifications.
See: Setting the WF: Notification Reassign Mode Profile Option.
Enter any comments you want to send with the notification to the new user. If you are reassigning more than one notification, your comments will be included with each notification.
Important: Your workflow may include special logic to verify that the role that you attempt to delegate or transfer a notification to is legitimate or to restrict reassignment of notifications altogether. If so, you may get a warning message to that effect when you attempt to reassign a notification. See: Post-Notification Functions.
To Respond to a Group of Notifications:Review the notifications you selected to respond to. To view the full details of a notification and act on the notification individually, click the subject link for the notification.
Submit your response to the notifications.
If the notifications require a response, but none of the response values are defined as the final result of the notifications, the response prompts all appear as fields or pull-down menus. If the notifications include supplemental instructions for a response prompt, those instructions appear as a tooltip when you position the cursor over the response field or pull-down menu. After you finish entering your response values, submit your response by choosing the Go button.
If the notifications require a response, and one of the responses becomes the final result of the notifications, then that determining response appears last. All other response prompts, if any, appear as fields or pull-down menus before that prompt. If the notifications include supplemental instructions for a response prompt, those instructions appear as a tooltip when you position the cursor over the response field or pull-down menu.
If there are four or fewer possible result values for the final response prompt, those values appear as a set of buttons. After you finish entering your response values for any other response prompts, submit your response by choosing the button for the result value you want.
If there are more than four result values to choose from for the final response prompt, those values appear in a pull-down menu with a Go button. After you finish entering your response values for any other response prompts, select the result value you want from the pull-down menu and submit your response by choosing the Go button.
Note: The Respond to Notifications as Group page does not display any default values for the response prompts. You must enter the response values you want to submit.
To Request More Information From Another User: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: The user and role types correspond to the originating system partitions in the Oracle Workflow directory service. See: Setting Up a Directory Service for Oracle Workflow.
If an administrator has restricted 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 to send your request to the specified user. You can also select the Cancel button to return to the previous page without sending your request.
After you request more information for a notification, that notification does not appear in your Worklist as an open notification until the user you specified responds to your request. However, you can still review the notification while your request is pending, by choosing to view Notifications From Me in your Worklist and then opening the Notification Details page for the notification you want.
If you do not want to wait any longer for the additional information you requested, you can respond to the notification using the Response section of the Notification Details page. In this case, your pending request for more information is canceled.
If you want to request more information from a different user, you can submit a new request using the Request Information button in the Response section of the Notification Details page. In this case, your initial request is replaced by the new request, and only the user to whom you sent the new request can respond with more information.
