Approvers may follow these instructions to share their Oracle Approval Worklist with a colleague. This can be helpful when approvers need back up support (e.g., when experiencing peak transaction volume or during busy times when they anticipate not being able to respond promptly) or when the approver is preparing to leave Stanford.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select Worklist Sharing from Settings in the Oracle Home page header
  1. Select the Add Worklist button
  2. Enter the SUNet ID of the person with whom you want to share your Worklist or search for the person
    1. Select the magnifying glass
    2. Enter the search criteria of SUNet ID (User Name, Last Name, First Name or email)
    3. Select Go
  3. Locate the person in the list
  4. Select Quick Select
  5. Verify or change the Active From date
    • This determines when the user can begin to access your Worklist.
  6. As desired, enter 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. Enter Notes to Delegatee (optional)
  8. Select the Workflow Item Types to which access is to be grante
    • Select All to allow access to all items
      Or
    • Select Selected to set up sharing of specific Item Types
      1. Select items from Available Item Types list (Ctrl + Select to select multiple items)
      2. Select Move or Move All to move the selected Available Item Types to the Selected Item Types list

    Requisition Item Type includes iProcurement and Expense Request system transactions.

  9. Select Submit to complete the Worklist Sharing setup
What Happens Next?
  • The person with whom you have shared your Worklist (the Delegatee) will receive a system generated email notification confirming the new or updated Worklist Sharing assignment.
  • Clearly communicate expectations with the Delegatee, such as expected coverage and frequency for checking transactions.
  • During the specified Active From and Active To dates, your Delegatee can act on your Oracle Worklist. Refer them to How To: Access a Shared Oracle Approval Worklist for more information. 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 Worklist Sharing Delegatee will not receive your email workflow notifications. 
  • For all transactions approved through Worklist Sharing, while your name will show as the approver, the Action History will show the SUNet ID of the actual approver in the comments field, after any comments they entered.
  • To view a list of transactions handled on your behalf, refer to Oracle Vacation Query for more information.
  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select Worklist Sharing from Settings in the Oracle Home page header
  1. View existing Delegatee information including active and inactive Delegatees
  2. Update a Delegatee by selecting the Update icon next to their name 
  3. As needed, update the Active From and Active To dates on an existing Delegatee to end it early or re-use an inactive Delegatee for a future period
  4. As needed, update the Workflow Item Types to which access is granted

    To add a new Delegatee, refer to Grant Worklist Sharing for more information.

What Happens Next?
  • The person with whom you have shared your Worklist (the Delegatee) will receive a system generated email notification confirming the new or updated Worklist Sharing assignment.
  • Clearly communicate expectations with the Delegatee, such as expected coverage and frequency for checking transactions.
  • During the specified Active From and Active To dates, your Delegatee can act on your Oracle Worklist. Refer them to How To: Access a Shared Oracle Approval Worklist for more information. 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 Worklist Sharing Delegatee will not receive your email workflow notifications. 
  • For all transactions approved through Worklist Sharing, while your name will show as the approver, the Action History will show the SUNet ID of the actual approver in the comments field, after any comments they entered.
  • To view a list of transactions handled on your behalf, refer to Oracle Vacation Query for more information.

Questions?

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