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Description:
Supplier registration request approvers receive the approval notification based on the registration request approval rules configuration.
Let’s look at some significant options that an approver has when reviewing the supplier registration request.
For external supplier registration requests, there are email only notifications sent when:
These email notifications can now be customized using their BIP templates, refer to the following documents:
CONFIGURE SUPPLIER REGISTRATION APPROVAL DECISION NOTIFICATIONS WITH BUSINESS INTELLIGENCE PUBLISHER
CONFIGURE SUPPLIER REGISTRATION IN-PROCESS NOTIFICATIONS WITH BUSINESS INTELLIGENCE PUBLISHER
Using their BIP templates, you can modify the body of the email notifications but you will not be able to modify the subject of the notification. This post details the steps required to modify the subject of these notifications.
The email subject of these notifications are available as strings in the application and you can change the texts using the User Interface Text tool following the steps below:
Step 1:
Login as Procurement Application Administrator and enter a sandbox that has the User Interface Text tool enabled.
Step 2:
Access the User Interface Text tool and search for the string that needs to be modified. The string can be found from the subject of the email notifications. For approved notification, the string used is ‘Supplier Registration Request {REQUEST_NUMBER} was Approved’.
Since tokens cannot be the part of search string, suggest you to search using text ‘Supplier Registration Request’ and provide a replacement option:
Step 3: From the search results, look out for the string Supplier Registration Request {REQUEST_NUMBER} was Approved and exclude all other strings as shown in the screen shot. You will find the replace box editable for the string which is not excluded. Update this string with the exact string that you need to be made the subject of the email notification. Ensure you provide the token in the replacement string as application does not allow removing tokens from the strings.
Step 4: After the correct replacement string is entered and all unwanted strings are excluded, save the change and publish the sandbox.
Step 5: Verify the change reflecting on external registration approved FYI notification.
Points to consider:
Since enabling the new functionality whereby supplier profile change requests (bank accounts) are routed for approval, we have had a couple of instances whereby the task is approved (from BPM worklist) BUT the supplier itself has a note against it stating that the change request is still pending.
I have added some screen shots to evidence that that the task was approved / showing as pending in supplier.
Has anybody come across this issue? It does not happen every time. Just a couple of times in the last few weeks.
Many thanks
Rich
Request Information action allows an approver to send an approval request to any other internal user, including the requester, for more information. User receives a request information notification that is submitted back to the approver after providing the requested information. Out of the box, Request Information option is available to all the workflows related to suppliers and this includes external supplier registrations.
In one of our earlier posts ‘Request to Resubmit and Request Information actions on supplier registration requests’ we had covered the use cases where Request Information and Request to Resubmit options are to be used. For external registration requests, approvers must not use Request Information option to get additional information from the requester.
To avoid approvers requesting information from the requester using Request Information option, you can configure to remove it from the list of available actions following these steps:
Step 1: Navigate to BPM Worklist > Administration > Task Configuration
Step 2: Search for the task that you need to work on. For this post, we will use External Registration Approval task.
Step 3: Click to edit this task and navigate to Access tab. Expand the Actions option and look for Information Request task action. You will see Assignees as Individuals with Access saved by default. Click on the lov and uncheck the Assignees option.
Step 4: Save and Commit the change.
Step 5: Verify that the Request Information option will no longer be available to approvers when reviewing external registration requests.
Hello,
I have a problem with notifications to the Supplier after the process ends with Cancel Supplier Creation.
Manage Supplier Registration Approvals only first stage enabled:
Steps that describe the problem:
How to:
Thank you,
Best regards.
Marko
Attached document shows my steps to enable and the email I received. I am still getting email as well as worklist entry showing the classic notification and not the BIP based notification. Am I missing something.
Summary: Steps to configure Supplier Registration Approved Email notification using Business Intelligence Publisher template.
Description:
Buying organizations can include additional information to be sent to the supplier by configuring the email notifications using BIP.
E.g: In the Supplier Registration Approved Email notification, if you want to add a paragraph detailing the organizations quality policies and also want to display additional information dependent upon a supplier registration attribute, then follow the below steps:
Note:
Step 1: Create a copy of the template
Sign in to Oracle Business Intelligence Publisher. In the Suppliers Business Intelligence Catalog, locate the External Supplier Registration Approved FYI Email Report template, and then click Customize. This creates a copy of the template in your Custom folder.
Step 2: Download and install BI publisher word add-in
If BI publisher add-in is not installed for word you can download it from the below link:
https://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html
Step 3: Download sample data
Sample data will be required in order to add additional supplier registration attributes to the template. Sample data contains a list of supplier registration attributes along with sample values for these attributes. This when loaded to the template gives you a list of the supplier registration attributes which can be added to the template. Furthermore the sample data is also useful when you want to preview a report for the configuration done.
To download the sample data follow the below steps:
Edit the External Supplier Registration Approved Email Data Model available under the Data Models folder.
Click on the properties from the panel on the left hand side. Download and save the sample.xml
Note: If the sample data does not contain the required attributes, you can edit the sample.xml file using notepad and manually add the required tag and value combination under the correct mapping set.
To fetch the correct Tag Name and mapping set, open the data model, Click on the Data Sets from the panel on the left hand side and go to Structure tab. XML Tag Names and their mapping sets are listed here.
Step 4: Customizing the copy of the seeded template.
Step 5: Viewing a sample report for the customization.
Note: Temporarily delete the portion highlighted in yellow before viewing a sample. Paste it back after viewing the sample report.
These tags are references to other folders in the BI and hence will throw error when we try to view a sample report locally.
Under BI publisher tab click on any of the formats to view a sample report.
Sample report in the pdf format.
Step 6: Save the template and upload it back into the BI publisher.
Under Custom folder> Procurement> Suppliers > External Supplier Registration Approved FYI Email Report, note down the layout name and delete the existing template. Click on Upload to upload the configured template. Please note to use the existing name for layout name. For External Supplier Registration Approved FYI Email Report template the layout name is ExtSuppRegNotifApprovedFyi.
Once the upload is complete click on View a list on the top right corner and verify that the Default Layout checkbox is checked.
Other references:
In an earlier post (link), we explained how a supplier profile change request is determined for approval requirement using two setup pages. The first one determines if an approval is required or not. If from the first setup, application identifies that approval is required, then it uses the second setup to determine the approvers for the change request.
The setup pages are:
1. Configure Supplier Registration and Profile Change Request, and
2. Manage Supplier Profile Change Approvals
Through this post, we will explain how Manage Supplier Profile Change Approvals setup page can be used to meet your approval routing requirements.
Manage Supplier Profile Change Approvals
This setup page has two stages and six participants in total. For the detailed explanation on stages and participants, you can review our whitepaper: Setting up Document Approvals Oracle Fusion Procurement Cloud (Doc ID 2264952.1).
Using this setup page you can author approval rules with conditions based on which a change request will be routed for approval. As part of rule configuration, you also choose the list of approvers who should receive the request for their approval when a rule evaluates to true.
To author approval rules, it is important to understand how application uses approval attributes based conditions to evaluate approval rules. Following are the key points along with examples to explain how this is done. Please note, the values denoted in single quotes are valid values for given supplier attribute that will be used as an approval attribute or change request attribute or both.
Examples:
Approval Rule Attribute |
Approval Rule Condition |
Change Request |
Rule outcome/Case from flowchart |
Supplier Type
Supplier Profile Value = ‘Sub-Contractor’ |
Supplier Type equals ‘Manufacturing’
|
Supplier Type Changed to ‘Manufacturing’
|
True/Case 1B |
Supplier Type Changed to ‘Internal’
|
False/Case 1A |
Examples:
Approval Rule Attribute |
Approval Rule Condition |
Change Request |
Rule outcome/Case from flowchart |
Business Classification
Supplier Profile Value = ‘Small Business’ |
Business Classification equals ‘Small Business’ |
Certifying Agency Changed to ‘National Women Business Owners Corporation’
|
True/Case 3B |
Business Classification equals ‘Minority Owned’
|
Certifying Agency Changed to ‘National Women Business Owners Corporation’
|
False/Case 3A |
Examples:
Approval Rule Attribute |
Approval Rule Condition |
Change Request |
Rule outcome/Case from flowchart |
Supplier Type
Supplier Profile Value = ‘Sub-Contractor’
Dimension: Change Request Organization Detail
|
Supplier Type equals ‘Sub-Contractor’
|
Products and Services Category added: ‘Hardware’
|
True/Case 4BB |
Supplier Type equals ‘Manufacturing’
|
Products and Services Category added: ‘Hardware’
|
False/Case 4BA |
Examples:
Approval Rule Attribute |
Approval Rule Condition |
Change Request |
Rule outcome/Case from flowchart |
Business Classification
Supplier Profile Value = ‘Small Business’
Dimension: Change Request Business Classification
|
Business Classification equals ‘Small Business’ |
Products and Services Category added: ‘Hardware’
|
False/Case 4A |
Business Classification equals ‘Minority Owned’
|
Products and Services Category added: ‘Hardware’
|
False/Case 4A |
*Please note:
Following flow chart depicts the above mentioned cases (True and False indicate approval rule condition outcome):
Good Day Experts,
How does the priority work in the approvals?
If have the same rule with different priority, will the approvals from High to low or it will pick the high priority ?
Eg: Rule: Supplier type is Spend Authorize and Supplier Type = Material
Rule 1: "Supplier type is Spend Authorize and Supplier Type = Material" and Priority: "High" and Action: Approval Group1
Rule 2: "Supplier type is Spend Authorize and Supplier Type = Material" and Priority: "Medium" and Action: Approval Group2
Rule 3: "Supplier type is Spend Authorize and Supplier Type = Material" and Priority: "Low" and Action: Approval Group2
Will the approval go only to Group1 ?
Will the approval go to Group1 and once the Group1 approval it will go to Group2 and once the Group2 approves it will go to Group3?
Thanks and Regards
Santosh Kale