III 3. Roles – Workflow

In the previous versions of PeopleTools, Roles were primarily used for routing workflows to appropriate users. This has continued in the current versions with Approval Workflow Engine and roles are still the primary method used to identify user groups to route the workflows.

‘Workflow’ tab in Role definition page is used to enable certain workflow related options for the Roles.

4_8Figure IV‑8 Roles – Workflow

  • Allow Notification: If enabled by the component definition in Application Designer, users have the ability to click on the ‘Notify’ button on pages to send notifications to users with information on the changes made on the component along with comments. ‘Allow Notification’ check box in the ‘Workflow Routing Options’ enables the users to use the notifications function.


Figure IV‑9 Roles – Workflow – Notification usage example

** For the ‘Notify’ button to be available for the users, it should be enabled for the component in application designer along with the user having access to at least one role with the ‘Allow Notification’ enabled.

  • Allow Look up Recipient: When on the Send Notification pages, users can click on the ‘Look up Recipient’ link to look up all users in the system for email addresses. The link is only available to the users with at least one role with ‘Allow Look up Recipient’ option enabled.


Figure IV‑10 Send Notification from Component

  • Use Query to Route Workflow: When a role (either static or dynamic) is used for workflow routing, the workflow is sent to all users with access to the particular role. However if you need to route the workflow based on the specific values on the triggering page, the regular user list roles cannot differentiate the users to selectively route the notifications. PeopleSoft provides Query Roles functionality for this purpose. A query defined in the PeopleSoft Query tool can be used to check the variables on the triggering component and select the users for routing the workflows.


Figure IV‑11 Roles – Workflow – Use Query to Route Workflow

** Role rule query should use ROLEUSER or ROLEXLATOPR as one of the criteria tables and results should be ROLEUSER field.

** Standard naming convention for Role rule queries is to start with “_ROLE__”

** Workflow role rule queries should not be confused with Dynamic role rule queries.