Frequently Asked Questions: ‘Reminder Notifications’, and

‘Send Notifications for Purchasing Documents

CONTENTS

1. What are the reminder notifications?

2. How to setup the timeout feature?

3. Any prerequisite for timeout to work?

4. How to generate the notifications for the documents that need to be started up in
approval yet?

5. What are the other types of reminders that the notifications can be sent for?

QUESTIONS & ANSWERS

1. What are the reminder notifications?

Once an approver doesn’t respond to approval notification for quite sometime, then a reminder
notification can be sent out to the approver. You can send up to two reminders to an approver
using the Timeout feature. You can also specify that after a certain period of time, the document
be forwarded automatically to the next approver in the hierarchy. This feature has to be setup by
you by changing the PO and/or Requisition approval workflow in Oracle Workflow Builder.
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2. How to setup the timeout feature?

In Oracle Workflow Builder, open the ‘PO Approval’ workflow (for purchase orders) or the “PO
Requisition Approval” workflow for requisitions.

To enable the Timeout feature in the PO Approval workflow, modify the following activities in the
Notify Approver sub process by entering a Timeout period in their Properties windows: Approve
PO Notification, PO Approval Reminder 1, and PO Approval Reminder 2.

To enable the Timeout feature in the PO Requisition Approval workflow, modify the following
activities in the Notify Approver sub process by entering a Timeout period in their Properties
windows: Approve Requisition Notification, Requisition Approval Reminder1, and Requisition
Approval Reminder2.
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3. Any prerequisite for timeout to work?

Workflow Background Process must be running for the reminder notifications to be generated.
Background process must be set to run periodically if you want the reminders to be regularly
generated. Run this program with parameter ‘Timeout’ set as ‘Yes’, and ‘Item Type’ parameter as
‘PO Approval Process’ or ‘PO Requisition Approval Process’ whichever appropriate.
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4. How to generate the notifications for the documents that need to be started up in
approval yet?

You can run ‘Send Notifications For Purchasing Documents’ program to search the documents
that are incomplete, rejected, or in need of reapproval and sends notifications to the appropriate
people informing them about the document’s status.
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5. What are the different types of reminders that the notifications can be sent for?
When ‘Send Notifications For Purchasing Documents’ program is run, Notifications are generated
regarding the following situations:
- POs and requisitions are Incomplete, Rejected or may require re-approval.
- POs and Releases require acceptance and acceptance is not yet received.
‘Acceptance past due’ notifications is sent if the acceptance required date is over
and no acceptance is entered by this date.
- RFQs and Quotations are in status of In Process.
- Active RFQ approaching expiration i.e. current date is between Due Date and
Close Date.
- Active Quotation approaching expiration.
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