Create Workflow Rules Using a Spreadsheet - alternative BPM

Create Workflow Rules Using a Spreadsheet
The Simplified Workflow Rules Configuration feature is a spreadsheet-based alternative to creating rules in Oracle Business Process Management (BPM). Use this feature to create workflow rules for Payables Invoice Approval and General Ledger Journal Approval workflows.
You can download the spreadsheet templates from the Manage Workflow Rules in Spreadsheet page to create and manage rules according to your approval policies.
In addition to creating and managing rules, this feature also lets you do the following.
Name the rule blocks
Initiate various approvals in parallel
Configure or model the blocks to facilitate better approval routing
Use the Lists feature to define customized approval rules with more flexibility.
Access advanced configuration, with an expanded range of functions and more information about each function.
Enable or disable rules and rule blocks.
Add multiple approval actions on the same rule conditions.
Sign in and navigate to the Manage Workflow Rules in Spreadsheet task.
Download the rule template from the Rule Templates section of the Manage Workflow Rules in Spreadsheet page.
Define the workflow rules in the spreadsheet.
Generate the rule file.
Upload the rule file to create rules.
Verify the spreadsheet upload.
Caution: You must use MS Excel version 2016 to create workflow rules. Also, every successful rule upload using a spreadsheet template overrides the existing rules for the workflow.
Tip: Once you create rules using the rule templates, we recommend you use the spreadsheet method only for any future maintenance of rules.
Name Rule Blocks
You can name the rule blocks to organize the approval process. Naming also makes it easier for users to understand and navigate, as users can clearly see the purpose and function of each block.
Configure Rule Blocks for Approval Routing
Configuring rule blocks can increase the accuracy of decision-making during the approval process. It becomes easier to track the flow of approvals and identify any potential issues or bottlenecks in the process. It allows for easy configuration and adaptation to specific business needs.
Verify if the Approval Routing Administration feature is enabled at Offerings Financials Opt In Features. Click the Edit icon for Financials. If the feature isn't enabled, select its check box.
In the Setup and Maintenance work area, go to Financials Application Extensions Manage Workflow Rules in Spreadsheet task.
Download the Rules Template
Download the rule template by performing these steps:
Caution: You must use MS Excel version 2016 to create workflow rules.
Note: Each rule template contains an example of an approval business case to demonstrate how to manage workflow rules using the rule template.
Define the Rules in the Spreadsheet
After downloading the rule template, you must define the workflow rules using the sheets provided in the rule template. Here's a list of sheets you can see in the rule template spreadsheet:
Workflow Rules: Provides a template for configuring transaction approval rules.
Note: The name of this sheet varies for each product. For example, for Payables, the sheet is labeled as Invoice Approval Rules.
Data Set: This sheet provides a template to map the varying attributes to the data.
Note: Currently, data sets are only available for Payables workflows. For more information about data sets, refer to the Data Sets section.
A business rule is an approval requirement within your approval policy. Before defining rules in the rule template, you must analyze approval policy. Consider these points before defining a business rule:
Which transactions require approval?
Who approves transactions in your organization?
Do the approvers vary based on the transaction attributes? If so, use a data set.
What are approval conditions?
How do you want to route the approval notifications?
Which approvals require FYI notifications?
Which transactions are exempted from the approval rule?
For example, for Payables, if your organization's approval policy mandates that:
All invoices that aren't matched to a purchase order must be approved at two levels of the supervisory hierarchy. This hierarchy starts from the manager of the user who creates the invoice.
All invoices that have an invoice amount of more than 5000 USD must be approved by a group of personnel from the Finance department.
For this example, you need two business rules.
Use the Workflow Rules sheet to define approval rules. Enter these details:
Approvers
In this section, designate approvers, specify approval routing, and define rule priority. The template supports a variety of approval routing options. This table provides you details on approval routing and how it works.
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