Part 1 Oracle Applications 11i - Workflow Introduction

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Agenda
Overview & Introduction to Workflow Develop Workflow using PL/SQL functions, APIs Directory Services & Workflow Administration

Oracle Workflow
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Objectives
At the end of this session participants will be proficient in the following areas of Oracle Workflow: Architecture, Features and Benefits of using the Oracle Workflow in a business environment Creating & Customizing Workflows with PL/SQL functions & APIs. Modifying the Workflow to implement Directory Services & administering the workflow by changing its setups.

Oracle Workflow
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Content
Agenda Objectives Contents Architecture of Oracle Workflow Defining & Implementing for a Business Processes Features & Benefits of Oracle Workflow Components of Oracle Workflow Workflow Concepts & Terminology Using Oracle Workflow Builder Designing Workflow Process & Sub-process Using Quick Start Wizard Conclusion Exercises Quiz
Oracle Workflow
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What is Workflow?
Various tasks you perform throughout the day are part of larger tasks, that involve several steps and several people working together. For example, when you enter an invoice, you are really kicking off an approval and payment process: someone else reviews and approves it, and a third person submits payment to the vendor. The term Workflow refers to this larger process. Almost all the business processes that are defined in Oracle Applications involve workflow. Processes, that involve multiple users and the routing of data between the users are termed as Workflows

Oracle Workflow
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WF Examples
Workflows not only help in automating the business processes but also improve efficiencies, productivity and identify bottlenecks in the systems for process re-engineering. Workflow typically eliminates the job tasks associated with controlling paper flow, and frees people who once performed clerical functions to do more meaningful work. When properly managed, workflow enables you to monitor the work your organization is doing and how it is being done. It facilitates continuous process improvement.

You can also gauge how your underlying business is changing. As changes occur, you are well positioned to respond promptly and proactively implement new business processes.
Oracle Workflow
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Workflow is Essential
Workflow enables continuous process improvement Complete process representation Crosses organizational, company boundaries Build in management metrics, performance goals Adaptable workflow processes Provides alternatives Allows for refinement Analyze time and costs of entire processes with multidimensional analysis Reducing costs and time
Oracle Workflow
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Designing Business Processes for Change

Business processes will change No artificial constraints on the business process Enabling dynamic processes sympathetic to change Change business processes without changing code (reduced cost of ownership)

Requires visual overview of business processes You can only fix what you can see Visual documentation of the business process

Oracle Workflow
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WF Examples
Simple WF can be like a Leave request approval, Training enrollment to complex WF, can automatically approve of purchase requisition, creation and approval of Purchase orders, defaulting account of numbers in various expense, asset, variance accounts.

Oracle Workflow
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Workflow Components
Workflow typically consist of 4 Rs Rules Roles Routings Real Time

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Workflow Components -Rules

Rules are your company's business practices captured in software. Rules determine what activities are required to process your business data. Our training example includes a rule that says department managers must approve all requests for external classes. Say in Purchase requisition more than $1000 expenditure will require CFO approval. Rules are implemented through Functions ( written in PL/SQL Procedures or external programs ) in Oracle Workflow

Oracle Workflow
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Work Flow Components : Roles

Roles describe how people fit into the workflow. A role is a class of users who perform the same type of work, such as clerks or managers. Your business rules typically specify what user role needs to do a specific activity. An example rule says all requisition should be approved by a Supervisor (a role). In Oracle Applications Responsibility is same as Role in this context. Roles allow work to be directed to Types of people than individuals, hence allow flexible and easier to maintain Workflows.
Oracle Workflow
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Work Flow Components : Routings

Routings connect the activities in the workflow. They are the system's means of moving information from one place to another, from one step to the next. Routings specify where the information goes and what form it takesbased on results at decision point or responses to email message or completion of activity.

Routings bring the flow into workflow.

The network of routings creates a business process from what used to be isolated activities. They get the right information to the right people at the right time, enabling users to work together to accomplish the company's goals.
Oracle Workflow
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WF : Routing the information

WF gets the right information to the right people

WF lets you provide each person with all the information they need to take any action.
WF can route supporting information to each decision maker in a business process.

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Work Flow Components : Real Time

Every Activity has certain time constraints that should be satisfied to achieve desired results of a business process.

Any form of delay can create business issues.

Real Time means Workflow should be able to escalate to next level, action or role in case a certain activity is not executed in specific time, eg. if the Department Manager doesnt approve or reject the leave request within 48 hrs then it should be escalated to VP-HR. Or say if a service request is not worked/responded by an engineer within Service Level Agreement time limit then it should be moved to Area Manager.

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More on Workflow ?
Business processes revolve around routing information to various users through a set of constantly changing rules. The flow of information is governed by various conditions, checking for outcome of the previous steps.

Integrated through access via Web browser and widely used email systems, allows attachments and URLs
An established process of routing will be subject to continuous monitoring and routing Each organization follows a different set of business practices.
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Oracle Workflow Version 2.6

Oracle Workflow
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Whats Oracle Workflow?

Oracle Workflow automates and streamlines the business processes contained within and between enterprises: Approve standard business documents Step through daily transaction flows Implements various decision rules and outings in complex business scenarios A graphical tool that allows you to CREATE, TRACK and MODIFY business processes Embedded in the Oracle Database Server, it can monitor the workflow activity statuses.

Oracle Workflow
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What can Oracle Workflow do?

Routes information to various users based on certain rules.

Tracks the responses from the users and accordingly acts on it.
Enables people to receive E-Mail notifications Allows incorporation of custom packages and procedures E-Mail integration of choice. Internet enabled workflow allows you to view Workflow notifications through any Internet browser. One can also monitor the processes through a browser.
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Define your Business Processes

WF allows you to define and modify the business processes using a drag-and-drop process designer. Routes documents from one user to another in an approval hierarchy.

Advanced processes like looping, parallel flows, response tracking, branching into sub-processes based on responses are also possible.
Since it is integrated with Oracle Database, it can make full use of PL/SQL to express any business rule.

Oracle Workflow
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Why use Oracle Workflow?

Create a clear business process definition Automate the business routings Monitor the processes Allow users to define their own business processes to suit their organizational needs Readily change the business process definitions in case of a change in business processes. Oracle Workflow is stored in the Oracle database. It can be as standalone and executed through web interface utilities or Embedded in Applications ( Oracle Apps) as part of a large complex process like PO Approval or Order Processing cycle.
Oracle Workflow
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Components of Oracle Workflow

Workflow Builder Workflow Engine Workflow Definitions Loader Notification Systems Notification Worklist Workflow Monitor Business Event System Workflow XML Loader Directory Services
Oracle Workflow
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Workflow Architecture
Web Notification Worklist

Directory Services
Advanced Queuing Users Roles

Workflow XML Loader

Web Monitor

Oracle HTTP Server

Workflow Builder Business Event System Workflow Engine

Web Analysis Tools

Workflow Definitions Loader

Notification System

Mail Applications

Notification Mailer

Workflow Definition Files

Oracle Workflow Enabled Application

End-User Client
Oracle Workflow

Application Server

Oracle Server

Workflow Development Client

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Whats a Workflow Builder?

Work Flow builder is a Graphical interface to create and modify a business process with simple drag and drop operations. It has two components Navigator Window Process Window A workflow builder would be used by a person to design and modify a workflow. It is more of a designers tool rather than an end-users tool.

Oracle Workflow
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What can a Workflow Builder do?

Using the Workflow Builder, one can create and modify all workflow objects, including activities, item types, and messages.

At any time you can add, remove, or change workflow activities, or set up new pre-requisite relationships among activities.
A navigation tree structure allows summary view as also allows expanding activities within the workflow as needed to greater levels of detail. Oracle Workflow Builder can be used from a desktop PC or from a disconnected laptop PC.

Oracle Workflow
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How does Workflow Builder appear?

Object Navigator Window

Oracle Workflow

Process Diagram Window

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Supported Process Constructs

Looping Results-based branching

Parallel flows Rendezvous

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Supported Process Constructs

Timeouts Escalation Automatic forwarding

Subprocesses (unlimited hierarchy)

Oracle Workflow
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Whats a Workflow Engine?

The Workflow Engine embedded in the Oracle8 server, monitors workflow states and coordinates the routing of activities for a process. Changes in workflow state, such as the completion of workflow activities, are signaled to the engine via a PL/SQL API or a Java API. Based on flexibilitydefined workflow rules, the engine determines which activities are eligible to run, and then runs them. The Workflow Engine supports sophisticated workflow rules, including looping, branching,parallel flows, and sub-flows.
Oracle Workflow
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Workflow Definitions Loader

The Workflow Definitions Loader is a utility program that moves workflow definitions between database and corresponding flat file representations. Can be used to move workflow definitions From a development to a production database To apply upgrades to existing definitions. Workflow Definitions Loader is also integrated into Oracle Workflow Builder It allows opening and saving workflow definitions in both a database and file.
Oracle Workflow
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Workflow Definitions Loader

Workflow Builder Workflow Loader Workflow Loader Workflow Engine

Proc ess Process Defin Definition itions

Oracle 8 or higher

Oracle Workflow
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Notification Systems (1 of 2)
Oracle Workflow lets you include users in your workflows to handle activities that cannot be automated, such as approvals for requisitions or sales orders. Electronic notifications are routed to a role, which can be an individual user or a group of users. Any user associated with that role can act on the notification. Each notification includes a message that contains all the information a user needs to make a decision.

Oracle Workflow
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Notification Systems (2 of 2)
The information may be embedded in the message body or attached as a separate document. Oracle Workflow interprets each notification activity response to decide how to move on to the next workflow activity.

Web users can access a Notification Web page to see their outstanding work items, then navigate to additional pages to see more details or provide a response.

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Viewing Notifications

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Viewing a Notification

Oracle Workflow
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Whats a Workflow Monitor?

The Workflow Monitor displays an annotated view of the process diagram for a particular instance of a workflow process. Users can get a graphical depiction of their work item status. It also displays a separate status summary for the work item, the process and each activity in the process.

Oracle Workflow
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Viewing Workflow Diagrams

Oracle Workflow
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Workflow Process Components

Oracle Workflow
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Oracle Workflow
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Oracle Workflow Builder

Oracle Workflow
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What does a Workflow comprise of?

Item Type A grouping of workflow components. All components of a workflow process must be associated with a specific item type. A grouping of all items of a category that share the same set of attributes For e.g.: PO Requisition is an Item Type used to group all PO requisitions created. It is like defining a Class in Java Item Type simply represents various processes put together to complete a business process

Oracle Workflow
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What does a Workflow comprise of?

Item A specific process or transaction managed by WF process ( Item Type). Like instance of a class is Object. A specific run of Leave Request Process will be referred to as Item. Each PO approved through PO Approval Process will be an Item. Attributes These are the various input or output variables that are needed by the business process Text, Number, Date, URL, Role, Attribute, Document, Lookup, Form are some of the attribute types. Form type attribute is relevant only for the version of Oracle Workflow embedded in Oracle Applications. Lookup Type: List of values ( ie. Lookup codes) that can be referenced by any component or Attribute.
Oracle Workflow
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42

General Workflow Terminology

Activities An activity is a unit of work that contributes toward the accomplishment of a process. An activity can be a notification, a function, an event, or a process. Activities are the actions performed during the business process Function Activity: Automated unit of work defined as a PL/SQL stored procedure. Notification Activity: Activity that sends a message to a performer. Node An instance of an activity in a process diagram.
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General Workflow Terminology

Notification An instance of a message delivered to a user

Message: The message may request the performer, the role receiving the message to do some work or may simply provide information. Each notification carries a message with it which is the actual text of the notification
Performer A user/role assigned to perform a particular (human) activity. Generally, assigned to a notification

Role One or more users grouped by a common responsibility or position

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General Workflow Terminology

Lookup type A predefined list of values used to interact with users or define the results of an activity Lookup Code An internal name of a value defined in lookup type Result Type The name of the lookup type that contains an activitys possible result values. Result Type requires Lookup Type to identify result that can occur on completion of the activity.

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General Workflow Terminology

Timeout The amount of time during which a notification activity must be performed before the WF engine transitions to an alternate activity (if defined) or error process. Transition The relationship between completion of one activity and initialization of another activity. (Arrows) Persistence Type

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 Process Activity Process Activity: A process activity represents a collection of activities in a specific relationship. When a process activity is contained in another process it is called a sub-process. In other words, activities in a process can also be processes themselves. There is no restriction on the depth of this hierarchy. Activity contain suprocesses, notification and functions.

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Persistence Type
Persistence Type : Permanent, Temporary and Synchronous When you define an item type, you must also specify its persistence type. The persistence type controls how long a status audit trail is maintained for each instance of the item type. If you set Persistence to Permanent, the runtime status information is maintained indefinitely until you specifically purge the information by calling the procedure WF_PURGE.TotalPerm( ). If you set an item types Persistence to Temporary, you must also specify the number of days of persistence. The status audit trail for each instance of a Temporary item type is maintained for at least n days of persistence after its completion date. After the n days of persistence, you can then use any of the WF_PURGE APIs to purge the item types runtime status information.
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General Terminology & Concepts

Standard Activities Oracle Workflow provides some generic activities you can use to control your process. The activities are associated with the Standard item type but can be used within any process you define. The Standard item type is automatically installed on your Oracle Workflow server. You can also access the Standard item type from the file wfstd.wft START/END AND/OR Activities Comparison Activities ( Time, Numbers, Strings comparisons) WAIT Activity Block Activity Launch Process
Oracle Workflow
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General Terminology and Concepts

Workflow Roles : Oracle Workflow roles are stored in the database, in the Oracle Workflow directory service.

While creating WFs developer can load Roles from the database by connecting to the database.
Performer ( recipient) must be assigned to a Notification Node activity. The performer can be a designated role or an item type attribute that dynamically returns a role. To assign a performer to a role, you must initially load the roles from your Oracle Workflow database into your Oracle Workflow Builder session. Oracle Workflow Directory Services uses following views to access the roles definition WF_USERS WF_ROLES WF_USER_ROLES
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General Workflow Terminology

Access Level A numeric value ranging from 0 1000 defining at which level the user operates and whether the user can modify the workflow definition Protection Level A numeric value ranging from 0 1000 that represents who the workflow definition is protected from for modification Access levels and Protection levels work in collaboration to decide who can modify what in an Oracle Workflow. These concepts will be discussed in more depth in the later parts of the session.

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Business Event
An event activity represents a business event from the Business Event System within a workflow process. Include event activities in workflow processes, to model complex processing or routing logic for business events beyond the standard event subscription options of running a function or sending the event to a predefined agent. An event activity can either receive, raise, or send a business event.

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Events
A business event is an occurrence in an internet or intranet application or program that might be significant to other objects in a system or to external agents. For instance, the creation of a purchase order is an example of a business event in a purchasing application. You can define your significant events in the Event Manager.

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Function activity
A function activity is defined by the PL/SQL stored procedure or an external program that it calls. Function activities are typically used to perform fully automated steps in the process. As a PL/SQL stored procedure, a function activity accepts standard arguments and can return a completion result.

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Cost in Function Activity

Cost in Function Activity Each function activity and event activity has a cost associated with it. The cost is a value representing the number of seconds it takes for the Workflow Engine to execute the activity. If you do not know how long it takes for the Workflow Engine to perform the activity, you can enter an estimated cost and update it later as you accumulate more information about its performance. Generally, you should assign complex, long running activities a high cost. You can define your Workflow Engine to defer activities with a cost higher than a designated threshold to a background process. The default threshold for the Workflow Engine is 50 hundredths of a second. Activities with a cost higher than this are deferred to background engines.
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55

Building a simple standalone Workflow

Project Status Notification Workflow

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Steps to build a Workflow

Plan your business process Create the components of your workflow in the navigator window using Quick Start Wizard. You can use the WFSTD item type for predefined components like lookup types and functions. Create the process diagram by dragging the components into the process window. Save and Launch your work flow

Oracle Workflow
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Methods in designing a Workflow

TopDown Design If you prefer to approach your design from a high level, you can first sketch out the process diagram with activities, then go back later to create the supporting objects for each activity BottomUp Design If you prefer to take a more programmatic approach to your design, you can first define each of the supporting objects of your process before attempting to create a higher level process diagram.

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Designing a simple Workflow (1 of 2)

Start Oracle Workflow Builder Workflow Builder Icon will exist in Oracle for Windows group Create a new workspace for your new process definition. Click on File->New to create a new workspace (Data Store)

Create a new item type. This classifies the work item to be managed by your process. Define item type attributes

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Designing a simple Workflow (2 of 2)

Create new lookup types and assign lookup codes to them Create new messages. Create a new process activity, notification activity or function activity. Diagram the process. Save your work by choosing Save or Save As from the File menu. If you use any PL/SQL procedures in function activities, code that procedure into the database. Refer to Exercise 1
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Testing your Workflow

Oracle Workflow provides a webbased interface called Launch Processes for you to test any workflow definition you define and save to the database. Launch Process is accessible only to users belonging to the Workflow Administrator role. Oracle Applications provides access to Launch Process menu to Workflow Administrator responsibility.

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Testing your Workflow

The Launch Processes page displays all the item type definitions stored in the database except the Oracle Workflow seeded item types: Wferror, Wfmail, and Wfstd. The internal name and description for each item type also appears. Select the item type that owns the workflow process definition you wish to test. Note: Workflow should be saved in the database before you can select for launching

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Oracle Workflow
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Oracle Workflow
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 To initiate an instance of a workflow process, you need to specify: A unique item key for the process instance. A userdefined key that you want to use to identify the process. The name of the process to test. An optional process owner. Values for any item type attributes associated with the item type of the process. The Workflow Monitor Activities List for your initiated process instance appears. The Activities List displays the status of the activities that have been executed. You can also select the View Diagram button to display the status of the process graphically in the Workflow Monitor.
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Oracle Workflow
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Oracle Workflow
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Oracle Workflow
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View and Respond to Notifications

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Workflow Definition Loader

Rather than use the File Save or File Open menu options in Oracle Workflow Builder, you can also run a program called Workflow Definitions Loader to save or load process definitions from a database or flat file. The Workflow Definitions Loader program is located on your server in the bin subdirectory of the Oracle Workflow directory structure. In Oracle Apps rather than use the Submit Requests form, you can also run the Workflow Definitions Loader concurrent program from the command line by entering the following commands: To upgrade WFLOAD apps/pwd 0 Y UPGRADE file.wft To upload WFLOAD apps/pwd 0 Y UPLOAD file.wft To force WFLOAD apps/pwd 0 Y FORCE file.wft
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 To apply a seed data upgrade to a database from an input file : wfload <username/password@database> <input_file> To upload process definitions from an input file to a database, type: wfload u <username/password@database> <input_file>

The upload mode is useful to someone who is developing a workflow process.

To force an upload of the process definitions from an input file to a database regardless of an objects protection level, type: wfload f <username/password@database> <input_file>
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Conclusion
By now students would be knowing : The concepts of a Workflow Realized its advantage in automating and monitoring Business Processes and the flexibility that it provides. Features of Oracle Workflow 2.6 Components of Oracle Workflow Components of a Workflow General Workflow terminology Designing a Workflow using Quick-Start Wizard

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Exercises
Scenario 1: Send a notification along with a message to the client about the project status. Attributes: Project Code (Text), Project Completion Date (Date) & Project Status(Text)

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Exercises
Scenario 2: Show selection of employees for a particular project based on skill set of required level. Create a Lookup type with Oracle Apps and SAP as two transitions whereby different skill sets are assigned to message texts. Attributes: Skill Set Message Text

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Quiz
Q1. What executes a workflow processes? a) Workflow Builder b) Workflow Monitor c) Workflow Engine d) All of the above Q2. What is the tool to develop workflow process definitions? a) Workflow Wizard b) Workflow Engine c) Workflow Builder d) None of the above

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Quiz
Q3. What does Oracle use to deliver process-related messages to the users? a) Workflow Builder b) Workflow Notification System c) Workflow Engine d) All of the above Q4. How many attribute data types are available in a Workflow? a) 8 b) 6 c) 10 d) None of the above
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Quiz
Q5. What is the use of Lookup Types and Lookup Codes? a) Make decision on the basis of activity b) Create a link between two activities c) Provides user with a List of Values d) None of the above

Q6. How many Rs are available in Oracle Workflow? a) 3 b) 5 c) 4 d) None of the above

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Quiz
Q7. What are the standard function activities required for any Workflow? a) Begin & End b) First & Last c) Start & End d) None of the above Q8. What is the use of a Workflow Monitor? a) Audit the Workflow b) View the Result of the Workflow c) Check the progress of the Workflow d) All of the above
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Quiz
Q9. Why are function activities required ? a) To perform an automated unit of work b) To define a PL/SQL stored procedure c) Follows Standard API method d) All of the above

Q10. What is the use of a Workflow definition loader a) Opening & Saving definitions in both database and file b) Is tightly integrated into Oracle Workflow Builder c) Contains Process Definitions d) All of the above

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Quiz
Q11. What is a Process Activity in a Workflow? a) Collection of various activities in a specific relationship b) Can consist of multiple sub-processes c) Depicts the Hierarchy of various activities & processes d) All of the above

Q12. What does a Business Event comprise of? a) Describe abstract datatypes b) Define Events & Event Groups c) Raise Events d) All of the above

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Quiz
Q13. Process window is visible only if there is at least one process. Oracle Workflow cannot be saved if no process exists in Workflow definition? a) True b) False

Q14. Performer of a Notification is a required value that can be dynamically set at run-time but should be set immediately when workflow is started? a) True b) False

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Quiz
Q15. Workflow definition files can be saved in a readable file format? a) True b) False Q16. Workflow monitor is a capability given to all users to ensure that they can check the status of their workflows? a) True b) False

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Quiz
Q17. Notification will send mails to everyone associated to responsibility that has been attached as performer in the workflow. All the users must see it so that workflow can proceed forward? a) True b) False Q18. An Item is a specific process or transaction managed by WF process. Item Type will always have same set of attributes? a) True b) False

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Quiz
Q19. For an activity to be initiated after completion of a previous activity it requires a Transition to connect them? a) True b) False Q20. For a user to respond to a notification, the message should contain an Attribute of source called respond. ? a) True b) False

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Answers
The answers are : Q1. Answer C Q2. Answer C Q3. Answer B Q4. Answer C Q5. Answer A Q6. Answer C Q7. Answer C Q8. Answer C Q9. Answer D Q10. Answer D Q11. Q12. Q13. Q14. Q15. Q16. Q17. Q18. Q19. Q20. Answer Answer Answer Answer Answer Answer Answer Answer Answer Answer D D B B A B B A A A

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