EEX 9.2: Expenses Approval Workflow Sends One E-mail Notification For Each Line Of A Submitted Expense Report (Doc ID 2129318.1)

Last updated on JUNE 06, 2016

Applies to:

PeopleSoft Enterprise FIN Expenses - Version 9.2 to 9.2 [Release 9]
Information in this document applies to any platform.

Symptoms

ISSUE:

A problem has been detected with the Expenses Approval Workflow functionality since PeopleSoft Enterprise FSCM 9.2 Image #11 has been released, in which Expenses Approver Users are getting one E-mail Notification per each Expense Report Line the submitted transaction has. The system should submit only one single E-mail Notification per given submitted transaction.

A more in-depth analysis has determined that the problem lies with 2 main settings not being properly configured:

     - Log into the affected FSCM 9.2 Online Application
     - Navigate to: Enterprise Components > Approvals > Approvals > Transaction Registry
     - Open ERApproval Process Definition
     - Setting #1: In the 'Notification Options' section the the 'Use Email Approvals' flag is NOT checked
     - Navigate to: Enterprise Components > Approvals > Approvals > Transaction Configuration
     - Open the existing ERApproval Process Definition
     - Setting #2: In the section called 'Notification Options', the 'Email Approval User List' field is blank

However, it seems irrelevant that the 'Use Email Approvals' flag needs to be selected, and the Email Approval User List setting needs to be populated if the Company is not planning to use E-mail Approvals within the FSCM Expenses module.

REPLICATION STEPS:

     - Log into the FSCM Online Application as User ID VP1
     - Navigate to: Enterprise Components > Approvals > Approvals > Transaction Configuration
     - Open the Process ID ERApproval
     - At the Notification Options section, make sure to have the below setting:
          - Email Approval User List = Blank
     - Navigate to: Enterprise Components > Approvals > Approvals > Transaction Registry
     - Open the Process ID ERApproval
     - At the Notification Options section, make sure to have the below setting:
          - Use Email Approvals = N
     - Navigate to: Set Up Financials/Supply Chain > Install > Installation Options > Expenses
     - Make sure to have the following configuration:
          - Workflow Enabled = Y
          - HR Manager - Supervisor = Y
          - Enable E-mail Approvals = N
     - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Transaction Definition
     - Open the configuration for Expense Reports, and make sure that HR Supervisor approval level is selected
     - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Approver Profile
     - Open the existing configuration for HRSUPERVISOR, and make sure that for the Expense Report row the Enable Email Approvals = N
     - Navigate to: PeopleTools > Security > Update Profiles > Update Profiles
     - Open existing User ID EXS1, and configure the below settings:
     - At the General tab, click on the 'Edit Email Addresses' link, and add a valid E-mail Address
     - At the ID tab, set Employee ID KU0005
     - At the Workflow tab, select the check-boxes for both E-mail and Worklist User
     - Log into the FSCM Online Application as User ID EXA1
     - Navigate to: Employee Self-Service > Travel and Expense Center > Expense Report > Create/Modify
     - Define Employee ID KU0021, and click on the ADD button
     - Create a brand new Expense Report transaction, with 3 different lines
     - Save the Expense Report, and submit it for approval
     - Confirm by refreshing the page, that the Expense Report has been successfully routed to the HR Supervisor
     - Open the Email Account from the HR Supervisor (User ID EXS1), and confirm that at the Inbox there are 3 different E-mail Notifications sent by workflow for the same Expense Report ID, instead of just one

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.

ACTUAL RESULTS:

Expenses Approver Users are getting bombarded with an unusual high number of E-mail Notifications which are unnecessary. It is confusing the Users as nothing from the configuration has been changed, and somehow the functionality is now behaving differently.

EXPECTED BEHAVIOR:

The Company should not be obliged to configure E-mail Approvals functionality settings in order to have Expenses Workflow Notifications work properly, especially if such feature is not even planned to be used by the Company.

 

Cause

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