Understanding Hierarchies

and How to Set Them Up

This document explains the differences between the Position
Hierarchy structure, and the Employee/Supervisor Hierarchy
structure, as well as how to set up each of them.
This document takes you through each of the forms explaining what
needs to be defined, and where to define it. You will find it
particularly useful to follow along when setting up a hierarchy
yourself, or troubleshooting problems when it doesnt work as you
expect.

LoginCreated
Created
Login
EmployeeSelected
Selected
Employee
Sys-Admin:security/user/define
security/user/define
Sys-Admin:

Position Hierarchy
(PO: Setup/Personnel/Position Hierarchies)

PositionHierarchy
Hierarchy
Position
Structure
Structure

President
President
Employee Record
Employee Record
Position
Assigned
Position Assigned
PO:Setup/Personnel/Employee
Setup/Personnel/Employee
PO:

VicePresident
President
Vice
ApprovalAssignment
AssignmentForm
Form
Approval
(Createsthe
thetie
tiebetween
between
(Creates
Approval
Group
andPosition)
Position)
Approval Group and
PO:Setup/Approvals/Approval
Setup/Approvals/ApprovalGroups
Groups
PO:

usingposition
positionhierarchies,
hierarchies,
IfIfusing
TheFill
FillEmployee
EmployeeHierarchy
Hierarchy
The
Requestshould
shouldbe
berun
runafter
after
Request
Eachhierarchy
hierarchyadjustment
adjustmentoror
Each
Change.
Change.

By Mike

Clerk
Clerk
ApprovalGroup
Group
Approval
Defines
Account
Range
Defines Account Range
DocumentTotals
Totalsfor
forwhich
which
Document
Employee
can
Approve.
Employee can Approve.
PO:Setup/Approval/Approval
Setup/Approval/ApprovalGroup
Group
PO:

LoginCreated
Created
Login
EmployeeSelected
Selected
Employee
Sys-admin:security/user/define
security/user/define
Sys-admin:

EmployeeRecord
Record
Employee
Job
Assigned
Job Assigned
SupervisorSpecified
Specified
Supervisor
PO:
Setup/Personnel/Employee
PO: Setup/Personnel/Employee

Job:President
President
Job:
Supervisor:No
NoSupervisor
Supervisor
Supervisor:
Name:Jane
JaneDough
Dough
Name:

Job:Vice
VicePresident
President
Job:
Supervisor:Jane
JaneDough
Dough
Supervisor:
Name:John
JohnDoe
Doe
Name:

Job:PO
POClerk
Clerk
Job:
Supervisor:John
JohnDoe
Doe
Supervisor:
Name:Terry
TerryGreen
Green
Name:

Employee/Supervisor
Employee/Supervisor
Hierarchy
Hierarchy

ApprovalAssignment
AssignmentForm
Form
Approval
(Createsthe
thetie
tiebetween
between
(Creates
Approval
Group
andPosition)
Position)
Approval Group and

ApprovalGroup
Group
Approval
DefinesAccount
AccountRange
Range
Defines
Document
Totals
forwhich
which
Document Totals for
Employeecan
canApprove.
Approve.
Employee

WhenEmployee/Supervisor
Employee/SupervisorHierarchy
Hierarchyisisused,
used,there
thereisisno
noneed
needtotorun
runthe
theFill
FillEmployee
EmployeeHierarchy
Hierarchyreport
report
When
Purchasingasasthe
theemployee/supervisor
employee/supervisorrelationship
relationshipbuilds
buildsthe
thetie
tiebetween
betweeneach
eachemployee.
employee.
InInPurchasing
**Noticethe
thesame
samelogic
logicisisused
usedwhen
whenverifying
verifyingthe
theapproval
approvalauthority,
authority,the
theonly
onlydifference
differenceisisthe
thejob
job
**Notice
assignedan
anapproval
approvalgroup,
group,whereas
whereaswhen
whenyou
youuse
usepositions,
positions,the
theposition
positionisisassigned
assignedan
anApproval
ApprovalGroup.
Group.
IsIsassigned

1.

Setup of Approval Hierarchies - Position

Using Approval Groups (Setup/Organizations/Financial Options: Human Resources Alternative)
This is where the choice is made. If the box is checked, Hierarchies are being used.

President
President

Setup/Approvals/Approval Assignments

VicePresident
President
Vice

Director
Director

Clerk
Clerk
Position Hierarchy

APPROVAL ASSIGNMENTS
APPROVAL ASSIGNMENTS
Position: Vice President
Position: Vice President
Document Type: Standard PO
Document Type: Standard PO
Approval Group: Executive
Approval Group: Executive

Setup/Approvals/Approval Groups

APPROVAL GROUP
APPROVAL GROUP
Vice President Approval Group
Vice President Approval Group
Include: Accounts 0000.1111.2222.33333
Include: Accounts 0000.1111.2222.33333
Document Total: $2,000
Document Total: $2,000

Thevice
vicepresident
presidentposition
positioncreates
createsa aPurchase
PurchaseOrder
Orderfor
for$4,000.
$4,000.
1.1.The
Whenattempting
attemptingtotoapprove
approvethe
thePurchase
PurchaseOrder,
Order,the
thesystem
systemwill
willlook
lookatatwhich
which
2.2.When
Approval
Group
is
assigned
to
the
position.
Approval Group is assigned to the position.
3.
Oncethe
theApproval
ApprovalGroup
Groupisislocated,
located,the
therules
ruleswill
willthen
thenbebeconsidered
consideredone
one
3. Once
time,from
fromfirst
firsttotolast.
last.
atata atime,
4.
If
all
rules
are
satisfied,
thePurchase
PurchaseOrder
Orderwill
willmove
movetotoApprove
ApproveStatus.
Status.
4. If all rules are satisfied, the
rulecannot
cannotbebesatisfied,
satisfied,the
thePurchase
PurchaseOrder
Orderwill
willneed
needtotobebeforwarded
forwarded
IfIfa arule
to
the
next
position
in
the
Hierarchy.
Whoever
is
assigned
to
that
positionwill
will
to the next position in the Hierarchy. Whoever is assigned to that position
thenneed
needtototake
takeaction
actionon
onthe
thePurchase
PurchaseOrder.
Order.
then
Noticeininthe
thetest
testcase
caseabove
above- -The
Thedocument
documenttotal
totalisisset
settoto$2,000
$2,000for
forthe
therule
rule
5.5.Notice
in
the
Approval
Group
window,
this
means
the
Purchase
Order
Example
would
in the Approval Group window, this means the Purchase Order Example would
needtotobebeforwarded
forwardedtotothe
thePresident
Presidentfor
forApproval.
Approval.
need

2.

Setup of Employee/Supervisor Approval Process

Using Approval Groups (Setup/Organizations/Financial Options: Human Resources Alternative)
This is where the choice is made. If the box is un-checked, Hierarchies are NOT being used.
The Hierarchy is built based on the employee/supervisor relationship.
Job: President
Job: President
Employee: Julie Ross
Employee: Julie Ross

Setup/Approvals/Approval Assignments
Job: Vice President
Job: Vice President
Employee:Joe Smith
Employee:Joe Smith
Supervisor: Julie Ross
Supervisor: Julie Ross

Job: Senior Clerk

Job: Senior Clerk
Employee: Jane Dough
Employee: Jane Dough
Supervisor: Joe Smith
Supervisor: Joe Smith

Job: Clerk
Job: Clerk
Employee: Bill Smith
Employee: Bill Smith
Supervisor: Jane Dough
Supervisor: Jane Dough

APPROVAL ASSIGNMENTS
APPROVAL ASSIGNMENTS
Job: Vice President
Job: Vice President
Document Type: Standard PO
Document Type: Standard PO
Approval Group: Executive
Approval Group: Executive

Setup/Approvals/Approval Groups

APPROVAL GROUP - Executive

APPROVAL GROUP - Executive
Vice President Approval Group
Vice President Approval Group
Include: Accounts 0000.1111.2222.33333
Include: Accounts 0000.1111.2222.33333
Document Total: $2,000
Document Total: $2,000

usingEmployee/Supervisor
Employee/Supervisor- -Every
EveryEmployee
Employeeshould
shouldbebeassigned
assigneda aSupervisor.
Supervisor.
1.1.IfIfusing
WithinHuman
HumanResources
ResourcesResponsibility
Responsibility- -(New
(NewHire:
Hire:Assignments)
Assignments)
Within
2.
The
job
for
which
the
employee
is
assigned
to
determines
whichApproval
ApprovalGroup
Groupisiscalled.
called.
2. The job for which the employee is assigned to determines which
theabove
abovescenario,
scenario,Joe
Joecreates
createsa aStandard
StandardPurchase
PurchaseOrder
Orderfor
for$4,000.
$4,000.When
Whengoing
goingtotoapprove
approvethe
thePO,
PO,
3.3.InInthe
the
system
will
look
to
what
Approval
Group
has
been
assigned
to
the
Job
which
Joe
is
holding
Vice
the system will look to what Approval Group has been assigned to the Job which Joe is holding - Vice
Presidentininthe
theabove
aboveexample.
example.
President
Oncethe
theApproval
ApprovalGroup
Groupisisknown,
known,the
therules
rulesmust
mustthen
thenbebeconsidered.
considered.IfIfallallrules
rulescan
canbebesatisfied,
satisfied,the
the
4.4.Once
Purchase
Order
would
then
move
to
Approve
status.
In
the
above
example
Joe
is
assigned
to
the
Vice
Purchase Order would then move to Approve status. In the above example Joe is assigned to the Vice
PresidentJob
Jobwhich
whichhas
hasa arule
ruleofof$2,000
$2,000dollars
dollarsasasdocument
documenttotal
totallimit.
limit.
President
5.
Because
of
this
rule,
the
document
will
need
to
be
forwarded
to
whoever
hasbeen
beenassigned
assignedasasJoes
Joes
5. Because of this rule, the document will need to be forwarded to whoever has
Supervisor.Julie
JulieRoss
Rossisisthe
thesupervisor
supervisorininthe
thetest
testcase
caseabove
aboveand
andwould
wouldbebenext
nextininline
linefor
forthe
thedocument.
document.
Supervisor.

3.

AreApproval
ApprovalHierarchies
Hierarchiesbeing
beingused?
used?
1.1.Are

1. If this box is checked, Approval Hierarchies are being used.

If it is not checked, Employee Supervisor Relationship is being used.

Employee/Supervisorisisbeing
beingused
used--what
whatjob
jobisisthe
theemployee
employeeassigned
assignedto?
to?
2.2.IfIfEmployee/Supervisor
usingPosition
PositionHierarchies,
Hierarchies,what
whatposition
positionisisthe
theemployee
employeeassigned
assignedto?
to?
IfIfusing
HR Shared Install -

PO Super User: Setup/personnel/Employees

Query up the employee by name, Choose the More Button

Choose Assignment information:

Job or Position - whichever applies.
Alternative Region - Assignment

From within Oracle Human Resources -

4.

Required if HR is fully installed.

HR: People/Enter and Maintain

Perform a Find on the person in question

Choose the Assignment Button from the
bottom of the form.

Take note of the Position (Approval Hierarchies) or Job (Employee/Supervisor).

5.

Nowthat
thatthe
theposition
position(Approval
(ApprovalHierarchies)
Hierarchies)ororjob
job(employee
(employeesupervisor)
supervisor)isisknown,
known,itit
3.3.Now
necessarytotofind
findout
outwhat
whatApproval
ApprovalGroup
Groupisisassigned
assignedtotothe
thedocument
documenttype.
type.
isisnecessary

Setup/Personnel/approval Assignments

Choose the job or position

NoticeJobs
Jobsisisbeing
beingselected,
selected,this
thisimmediately
immediatelyisisananidentifier
identifier
1.1.Notice
thatemployee/supervisor
employee/supervisorrelationships
relationshipsare
arebeing
beingused.
used.
that
2.
Upon
querying
the
job,
you
will
see
that
there
are
document
2. Upon querying the job, you will see that there are 88document
typeswhich
whichcan
canbebeassigned
assignedapproval
approvalgroups
groupsasasnecessary.
necessary.
types
Thismeans
meansititisispossible
possibletotoassign
assignapproval
approvalgroups
groupsfor
fordifferent
different
3.3.This
approval
limits
for
the
various
document
types.
approval limits for the various document types.
Forthis
thisexample,
example,I Ihave
haveassigned
assignedthe
theApproval
ApprovalGroup
Group
4.4.For
Executive
to
all
document
types.
Executive to all document types.

6.

nownecessary
necessarytotosee
seethe
thedifferent
differentrules
ruleswhich
whichare
areassigned
assignedtotothe
theApproval
ApprovalGroups.
Groups.
4.4.ItItisisnow

ExecutiveApproval
ApprovalGroup
Group
1.1.Executive
DocumentTotal
Total- -Infinite
Infiniteamount
amountlimit
limit
Document
2.
Account
Range
Include
all
account
ranges.
2. Account Range - Include - all account ranges.
Thismeans
meansthat
thatsince
sincethis
thisapproval
approvalgroup
groupisis
3.3.This
assignedtotoall
alldocument
documenttypes
types
a.a.assigned
b.
is
for
infinite
amount
of
money
b. is for infinite amount of money
coversall
allaccount
accountranges
ranges
c.c.covers
AllDocument
DocumentTypes
Typesassigned
assignedtotothis
thisapproval
approval
All
groupwill
willhave
haveno
nocontrol
controllimits.
limits.
group
Becauseofofthis,
this,there
thereisislimited
limitedchance
chancethat
thatany
any
Because
document
type
assigned
(Approval
Assignments)
document type assigned (Approval Assignments)
thisapproval
approvalgroup
groupwill
willrequire
requireforwarding.
forwarding.
totothis

* By Default Accounts are excluded.

* You have to include an account range for the approver. If no account range
is specified all accounts will be excluded.

Wheredoes
doesthe
theforwarding
forwardingmethod
methodfit
fitin?
in?
5.5.Where

1. The forwarding method is set under document types.

1. The forwarding method is set under document types.
2. It is set individually for Document Types.
2. It is set individually for Document Types.
3. The Standard Purchase Order is being used for our example.
3. The Standard Purchase Order is being used for our example.
4. Notice Direct is being used.
4. Notice Direct is being used.

7.

DirectororHierarchy
Hierarchyforwarding
forwardingmethod
methodcan
canbe
beused
usedwith
witheither
eitherApproval
ApprovalHierarchies
Hierarchiesoror
Direct
EmployeeSupervisor.
Supervisor. Below
Belowexample
exampleisisininregards
regardstotoemployee/supervisor
employee/supervisorsetup.
setup.
Employee
Scenario: A Purchase Order is created for $10,000. The approval groups have been assigned to each Job for the values seen
next to the word Approve. The Purchase Order was created by Sally Smith. When using the Direct method for forwarding,
the Purchase Order, it will be forwarded to the next Supervisor in line who has the Approval Authority - in this case Julie Ross
would be the first person to get the document after Sally Smith submitted for approval. If using Hierarchy method, all will see it.

Direct Forwarding Method:

1. The Purchase Order

would be sent immediately
up the chain based
on the supervisors assigned
to each employee.

Job: President
Employee: Julie Ross
Approves: 1,000,000

Job: Vice President

Employee:Joe Smith
Approves: $8,000
Supervisor: Julie Ross

Job:Director
Employee: Jane Dough
Approves: $6,000
Supervisor: Joe Smith

Hierarchy Forwarding Method:

Approved

Future Route

1. The Purchase Order

would be forwarded
to the next person
based on the supervisor.
*Notice the future
path once
everyone has
their hands in the
approval process.

Current Route

Job: Clerk
Employee: Sally Smith
Approves: $4,000
Supervisor: Jane Dough
**Whether Positions Hierarchies of Employee/Supervisor Relationship is used - the scenario above applies.
** If the employee supervisor approval method is being used, the direct forwarding method should not be used.

8.

Creating a Position Hierarchy

1
2
3

Enter Hierarchy Name Save

Enter the From Date Save
Click in the POSITION field
and query the position you
would like to be your Top
position.
After the Position is selected
Press the Down Key
This position is now your top
position.
Your cursor will now be in the
subordinate region, choose the
position to go under the top
position.
Again hit the Blue Down Arrow
You will now see the Subordinate
position shift to where the Top
Position was located (next page)

In this example, the top position for this hierarchy is going to be VP310.Vice President. The immediate
Subordinate will be 410.Senior Manager. Please see next page as it shows what the outcome is after
Pushing the blue down arrow after entering the 410.Senior Manager.

Creating aa Position
Position Hierarchy
Hierarchy Cont.
Cont.
Creating

Notice that the 410.Senior Manager

has shifted upward. Add a new
Position and hit the DOWN blue
arrow and you will see the newly
created position slide upward to
the position section of the form.
It is possible to branch out positions
by simply assigning two positions
underneath a single position.
Then from either position you can
choose the Down Arrow, creating
a branch off of that position.

release11.0,
11.0,when
whenattempting
attemptingtotoApprove
ApproveaaPurchase
PurchaseOrder,
Order,the
thesystem
systemisisgoing
goingtotofirst
firstlook
looktotothe
theDefault
DefaultHierarchy
Hierarchy
InInrelease
thePurchasing
PurchasingOptions.
Options.IfIfthe
theuser
userisispart
partofofthis
thishierarchy,
hierarchy,the
thePurchase
PurchaseOrder
Orderwill
willbebeforwarded
forwardedon
onbased
basedon
onthe
the
InInthe
Next
position
in
the
Hierarchy.
If
for
some
reason
the
Approving
person
is
not
part
of
the
Approval
Hierarchy
and
does
Next position in the Hierarchy. If for some reason the Approving person is not part of the Approval Hierarchy and does
HaveAuthority,
Authority,then
thenthe
theDocument
Documentwill
willstill
stillremain
remainIncomplete.
Incomplete.ItItisisnot
notuntil
untilthe
theuser
userChooses
Choosesthe
theForward
ForwardTo
Toon
onthe
the
Have
Approval
screen
that
the
document
will
begin
to
move
forward
through
the
Approval
Hierarchy.
In
10.7,
the
user
would
Approval screen that the document will begin to move forward through the Approval Hierarchy. In 10.7, the user would
Bewarned
warnedthat
thatthey
theydo
donot
nothave
haveapproval
approvalauthority
authorityand
andwould
wouldneed
needtotoforward
forwardthe
thedocument,
document,ininrelease
release11.0
11.0with
withthe
the
Be
IntroductionofofWorkflow,
Workflow,this
thisfunctionality
functionalityhas
hasbeen
beenremoved.
removed.
Introduction

Notifications in
in Oracle
Oracle Purchasing
Purchasing
Notifications

TheForward
ForwardButton
Buttonisisused
usedtotomove
movefrom
fromone
oneusers
usersnotifications
notificationsque
quetotoanother
anotherusers
usersque.
que.There
Thereisisno
noaction
actionrecorded
recordedininthe
the
The
PurchaseOrder/Requisition
Order/RequisitionHistory.
History.ItItisissimply
simplymoving
movingthis
thisnotification
notificationfrom
fromone
oneusers
usersnotification
notificationque
quetotoanother.
another.ItItshould
should
Purchase
Also
be
noted
that
if
User
1
forwards
the
notification
to
user
2,
the
approval
group
rules
from
user
1
are
still
in
fact
used
when
Also be noted that if User 1 forwards the notification to user 2, the approval group rules from user 1 are still in fact used when
Theapproval
approvalisisinitiated.
initiated.
The

TheRespond
Respondbutton
buttonisisthe
thebutton
buttonofofaction.
action.The
Therespond
respondbutton
buttonisiswhat
whatshould
shouldbebeused
usedtotoApprove
Approvethe
thedocument
documentororforward
forward
The
Thedocument
documentififthis
thisisisthe
theaction
actionwhich
whichthe
theuser
userwould
wouldlike
liketotocomplete.
complete.ItItisisnot
notpossible
possibletotoenter
enteraaForward
ForwardTo
Toemployee
employee
The
And
commit
the
action
without
also
putting
in
a
User
Approve
Action.
Just
because
the
user
chooses
Approve
as
anaction
action
And commit the action without also putting in a User Approve Action. Just because the user chooses Approve as an
Doesnot
notmean
meanthat
thatthe
thedocument
documentwill
willininfact
factbebeapproved.
approved.IfIfthe
theposition/job
position/jobfor
forwhich
whichthis
thisemployee
employeeisisassigned
assignedtotohas
hasapproval
approval
Does
Authority,
then
yes,
the
document
will
be
approved,
otherwise
it
will
move
up
the
position
hierarchy
or
to
the
next
supervisor
Authority, then yes, the document will be approved, otherwise it will move up the position hierarchy or to the next supervisor
linedepending
dependingon
onwhether
whetherorornot
notthe
thesystem
systemisisusing
usingposition
positionhierarchies.
hierarchies.
InInline

userchooses
choosesthe
theRespond
Respondbutton
buttonand
andenters
entersaaposition
positionasasaaForward
ForwardTo
Tothen
thenthe
thenotification
notificationwill
willnot
notgo
goanywhere
anywhereand
and
IfIfaauser
Thedocument
documentwill
willremain
remainininthe
theinitial
initialstatus
statusupon
uponentering
enteringthis
thisform.
form.ItItisisnecessary
necessarytotoenter
enteran
anemployee
employeename
nameininorder
orderfor
for
The
The
functionality
of
Respond
to
take
place.
The functionality of Respond to take place.

theuser
userchooses
choosestotoOpen
Openthe
thenotification
notificationthen
thensame
sametwo
twooptions
optionsare
areavailable
availableForward
ForwardororRespond.
Respond.InInthis
thiscase,
case,ififthe
the
IfIfthe
User
chooses
the
Forward
button,
it
will
again
only
forward
the
notification,
no
action
taken
and
no
update
to
the
PO
Action
User chooses the Forward button, it will again only forward the notification, no action taken and no update to the PO Action
History. Choosing
ChoosingRespond
Respondoffers
offersACTION
ACTIONchoices
choicesand
andshould
shouldbe
beused
usedtotomove
movethe
thePurchase
PurchaseOrder/Requisition
Order/Requisitionthrough
through
History.
The
approval
process.
Finally,
the
Open
Document
button
which
appears
within
the
notification
can
be
used
to
spawn
the
The approval process. Finally, the Open Document button which appears within the notification can be used to spawn the
EnterPurchase
PurchaseOrder/Requisition
Order/Requisitionform
formwhich
whichcan
canthen
thenbebeused
usedtototake
takethe
theappropriate
appropriateapproval
approvalactions.
actions.
Enter

Web Notifications
Notifications
Web

SendNotifications
Notificationsfor
forPurchasing
PurchasingDocuments
Documents
Send
Theworkflow
workflowprocess,
process,Send
SendNotifications
Notificationsfor
forPurchasing
PurchasingDocuments,
Documents,looks
looksfor
fordocuments
documentsthat
thatare
areincomplete,
incomplete,rejected,
rejected,
The
needofofreapproval
reapprovaland
andsends
sendsnotifications
notificationstotothe
theappropriate
appropriatepeople
peopleofofthe
thedocument's
document'sstatus.
status.You
Youcan
canview
viewand
and
ororininneed
respond
to
these
notifications
through
the
Notifications
Summary
window.
In
order
for
these
notifications
to
be
sent,
respond to these notifications through the Notifications Summary window. In order for these notifications to be sent,
youneed
needtotostart
startthis
thisconcurrent
concurrentprogram
programprocess,
process,Send
SendNotifications
Notificationsfor
forPurchasing
PurchasingDocuments,
Documents,and
andchoose
choosehow
howfrequently
frequently
you
you
want
the
process
to
run.
(The
workflow
definition
itself,
Send
Notifications
for
Purchasing
Documents,
which
is
initiated
you want the process to run. (The workflow definition itself, Send Notifications for Purchasing Documents, which is initiated
bythis
thisconcurrent
concurrentprogram
programprocess,
process,isisviewable
viewablethrough
throughthe
theOracle
OracleWorkflow
WorkflowBuilder.)
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by
ExampleCreate
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LeaveititIncomplete
Incompleteaanotification
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run
Example
Follow-upNotifications
NotificationsThere
Thereisisaatimeout
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featureininworkflow
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thatlooks
looksatatthe
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ageofofthe
theNotifications
Notificationsininthe
theusers
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que,ifif
Follow-up
Noaction
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againstthese
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forthat
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willbebesent
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No
Mostnotifications
notificationsare
aresent
sentvia
viathe
themain
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process. This
Thisprocess
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forfollow
followup
upnotifications
notificationsororother
other
Most
Notificationswhose
whosecreation
creationisisnot
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dependenton
onthe
themain
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processfor
forrequisitions
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orders.
Notifications