Professional Documents
Culture Documents
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Agenda
Overview & Introduction to Workflow
Develop Workflow using PL/SQL functions, APIs
Directory Services & Workflow Administration
Oracle Workflow 2
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Objectives
At the end of this session participants will be proficient in the
following areas of Oracle Workflow:
Architecture, Features and Benefits of using the Oracle
Workflow in a business environment
Creating & Customizing Workflows with PL/SQL functions &
APIs.
Modifying the Workflow to implement Directory Services &
administering the workflow by changing its setups.
Oracle Workflow 3
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Content
Agenda
Objectives
Contents
Architecture of Oracle Workflow
Defining & Implementing for a Business Processes
Features & Benefits of Oracle Workflow
Components of Oracle Workflow
Workflow Concepts & Terminology
Using Oracle Workflow Builder
Designing Workflow Process & Sub-process
Using Quick Start Wizard
Conclusion
Exercises
Quiz
Oracle Workflow 4
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What is Workflow?
Various tasks you perform throughout the day are part of larger
tasks, that involve several steps and several people working
together.
For example, when you enter an invoice, you are really kicking
off an approval and payment process: someone else reviews
and approves it, and a third person submits payment to the
vendor. The term ‘Workflow’ refers to this larger process.
Almost all the business processes that are defined in Oracle
Applications involve workflow.
Processes, that involve multiple users and the routing of data
between the users are termed as ‘Workflows’
Oracle Workflow 5
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WF Examples
Workflows not only help in automating the business processes
but also improve efficiencies, productivity and identify
bottlenecks in the systems for process re-engineering.
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Workflow is Essential
Workflow enables continuous process improvement
Complete process representation
Crosses organizational, company boundaries
Build in management metrics, performance goals
Oracle Workflow 7
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Designing Business Processes for Change
Business processes will change
No artificial constraints on the business process
Enabling dynamic processes sympathetic to change
Change business processes without changing code (reduced
cost of ownership)
Oracle Workflow 8
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WF Examples
Simple WF can be like a Leave request approval, Training
enrollment to complex WF, can automatically approve of
purchase requisition, creation and approval of Purchase orders,
defaulting account of numbers in various expense, asset,
variance accounts.
Oracle Workflow 9
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Workflow Components
Workflow typically consist of 4 R’s
Rules
Roles
Routings
Real Time
Oracle Workflow 10
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Workflow Components -Rules
Rules are your company's business practices captured in
software.
Oracle Workflow 11
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Work Flow Components : Roles
Roles describe how people fit into the workflow.
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Work Flow Components : Routings
Routings connect the activities in the workflow. They are the
system's means of moving information from one place to
another, from one step to the next.
They get the right information to the right people at the right
time, enabling users to work together to accomplish the
company's goals.
Oracle Workflow 13
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WF : Routing the information
WF gets the right information to the right people
WF lets you provide each person with all the information they
need to take any action.
Oracle Workflow 14
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Work Flow Components : Real Time
Every Activity has certain time constraints that should be
satisfied to achieve desired results of a business process.
Oracle Workflow 15
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More on Workflow ?
Business processes revolve around routing information to
various users through a set of constantly changing rules.
Oracle Workflow 16
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Oracle Workflow Version 2.6
Oracle Workflow 17
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What’s Oracle Workflow?
Oracle Workflow automates and streamlines the business
processes contained within and between enterprises:
Approve standard business documents
Step through daily transaction flows
Implements various decision rules and outings in complex
business scenarios
Oracle Workflow 18
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What can Oracle Workflow do?
Routes information to various users based on certain rules.
Tracks the responses from the users and accordingly acts on it.
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Define your Business Processes
WF allows you to define and modify the business processes
using a drag-and-drop process designer.
Oracle Workflow 20
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Why use Oracle Workflow?
Create a clear business process definition
Automate the business routings
Monitor the processes
Allow users to define their own business processes to suit their
organizational needs
Readily change the business process definitions in case of a
change in business processes.
Oracle Workflow is stored in the Oracle database.
It can be as standalone and executed through web interface
utilities or Embedded in Applications ( Oracle Apps) as part of a
large complex process like PO Approval or Order Processing
cycle.
Oracle Workflow 21
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Components of Oracle Workflow
Workflow Builder
Workflow Engine
Workflow Definitions Loader
Notification Systems
Notification Worklist
Workflow Monitor
Business Event System
Workflow XML Loader
Directory Services
Oracle Workflow 22
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Workflow Architecture
Web Directory Services Workflow
Notification XML Loader
Worklist Advanced Users Roles
Queuing
Workflow
Web Oracle Builder
Monitor HTTP Business Workflow
Server Event System Engine
Workflow
Definitions
Web Loader
Analysis Notification
Tools System
Workflow
Definition
Mail Files
Notification
Applications Oracle Workflow Enabled Application
Mailer
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What’s a Workflow Builder?
Work Flow builder is a Graphical interface to create and modify
a business process with simple drag and drop operations.
Oracle Workflow 24
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What can a Workflow Builder do?
Using the Workflow Builder, one can create and modify all
workflow objects, including activities, item types, and
messages.
At any time you can add, remove, or change workflow activities,
or set up new pre-requisite relationships among activities.
A navigation tree structure allows summary view as also allows
expanding activities within the workflow as needed to greater
levels of detail.
Oracle Workflow Builder can be used from a desktop PC or
from a disconnected laptop PC.
Oracle Workflow 25
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How does Workflow Builder appear?
Oracle Workflow 26
Process Diagram Window
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Supported Process Constructs
Looping
Results-based branching
Parallel flows
Rendezvous
Oracle Workflow 27
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Supported Process Constructs
Timeouts
Escalation
Automatic forwarding
Oracle Workflow 28
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What’s a Workflow Engine?
The Workflow Engine embedded in the Oracle8 server, monitors
workflow states and coordinates the routing of activities for a
process.
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Workflow Definitions Loader
The Workflow Definitions Loader is a utility program that moves
workflow definitions between database and corresponding flat
file representations.
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Workflow Definitions Loader
Workflow
Builder
Workflow Workflow
Loader Engine
Workflow
Loader
Proc
ess Oracle 8 or higher
Process
Defin
Definition
itions
Oracle Workflow 31
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Notification Systems (1 of 2)
Oracle Workflow 32
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Notification Systems (2 of 2)
Oracle Workflow 33
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Viewing Notifications
Oracle Workflow 34
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Viewing a Notification
Oracle Workflow 35
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What’s a Workflow Monitor?
The Workflow Monitor displays an annotated view of the
process diagram for a particular instance of a workflow process.
Oracle Workflow 36
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Viewing Workflow Diagrams
Oracle Workflow 37
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Workflow Process Components
Oracle Workflow 38
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Oracle Workflow 39
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Oracle Workflow Builder
Oracle Workflow 40
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What does a Workflow comprise of?
Item Type
A grouping of workflow components. All components of a
workflow process must be associated with a specific item
type.
A grouping of all items of a category that share the same set
of attributes
For e.g.: PO Requisition is an Item Type used to group all
PO requisitions created. It is like defining a Class in Java
Item Type simply represents various processes put together
to complete a business process
Oracle Workflow 41
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What does a Workflow comprise of?
Item
A specific process or transaction managed by WF process
( Item Type). Like instance of a class is Object. A specific run
of Leave Request Process will be referred to as Item. Each PO
approved through PO Approval Process will be an Item.
Attributes
These are the various input or output variables that are
needed by the business process
Text, Number, Date, URL, Role, Attribute, Document, Lookup,
Form are some of the attribute types.
Form type attribute is relevant only for the version of Oracle
Workflow embedded in Oracle Applications.
Lookup Type: List of values ( ie. Lookup codes) that can be
referenced by any component or Attribute.
Oracle Workflow 42
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General Workflow Terminology
Activities
An activity is a unit of work that contributes toward the
accomplishment of a process. An activity can be a
notification, a function, an event, or a process.
Activities are the actions performed during the business
process
Function Activity: Automated unit of work defined as a
PL/SQL stored procedure.
Notification Activity: Activity that sends a message to a
performer.
Node
An instance of an activity in a process diagram.
Oracle Workflow 43
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General Workflow Terminology
Notification
An instance of a message delivered to a user
Message:
The message may request the performer, the role receiving
the message to do some work or may simply provide
information. Each notification carries a message with it which
is the actual text of the notification
Performer
A user/role assigned to perform a particular (human) activity.
Generally, assigned to a notification
Role
One or more users grouped by a common responsibility or
position
Oracle Workflow 44
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General Workflow Terminology
Lookup type
A predefined list of values used to interact with users or
define the results of an activity
Lookup Code
An internal name of a value defined in lookup type
Result Type
The name of the lookup type that contains an activity’s
possible result values. Result Type requires Lookup Type to
identify result that can occur on completion of the activity.
Oracle Workflow 45
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General Workflow Terminology
Timeout
The amount of time during which a notification activity must
be performed before the WF engine transitions to an
alternate activity (if defined) or error process.
Transition
The relationship between completion of one activity and
initialization of another activity. (Arrows)
Persistence Type
Oracle Workflow 46
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Process Activity
Process Activity: A process activity represents a collection of
activities in a specific relationship.
When a process activity is contained in another process it is
called a sub-process. In other words, activities in a process
can also be processes themselves.
There is no restriction on the depth of this hierarchy. Activity
contain suprocesses, notification and functions.
Oracle Workflow 47
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Persistence Type
Persistence Type : Permanent, Temporary and Synchronous
When you define an item type, you must also specify its
persistence type. The persistence type controls how long a status
audit trail is maintained for each instance of the item type.
If you set Persistence to Permanent, the runtime status
information is maintained indefinitely until you specifically purge
the information by calling the procedure WF_PURGE.TotalPerm( ).
If you set an item type’s Persistence to Temporary, you must also
specify the number of days of persistence. The status audit trail
for each instance of a Temporary item type is maintained for at
least ’n’ days of persistence after its completion date. After the ’n’
days of persistence, you can then use any of the WF_PURGE APIs
to purge the item type’s runtime status information.
Oracle Workflow 48
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General Terminology & Concepts
Standard Activities
Oracle Workflow provides some generic activities you can use to
control your process.
The activities are associated with the Standard item type but can
be used within any process you define. The Standard item type
is automatically installed on your Oracle Workflow server.
You can also access the Standard item type from the file
wfstd.wft
START/END
AND/OR Activities
Comparison Activities ( Time, Numbers, Strings comparisons)
WAIT Activity
Block Activity
Launch Process
Oracle Workflow 49
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General Terminology and Concepts
Workflow Roles : Oracle Workflow roles are stored in the
database, in the Oracle Workflow directory service.
While creating WFs developer can load Roles from the database
by connecting to the database.
Performer ( recipient) must be assigned to a Notification Node
activity. The performer can be a designated role or an item type
attribute that dynamically returns a role. To assign a performer
to a role, you must initially load the roles from your Oracle
Workflow database into your Oracle Workflow Builder session.
Oracle Workflow Directory Services uses following views to
access the roles definition
WF_USERS
WF_ROLES
WF_USER_ROLES
Oracle Workflow 50
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General Workflow Terminology
Access Level
A numeric value ranging from 0 – 1000 defining at which
level the user operates and whether the user can modify the
workflow definition
Protection Level
A numeric value ranging from 0 – 1000 that represents who
the workflow definition is protected from for modification
Access levels and Protection levels work in collaboration to
decide who can modify what in an Oracle Workflow.
These concepts will be discussed in more depth in the later
parts of the session.
Oracle Workflow 51
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Business Event
An event activity represents a business event from the Business
Event System within a workflow process.
Oracle Workflow 52
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Events
A business event is an occurrence in an internet or intranet
application or program that might be significant to other objects
in a system or to external agents. For instance, the creation of a
purchase order is an example of a business event in a
purchasing application. You can define your significant events in
the Event Manager.
Oracle Workflow 53
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Function activity
A function activity is defined by the PL/SQL stored procedure or
an external program that it calls.
Function activities are typically used to perform fully automated
steps in the process. As a PL/SQL stored procedure, a function
activity accepts standard arguments and can return a
completion result.
Oracle Workflow 54
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Cost in Function Activity
Cost in Function Activity
Each function activity and event activity has a cost associated
with it.
The cost is a value representing the number of seconds it
takes for the Workflow Engine to execute the activity. If you
do not know how long it takes for the Workflow Engine to
perform the activity, you can enter an estimated cost and
update it later as you accumulate more information about its
performance. Generally, you should assign complex, long
running activities a high cost.
You can define your Workflow Engine to defer activities with
a cost higher than a designated threshold to a background
process.
The default threshold for the Workflow Engine is 50
hundredths of a second. Activities with a cost higher than
this are deferred to background engines.
Oracle Workflow 55
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Building a simple standalone Workflow
Project Status Notification Workflow
Oracle Workflow 56
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Steps to build a Workflow
Plan your business process
You can use the WFSTD item type for predefined components
like lookup types and functions.
Oracle Workflow 57
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Methods in designing a Workflow
Top–Down Design
If you prefer to approach your design from a high level, you
can first sketch out the process diagram with activities, then
go back later to create the supporting objects for each
activity
Bottom–Up Design
If you prefer to take a more programmatic approach to your
design, you can first define each of the supporting objects of
your process before attempting to create a higher level
process diagram.
Oracle Workflow 58
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Designing a simple Workflow (1 of 2)
Oracle Workflow 59
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Designing a simple Workflow (2 of 2)
Refer to Exercise 1
Oracle Workflow 60
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Testing your Workflow
Oracle Workflow provides a web–based interface called Launch
Processes for you to test any workflow definition you define and
save to the database.
Launch Process is accessible only to users belonging to the
Workflow Administrator role.
Oracle Applications provides access to Launch Process menu to
Workflow Administrator responsibility.
Oracle Workflow 61
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Testing your Workflow
The Launch Processes page displays all the item type definitions
stored in the database except the Oracle Workflow seeded item
types: Wferror, Wfmail, and Wfstd.
The internal name and description for each item type also
appears. Select the item type that owns the workflow process
definition you wish to test.
Oracle Workflow 62
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Oracle Workflow 63
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Oracle Workflow 64
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To initiate an instance of a workflow process, you need to specify:
A unique item key for the process instance.
A user–defined key that you want to use to identify the process.
The name of the process to test.
An optional process owner.
Values for any item type attributes associated with the item type
of the process.
The Workflow Monitor Activities List for your initiated process instance
appears. The Activities List displays the status of the activities that
have been executed. You can also select the View Diagram button to
display the status of the process graphically in the Workflow Monitor.
Oracle Workflow 65
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Oracle Workflow 66
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Oracle Workflow 67
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Oracle Workflow 68
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View and Respond to Notifications
Oracle Workflow 69
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Workflow Definition Loader
Rather than use the File Save or File Open menu options in
Oracle Workflow Builder, you can also run a program called
Workflow Definitions Loader to save or load process definitions
from a database or flat file.
The Workflow Definitions Loader program is located on your
server in the bin subdirectory of the Oracle Workflow directory
structure.
In Oracle Apps rather than use the Submit Requests form, you
can also run the Workflow Definitions Loader concurrent
program from the command line by entering the following
commands:
To upgrade— WFLOAD apps/pwd 0 Y UPGRADE file.wft
To upload— WFLOAD apps/pwd 0 Y UPLOAD file.wft
To force— WFLOAD apps/pwd 0 Y FORCE file.wft
Oracle Workflow 70
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To apply a seed data upgrade to a database from an input file :
wfload <username/password@database> <input_file>
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Conclusion
By now students would be knowing :
The concepts of a Workflow
Realized its advantage in automating and monitoring Business
Processes and the flexibility that it provides.
Features of Oracle Workflow 2.6
Components of Oracle Workflow
Components of a Workflow
General Workflow terminology
Designing a Workflow using Quick-Start Wizard
Oracle Workflow 72
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Exercises
Scenario 1: Send a notification along with a message to the
client about the project status.
Attributes:
Project Code (Text), Project Completion Date (Date) &
Project Status(Text)
Oracle Workflow 73
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Exercises
Scenario 2: Show selection of employees for a particular project
based on skill set of required level. Create a Lookup type with
Oracle Apps and SAP as two transitions whereby different skill
sets are assigned to message texts.
Attributes:
Skill Set
Message Text
Oracle Workflow 74
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Quiz
Q1. What executes a workflow processes?
a) Workflow Builder
b) Workflow Monitor
c) Workflow Engine
d) All of the above
Oracle Workflow 75
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Quiz
Q3. What does Oracle use to deliver process-related messages to
the users?
a) Workflow Builder
b) Workflow Notification System
c) Workflow Engine
d) All of the above
Oracle Workflow 76
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Quiz
Q5. What is the use of Lookup Types and Lookup Codes?
a) Make decision on the basis of activity
b) Create a link between two activities
c) Provides user with a List of Values
d) None of the above
Oracle Workflow 77
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Quiz
Q7. What are the standard function activities required for any
Workflow?
a) Begin & End
b) First & Last
c) Start & End
d) None of the above
Oracle Workflow 78
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Quiz
Q9. Why are function activities required ?
a) To perform an automated unit of work
b) To define a PL/SQL stored procedure
c) Follows Standard API method
d) All of the above
Oracle Workflow 79
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Quiz
Q11. What is a Process Activity in a Workflow?
a) Collection of various activities in a specific relationship
b) Can consist of multiple sub-processes
c) Depicts the Hierarchy of various activities & processes
d) All of the above
Oracle Workflow 80
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Quiz
Q13. Process window is visible only if there is at least one process.
Oracle Workflow cannot be saved if no process exists in
Workflow definition?
a) True
b) False
Oracle Workflow 81
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Reproduction and distribution of this document to external parties without the consent of iGATE Corporation is prohibited.
Quiz
Q15. Workflow definition files can be saved in a readable file format?
a) True
b) False
Oracle Workflow 82
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Quiz
Q17. Notification will send mails to everyone associated to
responsibility that has been attached as performer in the
workflow. All the users must see it so that workflow can
proceed forward?
a) True
b) False
Oracle Workflow 83
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Quiz
Q19. For an activity to be initiated after completion of a previous
activity it requires a Transition to connect them?
a) True
b) False
Oracle Workflow 84
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Answers
The answers are :
Q1. Answer C Q11. Answer D
Q2. Answer C Q12. Answer D
Q3. Answer B Q13. Answer B
Q4. Answer C Q14. Answer B
Q5. Answer A Q15. Answer A
Q6. Answer C Q16. Answer B
Q7. Answer C Q17. Answer B
Q8. Answer C Q18. Answer A
Q9. Answer D Q19. Answer A
Q10. Answer D Q20. Answer A
Oracle Workflow 85
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Reproduction and distribution of this document to external parties without the consent of iGATE Corporation is prohibited.