Release 12: Oracle Quality

Setups for enabling E-records and E-signature:

The document is organised into 6 sections that will cover the setups needed for enabling
E records and E signatures.

Section-1: AME Setup ….. 2

Section-2: ERES Setup ….. 14
Section-3: Workflow Setup ….. 18
Section-4: Profile ….. 22
Section-5: Transaction ….. 23
Section-6: Troubleshooting ….. 27

Note: It is recommended that the user refer the presentation on ERES on FoL while going
through this document.

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Section 1: AME Setup

In this section we will learn how to create Rules.

An AME setup is done for an event. We create rules for the event. Rules have three
components:
- Condition (this needs an attribute and a confirming value),
- Action (type of approval action e.g., serial approval or first responder wins)
- Approver (this needs an approver group)

Approvals Management Business Analyst, Standard is the responsibility that needs to be

attached to a user. Its part of RBAC hence can’t be directly added to the user.

Select Business Analyst Dashboard. The dashboard looks like as below.

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First step in the process is to select transaction. Usually transactions’ name start with
product name itself. In this case we are looking for transactions starting QA. Example:

Select transaction for Collection plan creation.

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Now a Rule needs to be created for this transaction.

A Rule is defined as:

If <condition is met> get approval from <approval group>
Where <condition is met> is defined as: attribute = <value> (e.g. Plan name = ERES
Plan, Plan type= Analysis etc)
Attributes can be seeded or can be defined. As seen below, an attribute can be created or
an existing one can be chosen. For this illustration seeded attribute will be used.

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Now we will create Condition

We will use the form below to create a new condition.

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For this condition, we have taken seeded attribute as QA_PLAN_TYPE. String value
means that the condition is considered fulfilled when QA_PLAN_TYPE is ERES. Note
that string value is a non-validating, text field. Attribute must match the string value
exactly. Press Apply.

Note: If another row is added, the logic will work as an OR logic.

Note that a new condition has been created with string value and attribute being
displayed.

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Next is to define action type

Note:
- For this action type two approver groups are attached
- The selection of voting method here has precedence over the one defined in the
approver group.

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Next, we will create an approver group

As we can see below, a seeded approver group, by the name Discrete Mfg exists. We will
create a new one.

For new Approver group, we need to provide a name. Voting method needs to be
specified. Serial voting method means that the workflow will go to each user only when
the previous user has approved. Another voting method is First responder wins. In this
case the notification will go to all the users in the user group. Approval by a single user
will mean that e signature process is complete.

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Next is to add users to the approval group. Scrolling this screen down provides option of
adding the users.

Three users have been added. This means that notification will go to all the three users.
As per the voting method selected, the first responder will win. Press Apply for
completing this setup.
Note: Approver type can be HR people also, like Jonathan Smith. In this case, the
approver (FND User) is derived from FND user attached to the HR employee (in the User
form). Ensure that multiple FND users are not attached to single HR employee. In this
case workflow fails.
The new approver group, “AK Approver Group” is created and is ready for being
included in AME setup.

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Next step is to create the Rule. Click on “Return to dashboard”

There is one seeded Rule. We will create a new Rule. The process involves few steps, as
below:
Step 1: For entering rule details

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Step 2: Add condition from LoV

We will select the condition that has been previously created.

Step 3: Add actions

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Note that for the action type two conditions are visible. Select the condition created
previously.

Step 4: Review

This rule translates as: when QA_PLAN_TYPE is ERES, then the required action is to
take approval from AK Approver group.

Press Finish to make the Rule effective.

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The rule has been created and has been made effective.

Some Notes on AME setup:

Following procedure need to be followed for the purpose of assigning AME role to the
FND User:
- Login as Administrator (Sysadmin login. One may have to approach
Operations team for the same OR get the User management role added to
their User ID)
- Select the responsibility "User Management"
-     Select "Users" screen
-     Search for the FND user to whom you wish to grant AME roles.
-     In the results table, click on update icon.
-     In the update user page, user details can be seen along with a   list of roles
available to user
-     Click on "Assign Roles"
-     Select roles from the resulting LOV and click on Apply (Choose: Approvals
Management Business Analyst Standard)

Now AME transaction types have to be assigned to user

- Login as Administrator
- Select Functional Administrator responsibility
-    Select Grants Tab
-    Click on Create Grant
-    Select "Specific User" as grantee type
-    Select the User as grantee key
-    Select "AME Transaction Types" as object
-    In the next page there will be 3 options for instance type. Choose All rows
-    In the next page, select "AME Calling Applications" as the   permission set
-    Review and finish

This completes the AME part of the setup.

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Section 2: ERES Setup

In this section we will learn on various setup needed to enable E Records and E
Signature.

ERES Administrator is the responsibility that needs to be attached to a user.

Evidence Store is the submenu where E Records can be retrieved.

For Setups, submenu Setup is selected.

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Process of setup starts with querying for transaction variables for transaction “QA ERES
Collection Plan Creation”

It must be noted that while querying, the rule field was left blank. This means that for all
the rules attached to the transaction “QA ERES Collection Plan Creation”,
- E records are needed
- The style sheet is qa_plan.xls
- E record sheet version is 1.0
- E signature is required
All the parameters can be changed. A change at this level will impact all the rules
attached to the transaction.

ERES and E records are mandated by certain industries in US. The mandate is that, for
certain transactions digital signatures are captured and for some only records are needed.

Assume that for rule “AK Rule for Collection plan creation” we want that though E
records are created, E signature be not triggered.

Note that the default values for “AK Rule for Collection plan creation” are same as seen
in the previous screen shot.

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To disable E signature for this rule click on create in rules variable. This will create rule
specific exception.

Select E signature required from the LoV.

Change Value to N and Apply.

The parameter value has been changed to N.

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From Business perspective this means: For the combination of transaction “QA ERES
Collection Plan Creation” and rule “AK Rule for Collection plan creation”, E-records
will be created but no E-signatures will be needed.

Change of the value for parameter (E-signature required) to N, was done for the purpose
of illustration only. The same will be reverted back to Y for the purpose of business flow.

This completes ERES setup.

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Section 3: Workflow setup

In this section we will learn on various setup needed for Workflow setup.

Workflow Administrator Web (New) is the responsibility that needs to be attached to a

user.

Select Business Events. This is for enabling the event and subscription:

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Query for event named, oracle.apps.qa.plan.create to verify that if the same is enabled.

It is seen that the status for this event is enabled.

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Next we need to verify that the subscription for this event is enabled. Click on
subscription icon.

For environment azimq203, subscriptions are enabled for event QA ERES Collection Plan
Creation.

There maybe a case where event is enabled but subscription is disabled. To enable the
subscription the user must have administrative rights. Once the user has administrative
right, an update icon will be available, next to subscription icon, once a query for event is
made.

In the event of update icon is not available, click on Administration tab.

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The value for Workflow system administrator should be set to “*”. In this it is set to “*”.
Incase this value is say “SYSADMINSYSADMIN”, then,
- When the new instance come, login as SYSADMIN / SYSADMIN, and change
the value to “*”, OR
- Raise RC Apache/OA core setup and request for changing value of Workflow
system administrator to “*”

This completes Workflow setup.

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Session 4: Profiles

There is one profile that is needed:

For E-Records and E signature to be effective, the user value must be set to Yes.

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Session 5: Transaction

In this section a transaction will be performed to demonstrate the ERES event.

We will create a plan with plan type as ERES. This must trigger the E record and E
signature event.

Note: Button Enable Deferred signature will appear on the collection plan only when
profile, EDR: E record and E signature is set as Yes. Deferred E-Signature support is
provided for only EQR and UQR. Deferred signature is supported from R12.
Save the plan. On pressing save

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All the three users, AK1, AK2 and AK3 are eligible to sign online. Assuming AK2 signs.

A standard E-record is generated.

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The transaction has been saved successfully. For a collection plan with any other plan
type, the E Signature process would not have triggered.

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Session 6: Troubleshooting

One of the primary errors that appear in case of setup issues is as below:

Resolution:

The value for the profile Server Timezone must match EDR: Server time zone, and must
not be NULL. The value in this case is (GMT –06:00) Central Time, as shown in the next
screenshot.

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