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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 doesn’t work as you
expect.
PositionHierarchy
Position Hierarchy
LoginCreated
Login Created Position Hierarchy Structure
EmployeeSelected
Employee Selected (PO: Setup/Personnel/Position Hierarchies) Structure
Sys-Admin:security/user/define
security/user/define
Sys-Admin:

President
President

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

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

IfIfusing
usingposition
positionhierarchies,
hierarchies,
The‘Fill
‘FillEmployee
EmployeeHierarchy’
Hierarchy’
The
Requestshould
shouldbeberun
runafter
after
Clerk
Clerk
Request
Eachhierarchy
Each hierarchyadjustment
adjustmentoror ApprovalGroup
Group
Change. Approval
Change. 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:
By Mike
Employee/Supervisor
Employee/Supervisor
LoginCreated
Created Hierarchy
Hierarchy
Login
EmployeeSelected
Employee Selected Job:President
Job: President
Sys-admin:security/user/define
security/user/define Supervisor:No
NoSupervisor
Supervisor
Sys-admin: Supervisor:
Name:Jane
Name: JaneDough
Dough

EmployeeRecord
Record Job:Vice
VicePresident
President
Employee Job:
Job Assigned
Job Assigned Supervisor:Jane
JaneDough
Dough
SupervisorSpecified
Supervisor Specified Supervisor:
PO: Setup/Personnel/Employee
PO: Setup/Personnel/Employee
Name:John
Name: JohnDoe
Doe
ApprovalAssignment
AssignmentFormForm
Approval
(Createsthe
thetie
tiebetween
between
(Creates
Approval Group andPosition)
Position)
Approval Group and

Job:PO
Job: POClerk
Clerk
Supervisor:John
Supervisor: JohnDoe
Doe ApprovalGroup
Approval Group
Name:Terry
TerryGreen
Green DefinesAccount
AccountRange
Range
Name: Defines
Document Totals forwhich
which
Document Totals for
Employeecan
canApprove.
Approve.
Employee

WhenEmployee/Supervisor
When Employee/SupervisorHierarchy
Hierarchyisisused,
used,there
thereisisno
noneed
needtotorun
runthe
the‘Fill
‘FillEmployee
EmployeeHierarchy’
Hierarchy’report
report
InInPurchasing
Purchasingasasthe
theemployee/supervisor
employee/supervisorrelationship
relationshipbuilds
buildsthe
thetie
tiebetween
betweeneach
eachemployee.
employee.
**Noticethe
**Notice thesame
samelogic
logicisisused
usedwhen
whenverifying
verifyingthe
theapproval
approvalauthority,
authority,thetheonly
onlydifference
differenceisisthe
thejob
job
IsIsassigned
assignedananapproval
approvalgroup,
group,whereas
whereaswhen
whenyou
youuseusepositions,
positions,the
theposition
positionisisassigned
assignedananApproval
ApprovalGroup.
Group.
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 APPROVAL ASSIGNMENTS Setup/Approvals/Approval Groups


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

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

Clerk
Clerk 1.1.The
Thevice vicepresident
presidentposition
positioncreates
createsa aPurchase
PurchaseOrder
Orderforfor$4,000.
$4,000.
2.2.When
Whenattempting
attemptingtotoapprove
approvethe thePurchase
PurchaseOrder,
Order,the
thesystem
systemwill willlook
lookatatwhich
which
Approval Group is assigned to the position.
Approval Group is assigned to the position.
Position Hierarchy 3. Oncethe theApproval
ApprovalGroup Groupisislocated,
located,the
therules
ruleswill
willthen
thenbebeconsidered
consideredone one
3. Once
atata atime,
time,from
fromfirst
firsttotolast.
last.
4. If all rules are satisfied, thePurchase
PurchaseOrder
Orderwill
willmove
movetotoApprove
ApproveStatus.
Status.
4. If all rules are satisfied, the
IfIfa arule
rulecannot
cannotbebesatisfied,
satisfied,the
thePurchase
PurchaseOrder
Orderwill
willneed
needtotobebeforwarded
forwarded
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
thenneedneedtototake
takeaction
actionononthethePurchase
PurchaseOrder.
Order.
then
5.5.Notice
Noticeininthe thetest
testcase
caseabove
above- -The Thedocument
documenttotal
totalisisset
settoto$2,000
$2,000for forthe
therule
rule
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
PresidentforforApproval.
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 APPROVAL ASSIGNMENTS


APPROVAL ASSIGNMENTS Setup/Approvals/Approval Groups
Job: Vice President Job: Vice President
Job: Vice President Job: Vice President
Employee:Joe Smith Document Type: Standard PO
Employee:Joe Smith Document Type: Standard PO
Supervisor: Julie Ross Approval Group: Executive
Supervisor: Julie Ross Approval Group: Executive

APPROVAL GROUP - Executive


APPROVAL GROUP - Executive
Vice President Approval Group
Vice President Approval Group
Include: Accounts 0000.1111.2222.33333
Job: Senior Clerk Include: Accounts 0000.1111.2222.33333
Job: Senior Clerk Document Total: $2,000
Employee: Jane Dough Document Total: $2,000
Employee: Jane Dough
Supervisor: Joe Smith
Supervisor: Joe Smith

1.1.IfIfusing
usingEmployee/Supervisor
Employee/Supervisor- -Every EveryEmployee
Employeeshould
shouldbebeassigned
assigneda aSupervisor.
Supervisor.
WithinHuman
HumanResources
ResourcesResponsibility
Responsibility- -(New
(NewHire:
Hire:Assignments)
Assignments)
Within
Job: Clerk 2. The job for which the employee is assigned to determines whichApproval
ApprovalGroup
Groupisiscalled.
called.
Job: Clerk
Employee: Bill Smith
2. The job for which the employee is assigned to determines which
3.3.InInthe
Employee: Bill Smith theabove
abovescenario,
scenario,JoeJoecreates
createsa aStandard
StandardPurchase
PurchaseOrder
Orderfor
for$4,000.
$4,000.When
Whengoing
goingtotoapprove
approvethe thePO,
PO,
Supervisor: Jane Dough
Supervisor: Jane Dough 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
4.4.Once
Oncethe theApproval
ApprovalGroup
Groupisisknown,
known,the therules
rulesmust
mustthen
thenbebeconsidered.
considered.IfIfallallrules
rulescan
canbebesatisfied,
satisfied,the
the
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
whichhashasa 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 hasbeenbeenassigned
assignedasasJoe’s
Joe’s
5. Because of this rule, the document will need to be forwarded to whoever has
Supervisor.Julie JulieRoss
Rossisisthe
thesupervisor
supervisorininthethetest
testcase
caseabove
aboveand
andwould
wouldbebenext
nextininline
linefor
forthe
thedocument.
document.
Supervisor.
3.

1.1.Are
AreApproval
ApprovalHierarchies
Hierarchiesbeing
beingused?
used?

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


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

2.2.IfIfEmployee/Supervisor
Employee/Supervisorisisbeing
beingused
used--what
whatjob jobisisthe
theemployee
employeeassigned
assignedto?
to?
IfIfusing
usingPosition
PositionHierarchies,
Hierarchies,what
whatposition
positionisisthe
theemployee
employeeassigned
assignedto?
to?
Choose Assignment information:
HR Shared Install - Job or Position - whichever applies.
Query up the employee by name, Choose the More Button
Alternative Region - Assignment

PO Super User: Setup/personnel/Employees


From within Oracle Human Resources - 4.
Required if HR is fully installed.

Perform a Find on the person in question


HR: People/Enter and Maintain Choose the Assignment Button from the
bottom of the form.

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


5.

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

Setup/Personnel/approval Assignments Choose the job or position

1.1.Notice
NoticeJobs
Jobsisisbeing
beingselected,
selected,this
thisimmediately
immediatelyisisananidentifier
identifier
thatemployee/supervisor
employee/supervisorrelationships
relationshipsarearebeing
beingused.
used.
that
2. Upon querying the job, you will see that there are 88document
2. Upon querying the job, you will see that there are document
typeswhich
whichcancanbebeassigned
assignedapproval
approvalgroups
groupsasasnecessary.
necessary.
types
3.3.This
Thismeans
meansititisispossible
possibletotoassign
assignapproval
approvalgroups
groupsfor
fordifferent
different
approval limits for the various document types.
approval limits for the various document types.
4.4.For
Forthis
thisexample,
example,I Ihave
haveassigned
assignedthetheApproval
ApprovalGroup
Group
“Executive” to all document types.
“Executive” to all document types.
6.

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

* By Default Accounts are excluded.


* You have to “include” an account range for the approver. If no account range
1.1.Executive
ExecutiveApproval
ApprovalGroupGroup is specified all accounts will be excluded.
DocumentTotalTotal- -Infinite
Infiniteamount
amountlimit
limit
Document
2. Account Range - Include - all account ranges.
2. Account Range - Include - all account ranges.
3.3.This
Thismeans
meansthatthatsince
sincethis
thisapproval
approvalgroup
groupisis
a.a.assigned
assignedtotoall
alldocument
documenttypes
types
b. is for infinite amount of money
b. is for infinite amount of money
c.c.covers
coversall
allaccount
accountranges
ranges

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)
totothis
thisapproval
approvalgroup
groupwill
willrequire
requireforwarding.
forwarding.
7.
5.5.Where
Wheredoes
doesthe
theforwarding
forwardingmethod
methodfit
fitin?
in?

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.
8.
DirectororHierarchy
Direct Hierarchyforwarding
forwardingmethod
methodcancanbebeused
usedwith
witheither
eitherApproval
ApprovalHierarchies
Hierarchiesoror
EmployeeSupervisor.
Employee Supervisor. Below
Belowexample
exampleisisininregards
regardstotoemployee/supervisor
employee/supervisorsetup.
setup.
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: Job: President


Hierarchy Forwarding Method:
Employee: Julie Ross Approved
Approves: 1,000,000

1. The Purchase Order


1. The Purchase Order would be forwarded
would be sent immediately Job: Vice President to the next person
up the chain based Employee:Joe Smith based on the supervisor.
Approves: $8,000 Future Route *Notice the future
on the supervisors assigned
Supervisor: Julie Ross path once
to each employee.
everyone has
their hands in the
approval process.
Job:Director
Employee: Jane Dough
Approves: $6,000 Current Route
Supervisor: Joe Smith

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.
Creating a Position Hierarchy
• Enter Hierarchy Name – Save
• Enter the From Date – Save
1 • Click in the POSITION field
and query the position you
2 would like to be your Top
position.
• After the Position is selected
3 Press the Down Key
• This position is now your top
position.
• Your cursor will now be in the
6 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
Creating Position Hierarchy
Hierarchy –– Cont.
Cont.
• 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.

InInrelease
release11.0,
11.0,when
whenattempting
attemptingtotoApprove
ApproveaaPurchase
PurchaseOrder,
Order,the
thesystem
systemisisgoing
goingtotofirst
firstlook
looktotothe
theDefault
DefaultHierarchy
Hierarchy
InInthe
thePurchasing
PurchasingOptions.
Options.IfIfthe
theuser
userisispart
partofofthis
thishierarchy,
hierarchy,the
thePurchase
PurchaseOrder
Orderwill
willbebeforwarded
forwardedon onbased
basedon
onthe
the
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,thenthenthe
theDocument
Documentwill willstill
stillremain
remainIncomplete.
Incomplete.ItItisisnot
notuntil
untilthe
theuser
userChooses
Choosesthe the‘Forward
‘ForwardTo’ To’on
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
theydodonot
nothave
haveapproval
approvalauthority
authorityand andwould
wouldneed
needtotoforward
forwardthethedocument,
document,ininrelease
release11.0
11.0with
withthe
the
Be
IntroductionofofWorkflow,
Workflow,this thisfunctionality
functionalityhas hasbeen
beenremoved.
removed.
Introduction
Notifications in
Notifications in Oracle
Oracle Purchasing
Purchasing

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
document––ororforward
forward
The
Thedocument
documentififthis
thisisisthe
theaction
actionwhich
whichthe theuser
userwould
wouldlike
liketotocomplete.
complete.ItItisisnot
notpossible
possibletotoenter
enteraa‘Forward
‘ForwardTo’ To’employee
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.IfIfthetheposition/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
InInline
linedepending
dependingononwhether
whetherorornot
notthe
thesystem
systemisisusing
usingposition
positionhierarchies.
hierarchies.
IfIfaauser
userchooses
choosesthe
the‘Respond’
‘Respond’button
buttonand
andenters
entersaaposition
positionasasaa‘Forward
‘ForwardTo’ To’then
thenthe
thenotification
notificationwill
willnot
notgo
goanywhere
anywhereand
and
Thedocument
documentwill
willremain
remainininthe
theinitial
initialstatus
statusupon
uponentering
enteringthis
thisform.
form.ItItisisnecessary
necessarytotoenter
enterananemployee
employeename
nameininorder
orderfor
for
The
The functionality of Respond to take place.
The functionality of Respond to take place.
IfIfthe
theuser
userchooses
choosestoto‘Open’
‘Open’the
thenotification
notificationthen
thensame
sametwo
twooptions
optionsare
areavailable
available––Forward
ForwardororRespond.
Respond.InInthis
thiscase,
case,ififthe
the
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/Requisitionformform––which
whichcan
canthen
thenbebeused
usedtototake
takethe
theappropriate
appropriateapproval
approvalactions.
actions.
Enter
Web Notifications
Web Notifications
SendNotifications
Send Notificationsfor
forPurchasing
PurchasingDocuments
Documents

Theworkflow
workflowprocess,
process,Send
SendNotifications
NotificationsforforPurchasing
PurchasingDocuments,
Documents,looks
looksfor
fordocuments
documentsthat
thatare
areincomplete,
incomplete,rejected,
rejected,
The
ororininneed
needofofreapproval
reapprovalandandsends
sendsnotifications
notificationstotothe
theappropriate
appropriatepeople
peopleofofthe
thedocument's
document'sstatus.
status.You
Youcan
canview
viewand
and
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,andandchoose
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.)
Builder.)
by
Example––Create
Createaadocument
document––Leave
LeaveititIncomplete
Incomplete––aanotification
notificationwill
willnot
notbebesent
senttotoyou
youuntil
untilthis
thisreport
reportisisrun
run
Example
Follow-upNotifications
Notifications––There
Thereisisaatimeout
timeoutfeature
featureininworkflow
workflowthat
thatlooks
looksatatthe
theage
ageofofthe
theNotifications
Notificationsininthe
theusers
usersque,
que,ifif
Follow-up
Noaction
actionhas
hasbeen
beentaken
takenagainst
againstthese
thesenotifications
notificationsfor
forthat
thatspecific
specificperiod,
period,aareminder
remindernotification
notificationwill
willbebesent
sent
No
Mostnotifications
notificationsare
aresent
sentvia
viathe
themain
mainworkflow
workflowapproval
approvalprocess.
process. This
Thisprocess
processisisfor
forfollow
followup
upnotifications
notificationsororother
other
Most
Notificationswhose
whosecreation
creationisisnot
notdependent
dependenton
onthe
themain
mainapproval
approvalprocess
processfor
forrequisitions
requisitionsororpurchase
purchaseorders.
orders.
Notifications