Blog | Nov 20, 2014

What do you mean my approver is on Vacation?!

What do you mean my approver is on Vacation?!

How many times has it happened to you that you’ve submitted your expense report for approval and the approver is not available?  Not today, not tomorrow, not until a week or more?  To top it off, they did not make any preparations for your approvals to be taken care of in their absence.  Looks like it’s time for a vacation rule!

The Vacation Rule functionality was created for forwarding or delegating approval requests to an alternate approver in the absence of the intended approver.  The functionality addresses various documents/processes in Oracle such as Purchase Orders, Expense Reports or Payables Invoices – or any other document requiring approval.  Vacation rules can be created by the approver, or in the case where the approver is not available – such as an unplanned absence – the rule can be created by the Workflow Administrator role.  

The functionality to set up a Vacation Rule via the Workflow Administrator is not much different than as done by the user/approver.  The difference is that the Workflow Administrator must select who they are creating the rule for.  Please see the information below on how this is done by the Workflow Administrator.

Navigation -  Workflow Administrator Web (New) -> Administration.  Then Select “Vacation Rule” from the menu listings under the Administration tab

To begin, find the employee in which the rule will be created for, then click on “Create Rule”.

Step 1 of 3
This will open up the window below.  Select the type of notification you would like to create your rule for.  If you would like ALL notifications forwarded, accept the default of “ALL” for the Item type.  Otherwise, select from the LOV which types of notifications you want forwarded.  You can create a separate rule for each item type if you’d like them to go to different people. 

The LOV will list all notification types you have received in Oracle.  For example, if you have never received a request for an expense report, that item type will not be present.

Click Next

Step 3 of 3

Unlike when a user is setting up a vacation rule, the system “skips” Step 2 and combines it with Step 3.  Therefore, your next screen will show as Step 3 of 3. 
Enter in the Start and End dates for the rule.  A personal message such as “Please approve in Donna’s absence” can be added in the Message box.  This message will show in the approval windows as well as on the email received.

Select to “Delegate” or “Transfer” your notification to the selected employee:

• If a notification is Delegated, it allows the chosen recipient to approve the notification regardless of any other Oracle setup (hierarchy or AME Rules) because the recipient is approving “on behalf of” the original approver.  The workflow will show that the notification was approved by the original intended approver.

• If you Transfer the notification it means you want the recipient to have complete ownership and responsibility of the approval.  However, keep in mind that if the notification is Transferred, then the new recipient must have approval authority defined in Oracle in order to be able to approve it.  If they do not, then the approval follow the current hierarchy until it finds an approver with the applicable approval authority – or it will fail with the error “No approver found”.   Therefore, be sure to select a proper recipient if you are transferring the notification.  Ultimately, once approved, the workflow will reflect the name of the actual approver and not the name of the original intended approver.

Click “Apply” to activate your new rule

Note: If you select to start your vacation rule for a future date, the Status of the rule will show “Inactive” until the actual begin date.The vacation rule can be deleted or modified at any time by selecting the “Update” or “Delete” icons.  The Status will show whether or not the rule listed is active or inactive.