EEX 9.0: No Workflow Email Received By Delegate When Expense Report Is Sent Back For Revision With No Lines Approved (Doc ID 1680004.1)

Last updated on MARCH 16, 2016

Applies to:

PeopleSoft Enterprise FIN Expenses - Version 9 to 9 [Release 9]
Information in this document applies to any platform.

Symptoms

ISSUE:

A problem has been detected when an Expenses Approver Sends Back For Revision a submitted Expense Report, having unselected the Approve Flag for all its contained Expense Report Lines, and set them with a Reason of 'Out Of Policy'. In such cases, only the Expense Report Owner receives from the Approval Workflow an Email Notification stating that the Expense Report has been reverted to Pending status awaiting for needed corrections before re-submission is again possible. Should the transaction have been created and submitter by an Authorized Expenses Delegate User, on behalf of the Employee owner of the Expense Report, the Submitter would not receive the same Email Notification, even if the proper configuration has been set up at the Configure Transactions level, for Process ID ERApproval, within the Notifications section of Event 'On Terminate':

      - Participant = User List
      - Channel = Email
      - User List = Expense Submitter ID
      - Template Name = Expense Report Send Back

While two Email Notifications should be received, one for the Owner, and another one for the Submitter, only the Expense Report Owner gets it.

A similar scenario to this problem was already raised on prior <Bug 11646557>, fixed in FSCM 9.0 ESA Bundle #41. It seems that the current issue may be a variant that takes places when not a single Expense Report Line is flagged as Approved (therefore all have been marked as ‘Out Of Policy’). If at least one ER Line is flagged as Approved, the necessary e-mails are being generated. This should be fixed not only on the Event of 'On Terminate', but also on the Event of 'On Final Denial'.

REPLICATION STEPS:

 - Log into the FSCM Online Application as User ID VP1
 - Navigate to: Set Up Financials/Supply Chain > Install > Installation Options > Expenses
 - Make sure to have the following flags selected:
      - Workflow Enabled = Y
      - HR Manager – Supervisor = Y
 - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Transaction Definition
 - Open the Transaction Definition for Expense Reports under Set ID SHARE
 - Make sure to only have selected the HR Supervisor approval level
 - Navigate to: Set Up Financials/Supply Chain > Common Definitions > Approvals > Configure Transactions
 - For Process ID ERApproval, select the Event 'On Terminate', and add a new row in the Notifications section with the below settings:
      - Participant = User List
      - Channel = Email
      - User List = Expense Submitter ID
      - Template Name = Expense Report Send Back
 - Navigate to: Travel and Expenses > Manage Employee Information > Update Profile
 - Open existing Employee ID KU0021
 - In the Organizational Data tab, make sure to have the below settings configured:
      - GL Business Unit = US001
      - Department ID = 13000
      - Supervisor ID = KU0005
 - Navigate to: Travel and Expenses > Manage Expenses Security > Authorize Expense Users
 - Open existing Employee ID KU0021
 - Make sure you have both User IDs EXA1 and EXA2 defined as Authorized Expense Users for Employee ID KU0021
 - Navigate to: PeopleTools > Security > User Profiles > User Profiles
 - Open existing User ID EXA1
      - In the General tab, click on the 'Edit Email Addresses' link, and define a proper Email Address (Ex. EXUser1@expenses.com)
      - In the ID tab, make sure to define Employee ID KU0021
      - In the Workflow tab, make sure that the 'Email User' flag is selected
 - Navigate to: PeopleTools > Security > User Profiles > User Profiles
 - Open existing User ID EXA2
      - In the General tab, click on the 'Edit Email Addresses' link, and define a proper Email Address (Ex. EXUser2@expenses.com)
      - In the ID tab, make sure to define Employee ID KU0096
      - In the Workflow tab, make sure that the 'Email User' flag is selected
 - Navigate to: PeopleTools > Security > User Profiles > User Profiles
 - Open existing User ID EXS1
      - In the General tab, click on the 'Edit Email Addresses' link, and define a proper Email Address (Ex. EXHRSup@expenses.com)
      - In the ID tab, make sure to define Employee ID KU0005
      - In the Workflow tab, make sure that the 'Email User' flag is selected
 - Log into the FSCM Online Application as User ID EXA2
 - Navigate to: Employee Self-Service > Travel and Expenses Center > Expense Report > Create
 - Add a new Expense Report as a Delegate on behalf of Employee ID KU0021
 - Enter 3 Expense Report Lines, and submit the transaction for approval
 - Check the Email Inbox from the HR Supervisor User (EXHRSup@expenses.com), and confirm that a Workflow Email Notification has been received for the submitted Expense Report, awaiting reviewal
 - Log into the FSCM Online Application as User ID EXS1
 - Navigate to: Manager Self-Service > Travel and Expense Center > Approvals > Approve Transactions
 - Open the submitted Expense Report transaction
 - Un-check the Approve Flag on all 3 Expense Report Lines, and set the Reason as 'Out Of Policy'
 - Provide a Comment, and press the 'Send Back For Revision' button
 - In the new page, click on OK
 - Navigate to: Travel and Expenses > Travel and Expense Center > Expense Report > View
 - Open the Expense Report, and confirm it is in 'Pending' status
 - Check the Email Inbox from the Expense Report Owner User (EXUser1@expenses.com), and confirm that a Workflow Email Notification has been received for the Expense Report that has been sent back for revision
 - Check the Email Inbox from the Expense Authorized Delegate User (EXUser2@expenses.com), and confirm that no Workflow Email Notification has been received for the Expense Report that has been sent back for revision

To gather more information concerning this scenario and its related problem, refer to the available Replication Steps Word Document here linked containing the complete configuration and the replication steps necessary to reproduce the issue.

BUSINESS IMPACT:

Currently, the Expenses Employees defined as Delegates of other Employees are not receiving any Email notifications for those Expense Reports they may have created/submitted on behalf of other Employees. Thus, letting those Send Back For Revision transactions sitting in Pending status for a long time, causing delayed payments in some cases, as the Employees owners are away on business project trips, without access to their systems. Before the problem is detected, and the transaction gets corrected, re-submitted, approved, staged, and placed ready for the next Pay Cycle to be picked up, precious time has already past, and delayed payments may take place.

EXPECTED BEHAVIOR:

If at the Configure Transactions level, for the Events of On Terminate, and On Final Denial on Process ID ERApproval Email Notifications should be submitted by Approval Workflow Engine (AWE) to not only the Requester (Expense Report Owner), but also the Submitter (Expense Report Creator/Submitter) in case an Expenses Delegate User has been involved in the transaction too.

Cause

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