Configure In-App Approval Notifications With BI Publisher: White Paper / October 24, 2019

Configure In-
App Approval
Notifications
with BI
Publisher
WHITE PAPER / OCTOBER 24, 2019
1 WHITE PAPER / Configure BIP Notifications

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TABLE OF CONTENTS
INTRODUCTION .............……………………………………………………4
KEY COMPONENTS …….....................…………………………….……...4
HOW TO CONFIGURE PURCHASE REQUISITION APPROVAL

NOTIFICATIONS WITH BUSINESS INTELLIGENCE PUBLISHER……..5
REQUISITIONING DATA MODEL ……………..……………….…………..11
Header attributes ………………..………………………………………..11
Line attributes ………………………..……………………………………16
Distribution attributes ……………………………………………………..25
CONSIDERATIONS …………………………………………………………..30
BUSINESS CASES ……………….…………………………….…………….30
Business Case 1 ……………….…………………...…………………….30
Business Case 2 ………….……………………………………………….33
CUSTOMIZATION DO’S AND DONT’S …….……….………………….......35
CONCLUSION ……..…………………………………………………………..36

INTRODUCTION
As business processes and compliance continue to evolve, companies are placing more
and more emphasis on document and spend approvals. Oracle Fusion Procurement
uses Use Oracle BI Publisher Templates to generate online approval notifications.
Oracle BI Publisher offers the flexibility in configuring notifications. This feature has
been leveraged in Oracle Procurement to configure E-Mail approval notifications.
Enabling this feature for online notifications provides complete flexibility for the buying
organization to configure and use flexible layout in their approvals process.
In this whitepaper, you can learn about the features available and the steps required for
setting up Oracle BI Publisher Templates to generate online approval notifications.
KEY COMPONENTS
Release 13 (Update 18A) allows you to opt in to and enable Business Intelligence
Publisher template based Approval email notification.
From Update 18C onwards, this has been enhanced to provide the capability to
configure Approval online notification as per business needs and is controlled by Opt-in.
User can either opt-out of the Business Intelligence Publisher template based Approval
notifications or can Opt-in to get only Email notification or Both.
NOTE: This feature is enabled by default starting from Update 19B.
Figure 1 User should be able to select the opt-in with the options shown in the figure

For Requisitions there are three flavors of Notifications that are supported in BIP
 Standard Approval Notification

 Re-Approval of line updated by Requester
 Re-Approval of line updated by Buyer
HOW TO CONFIGURE PURCHASE REQUISITION APPROVAL NOTIFICATIONS W ITH BUSINESS

INTELLIGENCE PUBLISHER
After this feature is enabled, follow these steps to configure the template for requisition
approval notifications:
Navigation:
1. Login into BI Publisher with the given credentials
2. Click on Catalog link at the right top corner
3. The reports are displayed in two folders, My Folders and Shared Folders
• Shared Folders contains the reports and folders you have been granted
access to based on your role
• My Folders contains the reports and folders your administrator has assigned
to you and the reports you have created (if you have the BI Publisher Developer or
Administrator role).
Download the Sample xml

1. Requisition Approval E-mail Data model is available under Shared Folder-
>Procurement->Self Service Procurement->Data Models
Figure 2 Navigation to Data Model Folder

2. Click on the data model. Once the page opens up click on Properties from left
hand panel.
Figure 3 Sample XML file can be downloaded from properties
3. Download and save the sample.xml.
Download Report (Seeded template)

1. Seeded template is available under the Shared Folder->Procurement->Self
Service Procurement.

Figure 4 Navigation to Requisition Approval E-mail Report
2. Expand folders: Shared Folder -> Procurement -> Self Service Procurement.
3. Select Requisition Approval Email Report. Click More and select Customize. This
will create a copy of the report in the Custom folder. (Alternatively, user can
copy paste the folder from Seeded path to the custom folder under procurement,
so that seeded template is copied to the custom folder)

Figure 5 Go to More Options to customize the template
Edit Report
1. Go to the Custom folder->Procurement->Self Service Procurement->Requisition

Approval Email report, Click Edit under the Requisition Approval Email Body
Layout. This will download the RequisitionApprovalEmailLayout.rtf.
2. Open the RequisitionApprovalEmailLayout.rtf in MS Word with BI plugin installed.
3. User need to load the sample xml file (that is downloaded and saved above), so
that all the attributes in the data model are available for customizing the template.
4. Go to BI Publisher tab, click on Sample XML and Open the xml from the saved
location
Figure 6 Loading Sample XML from BI Publisher tab
5. Edit the content or layout as necessary. For example, if you want to include Line
level attribute Item Source, you can go to BI publisher, Select the field,
ITEM_SOURCE and click insert

Figure 7 Adding an attribute to the template from the sample xml
6. Save and close the report
Customizing Item Image
If the user wants to customize an item image, add some dummy image where you want
the item image to be displayed.(Screen shot shown below)
Double click on the image, go to Picture Tools->Format->Click on Size arrow.
It opens a format picture popup, go to alt txt tab, add an alternative text as
"url:{LINE_PICTURE}" as shown below.

Figure 8 Adding a picture in the template
Upload Report
1. In the Catalog, expand folders: Shared Folder -> Custom -> Procurement -> Self
Service Procurement.
2. Click on Add New Layout button
3. Click upload icon under Templates.
4. In the Upload Template File pop up, Enter the Layout Name, select modified report in
the Template File, select template type as RTF template, select English (United States)
as Locale, and click Upload.
Figure 9 Upload the customized template
5. Click Save icon on top right of the page.

6. Go to List View of the templates, select the default layout and Save it.
7. The customized attributes will be available in your Approval notification

Figure 10 Setting up the default template
8. To run the report online, Go to Properties and check the ‘Run Report Online’
checkbox.
9. Click on View Report button and view the report.
Figure 11 View the report online
REQUISITIONS DATA MODEL
Approvers often require specific attributes relating to a requisition to be made

available while reviewing an approval notification. These attributes generally provide
required additional context or details that facilitate better decision making during
approval. Currently, the list of such additional attributes that can be exposed on a
notification are limited. The requirement is to allow the data model to be opened up
for selection so that any attribute may be made available on a notification.
Following is the list of Requisition Header, Line and Distribution attributes that are
supported for customizing the template

HEADER ATTRIBUTES
Column Name Description

REQUISITION_HEADER_ID Requisition header
unique identifier
REQUISITION_NUMBER Requisition number
REQ_BU_ID Business Unit Unique

Identifier
DESCRIPTION Description for requisition
DOCUMENT_STATUS Document Status
JUSTIFICATION Note to approver
EMERGENCY_REQ_FLAG Stores state of

emergency req checkbox
EMERGENCY_PO_NUMBE Purchase order number

R reserved in advance for
an emergency requisition
PRC_BU_ID The business unit from
which the
emergency_po_number
is derived. This field
completely qualifies the
emergency_po_num
PCARD_ID Unique dentifer for
procurement card used
for the order
SUBMISSION_DATE SUBMISSION_DATE
DEFAULT_TAXATION_COU DEFAULT_TAXATION_C
NTRY OUNTRY
DOCUMENT_SUB_TYPE DOCUMENT_SUB_TYP
E
TAX_USER_OVERRIDE_HD TAX_USER_OVERRIDE
R_FLAG _HEADER_FLAG
SOLDTO_LE_ID Sold to legal entity unique

identifier

FUNDS_STATUS This attribute captures
the overall budgetary
control status for the
requisition.
ATTRIBUTE1 Descriptive Flexfield:
segment of the user
descriptive flexfield.
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user

segment of the user
segment of the user
segment of the user
ATTRIBUTE_DATE1 Descriptive Flexfield:
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
ATTRIBUTE_TIMESTAMP1 Descriptive Flexfield:
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user

segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
ATTRIBUTE_NUMBER1 Descriptive Flexfield:
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
FUNDS_CHK_FAIL_WARN_ It is set to Yes if the
FLAG implicit funds check upon
submission returns
failures or warnings.
BUDGET_CONTROL_ENAB The flag tracks if the
LED_FLAG requisition has budgetary
control enabled or not.
Possible values can be
Y/N. Default is N.

OVERRIDING_APPROVER_I Overriding first approver
D identifier for a requisition
for approval routing.
FUNDS_OVERRIDE_APPRO The ID of user capable of

VER_ID performing funds override
on requisition.
INSUFFICIENT_FUNDS_FLA It is set to Y if the implicit

G funds check upon
submission returns
failures and an override is
requested. Default is N.
INTERNAL_TRANSFER_RE Indicates whether all lines
Q_FLAG of the requisition are for
internal material transfer
LINE ATTRIBUTES
REQUISITION_LINE_ID Requisition line unique

identifier
REPRICE_FLAG Flag to indicate if a transfer
supply request can be re-
priced by caliing Supply
Chain Financial
Orchestration.
REQUISITION_HEADER Requisition header unique
_ID identifier
LINE_NUMBER Line number
LINE_TYPE_ID Line type
CATEGORY_ID Item category unique

identifier
ITEM_DESCRIPTION Item description
UOM_CODE Abbreviated Unit of

measure
UNIT_PRICE Unit price in functional
currency
PRICE_VARIANCE_EXC Flag to indicate whether the
EEDED_FLAG punchout requisition line

exceeded the price
variance check as per the
tolerance on the punchout
catalog.
PRICE_VARIANCE_EXC The price variance amount
EEDED_AMT of the requisition line if the
punchout item exceeds the
price variance check.
QUANTITY Quantity ordered
ITEM_REVISION Item revision
QUANTITY_DELIVERED Quantity delivered to date
SUGGESTED_BUYER_I Suggested buyer unique

D identifier
ASSIGNED_BUYER_ID Assigned buyer unique
identifier
NEGOTIATION_REQUIR Indicates whether an RFQ
ED_FLAG is required prior to
placement on a purchase
order
NEED_BY_DATE Date the requisition is
needed internally
PARENT_REQ_LINE_ID Unique identifier of the
parent requisition line for a
modified requisition line
NOTE_TO_BUYER Note to buyer
NOTE_TO_RECEIVER Note to receiver
MODIFIED_BY_BUYER_ Unique identifier of the

ID buyer who modified the
requisition line
SOURCE_DOCUMENT_ Source document type
TYPE
SOURCE_DOC_HEADE Suggested source blanket
R_ID agreement or contract
header unique identifier
SOURCE_DOC_LINE_I Suggested source blanket
D agreement line id
CURRENCY_CODE Unique identifier for the
currency
RATE_TYPE Currency conversion rate
type
RATE_DATE Currency conversion rate
date
RATE Currency conversion rate
CURRENCY_UNIT_PRI Foreign currency unit price

CE

SUGGESTED_VENDOR Suggested supplier name
_NAME
SUGGESTED_VENDOR Suggested supplier site
_SITE name
SUGGESTED_VENDOR Suggested supplier contact
_CONTACT name
SUGGESTED_VENDOR Suggested supplier phone
_CONTACT_PHONE number
SUGGESTED_VENDOR Supplier contact fax
_CONTACT_FAX number
SUGGESTED_VENDOR Supplier email contact
_CONTACT_EMAIL information
SUGGESTED_SUPPLIE Suggested supplier product
R_ITEM_NUMBER number
UN_NUMBER_ID UN number unique
identifier
HAZARD_CLASS_ID Hazard class unique
identifier
URGENT_FLAG Indicates whether the
requisition is urgent or not
DESTINATION_TYPE_C Destination type
ODE
DESTINATION_ORGANI Destination organization
ZATION_ID unique identifier
DESTINATION_SUBINV Destination subinventory
ENTORY name
DELIVER_TO_LOCATIO Deliver-to location unique
N_ID identifier
ONE_TIME_LOCATION_ Indicates that the deliver to
FLAG location of the requisition
line is a one-time location
REQUESTER_ID Requester unique identifier
VENDOR_ID Supplier unique identifier
VENDOR_SITE_ID Supplier site unique

identifier
VENDOR_CONTACT_ID Supplier contact unique
identifier
REQ_BU_ID Business unit unique
identifier
PRC_BU_ID Business Unit unique
identifier of the purchase
order to be created
CONTENT_PRC_BU_ID Business Unit unique
identifier of the content
ITEM_SOURCE Indicates whether item
comes from catalog,
noncatalog, quick create,
punchout, req import or
service.

PUNCHOUT_CATALOG Used only for the reference
_ID to item sources table
PUBLIC_LIST_ID Public List Unique identifier
to indicate where the line is
added from. Populated if
item is added from public
list.
SMART_FORM_ID Non-Catalog Request
template identifier
MANUFACTURER_NAM Manufacturer name
E
MANUFACTURER_PAR Manufacturer part number
T_NUMBER
UNSPSC_CODE Standard Product and
Service Code
SUPPLIER_DUNS Data Universal Numbering
System Code
PCARD_FLAG Indicator that this line is
ordered using a
procurement card
NEW_SUPPLIER_FLAG Indicator that this is a new
supplier
NOTE_TO_SUPPLIER Note to supplier
SUPPLIER_REF_NUMB Reference Number for the

ER Supplier
SECONDARY_UOM_CO Abbreviated Secondary unit
DE of measure of the
requisition item
SECONDARY_QUANTIT Quantity ordered in
Y secondary unit of measure
ON_RFQ_FLAG Indicates whether the
requisition line was placed
on an RFQ
AUCTION_DISPLAY_NU Reference to sourcing
MBER auction number
AUCTION_LINE_NUMB Reference to sourcing
ER auction line number
BID_NUMBER Reference to sourcing bid
number
BID_LINE_NUMBER Reference to sourcing bid
line number
AT_SOURCING_FLAG Whether or not this
requisition line is part of an
active sourcing negotiation.
If 'Y', the req line is part of
an active negotiation in
Oracle Sourcing. If 'N' or
'NULL', the requisition line
is not part of an active
negotation in Oracle
Sourcing.

AMOUNT Amount on the req line
CURRENCY_AMOUNT Foreign currency amount

on the req line
ITEM_USER_OVERRID Indicates whether item
E_FLAG attributes have been
updated by the user
BPA_PRICE_USER_OV Indicates whether BPA
ERRIDE_FLAG price attribute has been
updated by user
ORDER_TYPE_LOOKU Value Basis of the line type
P_CODE
PURCHASE_BASIS Value Basis of the line type
MATCHING_BASIS Matching Basis of the line

type
NEGOTIATED_BY_PRE Indicates whether price has
PARER_FLAG been negotiated by buyer
DEFAULT_TAXATION_ Default Taxation Country
COUNTRY
DOCUMENT_SUB_TYP Document Sub Type
E
TRX_BUSINESS_CATE Transaction Business
GORY Category
USER_DEFINED_FISC_ User Defined Fiscal
CLASS Classification
TAX_CLASSIFICATION_ Tax Classification Code
CODE
PRODUCT_FISC_CLAS Product Fiscal
SIFICATION Classification
PRODUCT_TYPE Product Type
PRODUCT_CATEGORY Product Category
ASSESSABLE_VALUE Assessable Value
TAX_ATTR_USER_OVE Determine if the tax

RRIDE_FLAG attributes are overriden by
user
LINE_GROUP Used for determing which
group filter a requisition line
belongs to.
LINE_STATUS Contains status of the
requisition line
FUNDS_STATUS This attibute captures the
budgetary control status for
the requisition line.
segment of the user
segment of the user


segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user


segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
ATTRIBUTE_TIMESTAM Descriptive Flexfield:
P1 segment of the user


segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
segment of the user
0 segment of the user
GLOBAL_ATTRIBUTE1 Global Descriptive Flexfield:
segment of the global


CUSTOMER_ITEM An alternate key for the
internal item used by
customers to uniquely
identify the item.
CUSTOMER_ITEM_DES Description of the item
C identifier used by
customers.
SOURCE_ORGANIZATI Inventory organization
ON_ID which will supply the item to
the destination inventory
organization in an internal

material transfer operation.
SOURCE_SUBINVENTO Subinventory within a

RY source inventory
organization which will
supply the item to the
destination inventory
organization in an internal
material transfer operation.
SOURCE_TYPE_CODE Indicator of the type of the
source of supply for the
requisition line. The
possible values are Internal
for inventory organizations,
and External for suppliers.
ORIGINAL_SUBMITTED Date which indicates when
_DATE the parent requisition line
was originally submitted for
approval
ORIGINAL_APPROVAL_ Date which indicates when
DATE the parent requisition line
was originally approved
PRIMARY_LEDGER_ID Primary Ledger unique
identifier for the charge
account
DISTRIBUTION ATTRIBUTES
DISTRIBUTION_ID Requisition
distribution unique
identifier
REQUISITION_LINE_ID Requisition line

unique identifier
PRIMARY_LEDGER_ID Primary Ledger

unique identifier for
the charge account
VARIANCE_ACCOUNT_ID Unique identifier for

the General Ledger
variance account

ACCOUNT_USER_OVER Determine if the
RIDE_FLAG account is overriden
by user
DISTRIBUTION_QUANTIT Quantity for the

Y distribution
DISTRIBUTION_NUMBER Distribution number
PERCENT Allocation split value
REQ_BU_ID Business unit unique

identifier
RECOVERABLE_TAX Recoverable tax

amount
NONRECOVERABLE_TA Nonrecoverable tax

X amount
RECOVERABLE_CURRE Foreign currency

NCY_TAX recoverable tax on
the requisition
distribution
NONRECOVERABLE_CU Foreign currency non

RRENCY_TAX recoverable tax on
the requisition
distribution
DISTRIBUTION_AMOUNT Amount on the req

line
DISTRIBUTION_CURREN Foreign Currency

CY_AMOUNT Amount on the
requisition distribution
FUNDS_STATUS This attribute

captures the
budgetary control
status for the
requisition
distribution.
BUDGET_DATE This attribute

captures the date to
be used for reserving
the distribution.
PJC_PROJECT_ID Identifier of the

project used to biuld
the transaction
descriptive flexfield
for project-related

transaction
distributions
PJC_TASK_ID Identifier of the task

used to build the
transaction
descriptive flexfield
for project-related
transaction
distributions

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user
ATTRIBUTE_TIMESTAMP Descriptive Flexfield:











segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user

segment of the user
CONSIDERATIONS
The following role is needed to configure the notification data model and template:
 Role Name and Code; BI Administrator (BIAdministrator)

 To access the notification, the user should have ‘Manage Requisitions’ Privilege

BUSINESS USE CASES
BUSINESS USE CASE 1

This screen shot illustrates the Notification that is generated to Approver if Buyer
modifies (Splits/replaces) any line/lines on the requisition.
BI Administrator can conditionally add the attributes available in the data model to
the rtf template. For example, ‘Buyer’ attribute can be set to be displayed
conditionally only when there is a buyer modification.
Email Notification
Figure 12 Customized Email Notification

In-App Notification
Figure 13 Customized In-App Notification

BUSINESS USE CASE 2
This screen shot illustrates the Notification that is generated to Approver to approve
a Requisition. The Approval history shows graph of the user who has submitted,
assigned to the current approver and the future approvers.
Email Notification
Figure 14 Email Notification

In-App Notification
Figure 15 In-App Notification
The Approval amount can be shown in the Approver’s preferred currency by adding
User preferred Currency attribute in the rtf template.
Figure 16 Approver's preferred currency displayed

The new layout also provides the feasibility to add comments and attachments in the In-
app notification from the actions menu.
Figure 17 Adding Comments in the notification
Figure 18 Adding attachments in the notification

CUSTOMIZATIONS DO’S AND DON’TS
 Don't rename any of the notification reports or sub templates or style template
 Never edit the seeded notifications, always customize (for reports and style/sub
templates) and copy to custom folder for data models
 Before starting customizations note down which layout is the default layout of the
report and also download the rtf for safe keeping.
 If there are multiple layouts for report, select the old one back to revert the
default notification
 To revert customizations delete the artifacts from custom folder
 When customizing the sub template, do not remove any sub template definition
from it.
CONCLUSION
Oracle BI Publisher offers the flexibility in configuring notifications. User can configure
the layout, style and format of the approval notifications to meet their unique business
requirements. Configure the notification content by adding or removing approval data
model attributes.

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Configure In-

1 WHITE PAPER / Configure BIP Notifications

DISCLAIMERS FOR PRE-RELEASE, PRE-GA PRODUCTS

2 WHITE PAPER / Configure BIP Notifications

KEY COMPONENTS …….....................…………………………….……...4

HOW TO CONFIGURE PURCHASE REQUISITION APPROVAL

REQUISITIONING DATA MODEL ……………..……………….…………..11

Header attributes ………………..………………………………………..11

Line attributes ………………………..……………………………………16

Distribution attributes ……………………………………………………..25

BUSINESS CASES ……………….…………………………….…………….30

Business Case 1 ……………….…………………...…………………….30

Business Case 2 ………….……………………………………………….33

CUSTOMIZATION DO’S AND DONT’S …….……….………………….......35

3 WHITE PAPER / Configure BIP Notifications

NOTE: This feature is enabled by default starting from Update 19B.

4 WHITE PAPER / Configure BIP Notifications

 Standard Approval Notification

HOW TO CONFIGURE PURCHASE REQUISITION APPROVAL NOTIFICATIONS W ITH BUSINESS

Download the Sample xml

Figure 2 Navigation to Data Model Folder

5 WHITE PAPER / Configure BIP Notifications

Figure 3 Sample XML file can be downloaded from properties

3. Download and save the sample.xml.

Download Report (Seeded template)

6 WHITE PAPER / Configure BIP Notifications

7 WHITE PAPER / Configure BIP Notifications

1. Go to the Custom folder->Procurement->Self Service Procurement->Requisition

Figure 6 Loading Sample XML from BI Publisher tab

8 WHITE PAPER / Configure BIP Notifications

6. Save and close the report

Customizing Item Image

Double click on the image, go to Picture Tools->Format->Click on Size arrow.

9 WHITE PAPER / Configure BIP Notifications

Figure 9 Upload the customized template

5. Click Save icon on top right of the page.

10 WHITE PAPER / Configure BIP Notifications

Figure 11 View the report online

REQUISITIONS DATA MODEL

Approvers often require specific attributes relating to a requisition to be made

11 WHITE PAPER / Configure BIP Notifications

Column Name Description

REQUISITION_NUMBER Requisition number

REQ_BU_ID Business Unit Unique

DESCRIPTION Description for requisition

DOCUMENT_STATUS Document Status

JUSTIFICATION Note to approver

EMERGENCY_REQ_FLAG Stores state of

EMERGENCY_PO_NUMBE Purchase order number

SOLDTO_LE_ID Sold to legal entity unique

12 WHITE PAPER / Configure BIP Notifications

13 WHITE PAPER / Configure BIP Notifications

14 WHITE PAPER / Configure BIP Notifications

15 WHITE PAPER / Configure BIP Notifications

FUNDS_OVERRIDE_APPRO The ID of user capable of

INSUFFICIENT_FUNDS_FLA It is set to Y if the implicit

Column Name Description

REQUISITION_LINE_ID Requisition line unique

LINE_TYPE_ID Line type