To View Notifications from the Personal Worklist:Note: Before you can access the Personal Worklist, your system administrator must add it to the menu for an Oracle E-Business Suite responsibility that is assigned to you. See: Adding Worklist Functions to User Responsibilities.
The Personal Worklist lets you choose which notifications to display in your Worklist and what information to display for those notifications. In addition to the preconfigured worklist views, you can create personal worklist views by defining a set of filtering criteria that determine what types of notifications and what notification properties are included in the display. Alternatively, you can perform one-time searches to locate notifications you want to view. You can also save the search criteria as a personal worklist view to repeat the same search later.
Oracle Workflow provides the following preconfigured views:
All Notifications
FYI Notifications
Notifications From Me
Open Notifications
To Do Notifications
Other Oracle E-Business Suite applications, as well as your system administrator, may also provide preconfigured views. The views that are available may depend on the responsibility through which you access the Personal Worklist. See: Defining Specialized Worklist Views with Worklist Flexfields.
When viewing notifications from the Personal Worklist, you can respond to your notifications, reassign notifications to another user, request more information about a notification from another user, and respond to requests for information. You can also define vacation rules to handle notifications automatically in your absence.
Through the Oracle E-Business Suite proxy user feature, you can view the worklists of any other users who have granted you access. When you view the Personal Worklist as a proxy for another user, you can search for, view, and act on that user's notifications. However, you cannot define vacation rules for that user. If the other 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. Additionally, you can only display and maintain your own views, based on your user name and the responsibility through which you accessed the Personal Worklist, although the views show the other user's notifications.
To View Notifications from the Personal Worklist:Use a web browser to navigate to the Personal Worklist, using a responsibility and navigation path specified by your system administrator.
To perform a one-time search to locate notifications that match your criteria, select the Simple Search button. From the Simple Search page, you can also navigate to the Advanced Search page. See: To Perform a Simple Search for Notifications.
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 from the preconfigured views, or you can create your own personalized views to display notifications that match criteria that you specify. To maintain your personalized views, select the Personalize button. See: To View and Maintain Personal Worklist Views.
The views that are available may depend on the responsibility through which you access the Personal Worklist.
The view you select determines what information the Personal Worklist shows for each notification. The preconfigured views provided by Oracle Workflow show the following information:
Subject-a description of the 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.
Sent-date when the notification was delivered.
Type-display name of the item type to which the workflow process that sent the notification belongs.
Status-open, closed, or canceled status of the notification. This column is displayed when you view all notifications.
Due-date by which the notification should be completed.
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. See: To Reassign a Notification to Another User.
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 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 Perform a Simple Search for Notifications:To locate specific notifications, enter your search criteria. The search options are:
Subject - Enter the subject line of the notification you want to display. You can enter a partial value to search for notifications whose subjects contain that value. This field is case insensitive.
From - Enter the role from which the notifications you want to display were sent. You can enter a partial value to search for notifications whose from roles contain that value. This field is case insensitive.
Sent - Enter the date when the notifications you want to display were delivered, using the date format you chose in your Oracle E-Business Suite general preferences. Select the field's calendar icon to display a calendar from which you can select a date.
Select the Go button to perform your search.
The Simple Search page displays the notifications that match your search criteria. For each notification, the list displays the following information:
Subject - a description of the notification.
From - the role from which the notification was sent.
Sent - date when the notification was delivered.
Type - display name of the item type to which the workflow process that sent the notification belongs.
Status - open, closed, or canceled status of the notification.
Due - date by which the notification should be completed.
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. See: To Reassign a Notification to Another User.
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 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 define vacation rules, select the Vacation Rules link. See: To View and Maintain Vacation Rules.
To save your current search criteria as a personalized view for the worklist, select the Save Search button. See: To Create or Update a Personal Worklist View.
You can also select the Advanced Search button to perform a search with more complex criteria, or select the Worklist Views button to navigate back to the Worklist. See: To Perform an Advanced Search for Notifications.
To Perform an Advanced Search for Notifications:Specify how you want to apply search criteria to locate specific notifications.
"Search results where each must contain all values entered" - Select this option to locate only notifications that match all your search criteria.
"Search results where each may contain any value entered" - Select this option to locate all notifications that match at least one of your search criteria.
Enter the search criteria you want to use to locate notifications. The following search options are displayed by default:
Subject
From
Message Attribute
Sent
To display additional search options, select the notification property you want from the Add Another pull-down menu and select the Add button.
Note: You can choose to display more than one search option of the same type if you want to apply several search criteria to the same notification property. For example, if you want to search for notifications that were sent between two particular dates, you can display two Sent search options. Set one option to search for all notifications sent after the first date, and set the other option to search for all notifications sent before the second date. If you choose "Search results where each must contain all values entered", then the search will display notifications that match both search criteria, with sent dates falling in between the two dates that you specified.
For each search option, select a filter operator and then enter a filter value to specify the notifications you want to display.
For the is filter operator, you should enter a complete filter value that you want to match. For the other filter operators, you can enter a partial value, unless you are using the Sent, Due, and Closed search options, which always require a complete date in the date format you chose in your Oracle E-Business Suite general preferences. The filter value fields for all search options are case insensitive.
If you leave the filter value blank for a search option, that option will not be included in the search.
Note: The greater than, less than, after, and before filter operators are not inclusive. For example, a search on the Sent option with the after operator displays only notifications sent after the date you specify, not notifications sent on that date itself.
Subject - Enter the subject line of the notifications.
From - Enter the role from which the notifications were sent.
Message Attribute - Enter the value of a message attribute belonging to the notification. Message attributes hold dynamic content that is determined by the specific context in which a notification is sent. For example, a notification in a requisition workflow might have a message attribute for the requisition amount. Message attribute values can be numbers, dates, or text.
Sent - Enter the date when the notifications were delivered, using the date format you chose in your Oracle E-Business Suite general preferences. Select the field's calendar icon to display a calendar from which you can select a date.
Type - Enter the display name of the item type to which the workflow process that sent the notification belongs.
Status - Enter open, closed, or canceled as the notification status.
To - Enter the role to which the notifications were sent.
Information Requested From - Enter the role to which notifications that are requests for more information were sent.
Due - Enter the date by which the notifications should be completed, using the date format you chose in your Oracle E-Business Suite general preferences. Select the field's calendar icon to display a calendar from which you can select a date.
Closed - Enter the date when the notifications were closed or canceled, using the date format you chose in your Oracle E-Business Suite general preferences. Select the field's calendar icon to display a calendar from which you can select a date.
Priority - Enter high, normal, or low as the notification priority.
Response Required - Enter yes or no to specify whether the notifications require a response from the recipient.
FYI - Enter yes or no to specify whether the notifications are for your information (FYI) only and do not require a response.
Notification ID - Enter the numerical notification identifier.
From Me - Enter yes to specify that the notifications are sent from you or no to specify that the notifications are sent from another role.
Type Internal Name - Enter the internal name of the item type to which the workflow process that sent the notification belongs.
Message Name - Enter the internal name of the message sent by the notification.
Note: If your installation of Oracle Workflow is set up in a language other than English, the Advanced Search page uses translated versions of the notification status, notification priority, yes, and no values. In this case you should enter the translated values for the Status, Priority, Response Required, FYI, and From Me search options.
Select the Go button to perform your search.
The Advanced Search page displays the notifications that match your search criteria. For each notification, the list displays the following information:
Subject - a description of the notification.
From - the role from which the notification was sent. This column is displayed when you view notifications sent to you.
Sent - date when the notification was delivered.
Type - display name of the item type to which the workflow process that sent the notification belongs.
Status - open, closed, or canceled status of the notification.
Due - date by which the notification should be completed.
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. See: To Reassign a Notification to Another User.
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 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 define vacation rules, select the Vacation Rules link. See: To View and Maintain Vacation Rules.
To save your current search criteria as a personalized view for the worklist, select the Save Search button. See: To Create or Update a Personal Worklist View.
You can also select the Simple Search button to perform a search with less complex criteria, or select the Worklist Views button to navigate back to the Worklist. See: To Perform a Simple Search for Notifications.
To View and Maintain Personal Worklist Views:Navigate to the Personalize Views page.
The Personalize Views page displays all existing views for the role and responsibility you are logged in with, including both preconfigured views and your personalized views. For each view, the list displays the view name, description, whether the view appears as a choice in the View menu in the Personal Worklist, and whether the view is set as your default view.
In the Display View column for a personalized view, select Yes to include the view in the View menu in the Personal Worklist, or select No to exclude the view from the View menu. Then choose the Apply button to save your changes.
Note: Preconfigured views always appear in the View menu. You cannot change this setting for those views.
To update a view, select the icon in the Update column for that view. See: To Create or Update a Personal Worklist View.
Note: You can only update personal views that you created. You cannot update preconfigured views.
To delete a view, select the icon in the Delete column for that view.
Note: You can only delete personal views that you created. You cannot delete preconfigured views.
To create a view that is a duplicate of an existing view, select the existing view that you want to copy and select the Duplicate button. See: To Create or Update a Personal Worklist View.
To create a new view, select the Create View button. See: To Create or Update a Personal Worklist View.
To Create or Update a Personal Worklist View:Navigate to the Create View page, the Duplicate View page, or the Update View page by one of the following methods.
In the Personalize Views page, either select the Create View button, select a view and select the Duplicate button, or select the update icon for a view.
After performing a search in the Simple Search page or the Advanced Search page, select the Save Search button.
The Create View page, the Duplicate View page, and the Update View page are identical, except that the fields in the Duplicate View and Update View pages are populated with previously defined information for the selected view. Additionally, if you navigate to the Create View page by saving a simple or advanced search, some fields in the Create View page are populated with your search criteria.
In the General Properties region, enter a display name to identify your personalized view.
In the Duplicate View page, the view name defaults to Duplicate of [original view name]. You can optionally enter a different name.
Select the number of notification rows you want to display in the view.
If you want to make this view your default view, check the Set as Default check box. Only one view can be set as the default at any time, so if you check Set as Default for the current view, this option is automatically deselected for any view you previously set as the default.
Note: Although you cannot update any settings for the preconfigured views provided by Oracle Workflow, if you want to use a preconfigured view as your default view, you can create a duplicate of the preconfigured view and check Set as Default for the duplicate view. The preconfigured All Notifications view is used as the default view if no other default is set.
Enter an optional description for the view.
In the Column Properties region, specify the notification property columns you want to display in the view and the order in which to display them. The Columns Displayed list shows the columns that are currently set to display, while the Available Columns list shows the columns that are not currently set to display but that you can choose to add.
To add a column to the view, select the column in the Available Columns list and choose the Move button. You can also choose the Move All button to add all available columns.
To remove a column from the view, select the column in the Columns Displayed list and choose the Remove button. You can also choose the Remove All button to remove all the columns.
To specify the order in which the columns are displayed, select a column in the Columns Displayed list and use the top, up, down, or bottom arrow buttons to move the column to the position you want in the list.
The available columns include standard notification property columns as well as worklist flexfields columns. Include worklist flexfields columns in your view only if your system administrator has defined worklist flexfields rules to store message attributes in these columns. See: Defining Specialized Worklist Views with Worklist Flexfields.
Note: A view can include worklist flexfields columns that are mapped by different rules. However, to display meaningful values in the view, you should select columns that are mapped by rules for the same item types.
If you want to change the display names for the notification property columns in the view, select the Rename Columns/Totaling button. In the Rename Columns/Totaling page, enter the new name for each column and select the Apply button.
In the Sort Settings region, you can specify up to three levels of sorting for the notifications in the view. For each level of sorting, select the notification property column by which you want to sort and specify whether to sort in ascending or descending order.
In the Search Query to Filter Data in your Table region, specify how you want to apply search criteria to locate specific notifications to display in the view.
"Search results where each must contain all values entered" - Select this option to locate only notifications that match all your search criteria.
"Search results where each may contain any value entered" - Select this option to locate all notifications that match at least one of your search criteria.
Enter the search criteria you want to use to locate notifications to display in the view.
To display additional search options, select the notification property you want from the Add Another pull-down menu and select the Add button.
Note: You can choose to display more than one search option of the same type if you want to apply several search criteria to the same notification property. For example, if you want to search for notifications that were sent between two particular dates, you can display two Sent search options. Set one option to search for all notifications sent after the first date, and set the other option to search for all notifications sent before the second date. If you choose Search results where each must contain all values entered, then the search will display notifications that match both search criteria, with sent dates falling in between the two dates that you specified.
Note: If you include worklist flexfields columns in the view, you should display only notifications from the relevant item types. Add the Type search option or the Type Internal Name search option to the search query for the view, and specify the item type display name or internal name, respectively. You can add multiple instances of these parameters to include multiple item types in the view. In this case, select the Search results where each may contain any value entered option.
If you do not limit the item types included in the view, then the view may display notifications from other item types with blank values or unrelated values in the worklist flexfields columns.
For each search option, select a filter operator and then enter a filter value to specify the notifications you want to display.
For the is filter operator, you should enter a complete filter value that you want to match. For the other filter operators, you can enter a partial value, unless you are using the Sent, Due, and Closed search options, which always require a complete date in the date format you chose in your Oracle E-Business Suite general preferences. The filter value fields for all search options are case insensitive.
If you leave the filter value blank for a search option, that option will not be included in the search.
Note: The greater than, less than, after, and before filter operators are not inclusive. For example, a search on the Sent option with the after operator displays only notifications sent after the date you specify, not notifications sent on that date itself.
Subject - Enter the subject line of the notifications.
From - Enter the role from which the notifications were sent.
Message Attribute - Enter the value of a message attribute belonging to the notification. Message attributes hold dynamic content that is determined by the specific context in which a notification is sent. For example, a notification in a requisition workflow might have a message attribute for the requisition amount. Message attribute values can be numbers, dates, or text.
Sent - Enter the date when the notifications were delivered, using the date format you chose in your Oracle E-Business Suite general preferences. Select the field's calendar icon to display a calendar from which you can select a date.
Type - Enter the display name of the item type to which the workflow process that sent the notification belongs.
Status - Enter open, closed, or canceled as the notification status.
To - Enter the role to which the notifications were sent.
Information Requested From - Enter the role to which notifications that are requests for more information were sent.
Due - Enter the date by which the notifications should be completed, using the date format you chose in your Oracle E-Business Suite general preferences. Select the field's calendar icon to display a calendar from which you can select a date.
Closed - Enter the date when the notifications were closed or canceled, using the date format you chose in your Oracle E-Business Suite general preferences. Select the field's calendar icon to display a calendar from which you can select a date.
Priority - Enter high, normal, or low as the notification priority.
Response Required - Enter yes or no to specify whether the notifications require a response from the recipient.
FYI - Enter yes or no to specify whether the notifications are for your information (FYI) only and do not require a response.
Notification ID - Enter the numerical notification identifier.
From Me - Enter yes to specify that the notifications are sent from you or no to specify that the notifications are sent from another role.
Type Internal Name - Enter the internal name of the item type to which the workflow process that sent the notification belongs.
Message Name - Enter the internal name of the message sent by the notification.
Note: If your installation of Oracle Workflow is set up in a language other than English, the personal worklist views use translated versions of the notification status, notification priority, yes, and no values. In this case you should enter the translated values for the Status, Priority, Response Required, FYI, and From Me search options.
Select the Apply button to save the view and return to the Personalize Views page, or select the Apply and View Results button to save the view and display it immediately in the Personal Worklist.
You can also select the Cancel button to return to the Personalize Views page without saving the view. Alternatively, you can select the Revert button to clear any changes you made to the view settings. In the Create View page, the settings revert to the default values, while in the Update View or Duplicate View page, the settings revert to the previously saved values for the existing view you are updating or duplicating.
