How To: Grant, View, or Maintain Oracle Worklist Sharing

Who does this?  Oracle Financials Approvers

When?  Approvers choose to have a colleague act as a “back up” approver during critical periods when the approver is expecting a large number of transactions or when they know they may be busy and unable to respond promptly, or when the approver is preparing to leave Stanford.

How?  By granting Worklist Sharing in Oracle Financials

 

On this page:

Grant Worklist Sharing (3 steps)

step 1

Log in to Oracle Financials:

  1. Enter https://ofweb.stanford.edu in the browser
  2. Log in using your SUNet ID, password and two-step authentication
  3. On the Oracle Financials landing page, you will find information about:
    • System Status
    • Planned Outages
    • Other messages of interest
  4. Click Login to continue to the Oracle Financials Home Page.
step 2

Open the Worklist Sharing page:

  1. Select Worklist Sharing from Settings in the Oracle Home page header.
step 3

Grant another user access to view and act upon your Oracle Financials Worklist:

  1. Click Add Worklist button.
  2. Enter SUNet ID of the person with whom you want to share your Worklist, or search for the person:
    • Click magnifying glass
    • Select and enter search criteria of SUNet ID (User Name), Last Name, First Name, or email
    • Click Go
  3. Locate the person in the list and click Quick Select
    Note:  It is your responsibility to select the right person to whom to share your Worklist. See Rules for Delegating and Sharing Your Oracle Approval Worklist included in the Overview: Delegating Your Oracle Approval Worklist.
  4. Enter Notes to Delegatee (optional).
  5. Verify or change the date for Active From. This determines when the user can begin accessing your Worklist.
  6. You have the option of entering an end date in Active To.
    Note:  The end date specifies when the user will no longer have access to your Worklist. Leave Active To blank to grant access indefinitely.
  7. Select the workflow item types to which access is to be granted
    • Click All to allow access to all items, or
    • Click Selected to set up sharing of specific Item Types:
      • Select items from Available Item Types list (Ctrl Click to select multiple items)
      • Click Move or Move All to move them to Selected Item Types list
  8. Click Submit button to complete the Worklist Sharing setup.
    Notes 
    • The person with whom you have shared your Worklist (the Delegatee) will receive a notification that you have done so.
    • The Delegatee WILL NOT receive your email workflow notifications. When you want the Delegatee to cover for you, you must let them know. You may do this via the email built into the system (by clicking Details beside their name on the Worklist Sharing screen), via a separate email or other means.
    • If you would like them to receive email notifications, see How To: Create, View, or Maintain Vacation Rules in Oracle.
    • The Delegatee will see a Switch User icon in their Oracle Financials home page header that allows them to switch to your account and access your Worklist.
    • The Delegatee will NOT be able to approve a transaction they originated themselves. This feature is typically used with colleagues of similar levels rather than with a subordinate who originates transactions.
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What Happens Next?

  • Your Delegatee can begin acting on your Oracle Worklist. Reference How To: Access a Shared Oracle Worklist.
  • For all transactions approved through Worklist Sharing, your name will show as the approver, but the Action History will show the SUNet ID of the actual approver in the comments field, after any comments they entered themselves.
  • To view a list of transactions handled on your behalf, reference How To: Use the Oracle Vacation Query.
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View and Maintain Worklist Sharing (3 steps)

step 1

Log in to Oracle Financials:

  1. Enter https://ofweb.stanford.edu in the browser
  2. Log in using your SUNet ID, password and two-step authentication
  3. On the Oracle Financials landing page, you will find information about:
    • System Status
    • Planned Outages
    • Other messages of interest
  4. Click Login to continue to the Oracle Financials Home Page.
step 2

Open the Worklist Sharing page:

  1. Select Worklist Sharing from Settings in the Oracle Home page header.
step 3

From your Worklist Sharing page, update worklist Delegatees:

  1. Update a Delegatee by selecting the Update icon for their name. This feature allows you to change the Active From and Active To dates on an existing Delegatee to end it early or re-use an inactive Delegatee for a future vacation period.
  2. Click Details beside their name and select their email address to send them an email if desired.
    Notes 
    • The Delegatee WILL NOT receive your email workflow notifications. When you want the Delegatee to cover for you, you must let them know. You may do this via the email built into the system (by clicking Details beside their name on the Worklist Sharing screen), via a separate email or other means.
    • If you would like them to receive email notifications, see How To: Create, View, or Maintain Vacation Rules in Oracle.
    • To create a new Delegatee, click Grant Worklist Access button. See Grant Worklist Sharing instructions included in this How To page.
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Questions?

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