EEX 9.2: Workflow Routes Expense Report to Approval System Administrator if HR Supervisor Employee ID Is Not Linked to PeopleTools User ID, Even if Refinement Template Is To Skip the Step (Doc ID 2832200.1)

Last updated on JUNE 12, 2023

Applies to:

Symptoms

A problem has been detected with Expense Report approvals, where the workflow is routing the transaction to the HR Supervisor approval level, even though this step has been configured with a Refinement Template, and none of the criteria selected are met by the submitted Expense Report.

The problem seems to stem by the fact that the Employee ID value defined as HR Supervisor of the Employee owner of the submitted Expense Report is not linked to a PeopleTools User Profile, and due to this, the workflow is routing the Expense Report to the User ID set up as the System Approval Administrator at the Expense Report Transaction Definition level.

The Business does not require to have all Employee IDs linked to PeopleTools User Profiles, because some Users will never access the FSCM Online Application, and delegates can perform any needed tasks.

REPLICATION STEPS:

     1.- Have Employee ID AAAAA have in the Expenses Profile an HR Supervisor set as Employee ID BBBBB
     2.- Ensure that Employee ID BBBBB is not linked/associated to any User ID at the PeopleTools Profile level
     3.- At the Expense Report Transaction Definition, activate the approval levels of HR Supervisor, and Pre Pay Auditor, as well as define User ID CCCCC as the System Approval Administrator
     4.- Define a Refinement Template for Expense Reports, where some Expense Type values are set up, and link this to the HR Supervisor Approval Profile
     5.- At this stage, only Expense Reports with certain Expense Types are to be routed to HR Supervisor approval level, while at the same time, all submitted Expense Reports need to route to Pre Pay Auditor
     6.- Log into the FSCM Online Application as an Expenses User
     7.- Create a new Expense Report for Employee ID AAAAA, and use Expense Type values that are NOT present in the created Refinement Template
     8.- Submit for approval the newly created Expense Report
     9.- Refresh the transaction, and confirm that the workflow has routed the Expense Report to User ID CCCCC as HR Supervisor approval level, when it should have skipped it altogether

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

Expense Report transactions are being incorrectly routed to a System Approval Administrator User to complete the HR Supervisor approval level, which should have been skipped by workflow. This creates unnecessary work on reviewing and further approving submitted transactions that would not require such approval otherwise. This delays approvals, and potential expense reimbursement.

If the Expense Report transaction does not meet any of the defined criteria at the Refinement Template level for HR Supervisor on Expense Reports, workflow should skip this approval level completely, and continue routing on subsequent levels if needed.

Changes

Cause

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