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"when I need to add a user/group to the owner section for example, the system allows me to put author + another user.
I assume "author" would be the creator of the workflow (myself), so how is it possible to set up another user = author as owner of the workflow?"
The "Author" token represents the originator of the Sourcing Approval or GSM specification. To set other users up as owners you need to add them to the owners grid in the step. The first step and terminating step don't have the owner grid option. The Administrators User Guide discusses this further on page 7-10
"Also, what is the impact of the "optional" field to be ticked? would you please give me some examples?"
You can make it optional for the end user to select an owner, notification recipient or signature requestee. This means the end user when workflowing the object could choose not to select one of these. If the selection was not marked optional then the user would be told that they are required to select something before continuing. For example, if you wanted all members of the Labeling group to be notified you wouldn't make that an optional selection for the end user workflowing the sourcing approval or specification. If you allow the end user to decide when and who needs to be notified you would make that selection optional.
"Finally, when creating a sourcing approval I'd need to fill in the supplier item field and flag the supplier signed spec.
I assume the supplier item would be the crossed reference supplier number in another system. Am I right?"
It could be and you could manually fill out the cross reference related to that supplier in the supplier item # field.
This could also be a temporary number that you are using for the supplier's material until it is an approved/purchased material with an assigned cross reference.
"When should I tick the supplier signed spec instead? when would it be necessary? Would you please give me a few example to better understand the need for the supplier to sign a sourcing approval?"
Supplier Signed Spec means that the supplier literally signed off on the specification and agrees to supplier what the specification dictates. It allows you to say they signed off, what date they signed off on the spec and any other comments that are necessary around that approval. There is another feature you can use to automate this sign off. You can send the specification to a supplier, have them review it, then they can approve or reject suppling the material as the specification dictates. This interaction is captured on the sourcing approval. When they approve the spec the supplier signed box is checked, the date is captured and their comments are also recorded. You can learn more about this feature in a white paper hosted with the product documentation. Its "Supplier Approval of Specifications Whitepaper" You can find it in the white paper section of http://www.oracle.com/technetwork/documentation/agile-085940.html#plmprocess
Thank you very much for your useful clarifications.
I am still testing the SCRM module.
I created a SCRM workflow "A" and put "is template" and "sourcing BU" as the only resolution criterias.
I created a Sourcing approval template too and put workflow "A" in the workflow field in the template configuration section.
I processes it through the workflow and found out the system picked a default SCRM workflow legacy because of the filter "sourcing BU" in my workflow not matching my SA template.
So far so good. I corrected my workflow taking out the "sourcing BU" filter and by resolving workflow I have what I expect.
But now I have a question about the workflow field in the template configuration of SA Templates: what is it for? It is clearly not its associated workflow.
Would it maybe be the workflow that will be used in all SA deriving from their related SA template?
Finally, I am still a bit confused on two fields: role & selection mode.
When shall I choose "author" or "role" and what is the impact of setting "one member" instead of "all members" or "multiple members"?
Thanks and regards
Edited by: Danieledd on Nov 21, 2012 12:01 PM
"But now I have a question about the workflow field in the template configuration of SA Templates: what is it for? It is clearly not its associated workflow.
Would it maybe be the workflow that will be used in all SA deriving from their related SA template?"
This is the workflow that is used by the sourcing approval created from the template. By default sourcing approvals are "auto" resolved, however if you designate a workflow on the sourcing approval template and then create a sourcing approval from that template then it no longer auto resolves and uses the workflow designated on the template.
"2) I am still a bit confused on two fields: role & selection mode.
When shall I choose "author" or "role" and what is the impact of setting "one member" instead of "all members" or "multiple members"?"
The author token is used when you want to grab the originator off of the sourcing approval and give that specific user rights (read, edit, workflow, owner). If you didn't use the author token and you wanted to give the originator rights then you would have to know what group they are in ahead of time and/or the user would have to select them when workflowing the sourcing approval.
If you select author only and have no other users or groups selected for that row then "one, all or multiple members" does nothing. The author is a single user and will be automatically assigned by the system.
If you were to select users or groups in the members column thats where the one, all, multiple comes into play.
Lets say you have Group A and it contains Users 1, 2 and 3.
If you select One Member:
The user workflowing the sourcing approval will see User 1, User 2 and User 3 listed using radio buttons. They will be able to select only one of those users. If this was marked as optional then the user could select nothing.
If you select All Members
The user workflowing the sourcing approval will not have a selection and the system will automatically select all members of Group A. Optional does not make sense in this use case.
If you select multiple members
The user workflowing the sourcing approval will see User 1, User 2 and User 3 listed using checkboxes. They will be able to select multiple users. If this was marked as optional then the user could select nothing.
"3) when I upload a document in the Sourcing Approval, the system gives me the possibility of ticking the "notify prior to the due/renewal date" field.
I guess system can notify "someone" when we approach the due date. But whom would it be? how long before would the notification be triggered?"
Out of the box the system doesn't do anything with that checkbox. However, this checkbox could be used with an notification system that will email the supplier or sourcing approval owner when the document is about to be overdue.
Hope this helps, let me know if you have further questions