Add new application status and customize emails in EBS iRecruitment

This post will walks you through the detailed steps involved, in adding a new application status and customize the email subject/body for the new status in Oracle E-Business Suite iRecruitment application. I can’t find much documentation on this topic, so decided to write a post. :)

Before we start, here is a quick introduction about how workflow and AME work together in EBS - Please ignore, if you already know. :-)

In EBS, Workflow is tightly integrated with Approval Management Engine (AME) and is very useful to meet the Enterprise business process customizations, without modifying the code. For example, business requirements like manager’s approval for employee accruals, timecard approval by timekeepers/Managers, new hire multi-level approvals, expense approvals by finance team etc.., can be easily implemented using AME. Workflow process may make calls to AME APIs to get the approvers/actions based on transaction values at runtime. Am i sounding too techie and confusing here. :-)

iRecruitment hiring process is also designed using the mix of workflow and AME. Luckily, the email subject/body are also configured in AME by Oracle. Most of the times, subject/body are coded in workflow as hardcoded strings or FND messages. Luckily, they are configured in AME, so, they can be changed dynamically based run-time conditions. You will see how.

Let’s assume, hiring managers need to add a new status to application “Suspended Temporarily”. They wanted to use this status, at times of temporary hiring freezes in the org during Audits. Hr also need to customize candidate email mentioning that application is being suspected. Here is the screenshot of customized email.

We will do this without much coding. Here are the detailed steps.

Step-1) In iRecruitment, candidate application is stored as an applicant assignment record in base table. So, to create new iRec message, create new assignment status and save it. Navigation, US Super HRMS Manager -> Work Structures -> Status (Form title - Define Assignment Statuses), Click New

Select the System Status as "Active Application" and Type as "Primary". That would automatically display this status on iRec application status LOV.

Step 2) Define the new email subject and email body as FND messages. Also run "Generate Messages"

Step3) AME Configuration Changes

Idea of these setup changes are to skip the seeded AME rule and configure new AME rule to pick up the FND messages we created in previous step.

Navigation, Login as SYSADMIN -> Approvals Management Business Analyst -> Search for Transaction Type "iRecruitment Notification Approvals" and click on Setup/Attributes

3a) Setup -> Attributes

First, create a new dynamic AME attribute to detect the application status, based on workflow transaction id.

Query:

SELECT CASE IRC_NOTIFICATION_WORKFLOW_PKG.getWFAttrValue (:transactionId, 'IRC_JOB_APPL_NEW_USER_STATUS')

        WHEN 'Suspended Temporarily' THEN 'SUSPENDED_TEMPORARILY'

        ELSE 'SEEDED' END appl_status

FROM DUAL

3b) Setup -> Conditions

Next, create 2 new conditions, to detect the application status is seeded ot custom. These are used by AME rules in next steps.

3c) Setup -> Action Types

Next, create new production rule action types for workflow subject and body attributes. These rules are later included in AME rules. When the conditions are met, the name of FND message is passed to workflow attributes.

3d) AME Rules – changes to seeded rule

Edit the existing rule "Application Status Changed - Candidate Rule", click on "add condition" button and add the condition that detects the seeded application status. This step will help workflow not to fire duplicate emails for the new status. 

Notice the rules that are defined in Actions section. Similar rules should be added to new rule that we are creating in next step.

  

3e) AME Rules - create new rule

Last step, create a new AME rule with the details as in the screenshot below. Notice the new actions and change in condition when compared to seeded rule. This rule does all the trick. When the workflow process is fired and if it detects the new application status, the new subject and body fnd messages are picked up.

  

That ends our setups. Consider clearing application cache, if the changes are not reflected immediately.

Leave a comment below, if you find it useful.