Oracle Workflow

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Oracle Workflow

• A Functional Perspective

Jan Cooper MBA, CPA
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What is Workflow?

• Replaces Flexbuilder
• Quasi-technical tool
• Automates activities using PL/SQL statements

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What does Workflow do?

• Routes information
• Graphically defines rules in order to automate
  processes
• Delivers electronic notifications

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Workflow vs. Alerts

• Passive process
• Based on process flow
• Requires PL/SQL
• Use for processes

• Active Process
• Event driven
• Requires SQL
• Use for simple actions

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Workflow vs. Tutor

• Passive process
• Based on process flow
• Requires PL/SQL
• Use for processes within the Oracle Applications

• Process documentation tool
• Education documentation tool
• Microsoft Word based
• Does not interact with Oracle Applications

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Where is Workflow Used in the Applications?

• In Release 10.7
• Engineering change orders
• WEB Applications
• Release 11 and 11i
• ITS EVERYWHERE!!!!

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5 Major Components of Workflow

• Oracle Workflow Builder
• Workflow Engine
• Workflow Definitions Loader
• Notification System
• Workflow Monitor

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Oracle Workflow Builder

• The Workflow Builder is where the user
• Creates, views and modifies business process
  definitions graphically
• Defines the activities and underlying components
  of business processes
• Graphically creates a process diagram by
  assembling the activities in the process window

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Oracle Workflow Builder

• Workflow Builder allows the user to save a
  process diagram to a database or a flat file

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Oracle Workflow Builder

• The Workflow Builder consists of
• Object Navigator
• Tree structure
• Process Diagram

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Oracle Workflow Engine

• Embedded in the Oracle8/8i server
• Monitors workflow statuses
• Coordinates the routing of activities for a
  process
• Contains all packages and procedures used in
  Workflow

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Oracle Workflow Engine

• Using the processes defined in Workflow Builder,
  coordinates the routing of activities for the
  process
• Supports sophisticated workflow rules, including
  looping, results based branching, parallel flows,
  rendezvous, voting, timeouts and sub-processes

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Oracle Workflow Engine

• Calls to the Workflow Engine PL/SQL or Java APIs
  (application programming interface) notify the
  engine of
• Initiation of or completion of workflow processes
• Changes in the state of processes

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Workflow Engine

• Workflow process definition
• MUST
• be saved to the same database as the Workflow
  Engine!

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Oracle Workflow Process Definitions Loader

• A utility program that allows the user to
  transfer process definitions between a database
  and a flat file
• Runs on the server
• Integrated with Oracle Workflow Builder
• Users do not have to be on-line to work

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Workflow Process Definition
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Workflow Notification System

• Receive and respond to notifications using e-mail
  or a Web browser
• With available Web functionality, all users with
  access to the Internet can be included in the
  workflow process
• Access to Notification Worklist from Oracle
  Applications

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Workflow Notification System

• Routes electronic notifications to a
  user role
• The role can encompass a single user or a group
  of users
• Drilldown capability to Oracle Application forms
• The user must have appropriate security access
  within the Applications

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Workflow Notification System

• Notifications provide
• A detailed message
• Ensures the user has all the information needed
  to make an informed decision
• A list of allowed responses if a response is
  required

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Notification Process Flow

• Workflow Engine stops
• Notification System responds to trigger by
  sending note
• Response (if applicable) is validated
• Notification System notifies Workflow Engine to
  continue process

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Notification Worklist Web Page
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Workflow Details Web Page
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E-Mail Notifications
Automatic generation of response template
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E-Mail Notifications Response Template
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Workflow Monitor

• Notifications List
• Displays all current notifications
• Shows the decision makers in a process as well as
  the current owner of a process

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Workflow Monitor Diagram

• Features
• Graphically depicts the status of a workflow
  process
• Displays detailed information about individual
  activities

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Workflow Monitor

• The system will appear to lock up after the
  user has requested the Workflow Monitor to
  retrieve a process Have patience, it takes time
  for the process to load!

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Oracle Workflow Monitor
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Oracle Workflow Monitor
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Oracle Workflow Monitor
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Do you need to modify Workflow?
NO!
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Why you might modify Workflow

• If your process doesnt conform to Oracles
  standard process flow
• Need to add steps
• Need to delete steps
• Need to rearrange the order of the steps
• Changes in decision points
• New processes
• Changes to process attributes

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BEFORE YOU MAKE ANY CHANGES
ALWAYS

• Backup the Oracle supplied workflow processes
  before making ANY changes within Oracle Workflow

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Planning the Process

• The process should be planned thoroughly on paper
  before using Workflow Builder to create and
  diagram the process

My Workflow Process
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Planning the Process

• Always look at a process as a work in progress
• Design it to be flexible to encompass future
  changes

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Planning the Process

• A process should be broken into key components in
  order to make modification easier

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Planning the Process

• Workflow does not recognize changes to a running
  process, but by
• Breaking the process into components allows it to
  be modified while the process is running
• Inserting the modified process before it reaches
  that point in the process ensures the change is
  recognized during the current process run

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Planning the Process

• Identify the business needs the process will
  encompass
• Determine the activities needed for the process

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Planning the Process

• Determine how the process will be triggered Is
  it triggered by a completed transaction or some
  other condition?
• Identify the expected results of the process and
  define the possible results as lookup codes in a
  lookup type

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Process Activities

• Process activities produce an expected result
• Result can be defined as a lookup type
• Example the Employee Requisition Approval
  Process can be completed with an Approved or
  Rejected result
• Both codes, Approved and Rejected, are defined in
  the lookup type

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Process Activities

• Process activities must be defined before the
  user can diagram the process

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Function Activities

• Function activities are used to
• Fully automate steps in a process
• Return a result that determines the next
  transition in the Workflow process
• User defines the result as a lookup code

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Notification Activities
A P P R O V E D

• Notification activities can
• Be an informational note
• Require a response from the recipient

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Diagram a Workflow Process

• Diagramming a process is no more than taking the
  activities the user has previously defined and
  drawing the process

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Skill Sets Required

• End User
• Be able to define a business process graphically
  including
• Activities within the process
• Data attributes
• Expected results of the process

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Skill Set Required

• Technical Staff
• Must be proficient in PL/SQL
• Be able to transform user requirements into
  PL/SQL code

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Working Together
End User

• End Users and IT Staff interact to ensure all
  critical business processes have been addressed

IT Staff
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Oracle Workflow

• A Functional Perspective

Jan Cooper MBA, CPA