Workflow Task Scripts

Workflow Task scripts provide custom logic within EPMware's workflow engine, enabling dynamic routing, validation, automation, and complex approval processes. These scripts execute at various stages of the workflow lifecycle.

Overview

Workflow scripts enable: - Dynamic Routing: Route based on conditions - Validation: Check before workflow entry - Automation: Auto-approve or escalate - Notifications: Custom email alerts - Integration: Call external systems - Decision Logic: Complex approval rules

Figure: Workflow script execution points

Workflow Script Types

1. On Submit Tasks

When: Before request enters workflow Purpose: Validate complete request Can Block: Yes - prevent workflow entry

2. Custom Workflow Tasks

When: At specific workflow stages Purpose: Complex processing and decisions Can Block: No - but can route/reassign

3. Request Line Approval

When: Before approval action Purpose: Validate before approval Can Block: Yes - prevent approval

Workflow Context

Scripts have access to: - Request information - Workflow stage and task details - User and role information - Request line items - Historical workflow data

How It Works

graph LR
    A[Submit Request] --> B[On Submit Script]
    B --> C{Valid?}
    C -->|Yes| D[Enter Workflow]
    C -->|No| E[Return to User]
    D --> F[Stage 1]
    F --> G[Custom Task Script]
    G --> H[Approval Task]
    H --> I[Line Approval Script]
    I --> J{Approve?}
    J -->|Yes| K[Next Stage]
    J -->|No| L[Reject/Return]

Key Capabilities

Dynamic Stage Management

• Add/remove workflow stages
• Skip stages conditionally
• Modify approval requirements
• Change task assignments

Workflow Control

• Approve/reject programmatically
• Recall to previous stages
• Escalate to higher levels
• Reassign to different users

Data Manipulation

• Modify request attributes
• Update line items
• Set workflow variables
• Calculate derived values

Input Parameters

Common Parameters

Parameter	Type	Description
g_request_id	NUMBER	Current request ID
g_wf_stage_id	NUMBER	Current workflow stage
g_wf_stage_name	VARCHAR2	Stage name
g_wf_task_id	NUMBER	Current task ID
g_wf_task_name	VARCHAR2	Task name
g_user_id	NUMBER	Current user
g_action	VARCHAR2	Action being performed

Request Context

Parameter	Type	Description
g_request_type	VARCHAR2	Type of request
g_request_status	VARCHAR2	Current status
g_requester_id	NUMBER	Request creator
g_request_date	DATE	Submission date
g_priority	VARCHAR2	Request priority

Output Parameters

Parameter	Type	Description
g_status	VARCHAR2	Success/Error status
g_message	VARCHAR2	User message
g_wf_recall_stage	VARCHAR2	Stage to recall to
g_wf_task_rec	RECORD	Task modifications

Common Patterns

Pattern 1: Conditional Validation

-- On Submit: Validate based on request type
IF ew_lb_api.g_request_type = 'HIGH_VALUE' THEN
  IF get_total_amount() > 1000000 THEN
    IF NOT has_required_attachments() THEN
      ew_lb_api.g_status := ew_lb_api.g_error;
      ew_lb_api.g_message := 'Attachments required for high-value requests';
    END IF;
  END IF;
END IF;

Pattern 2: Auto-Approval Logic

-- Custom Task: Auto-approve based on criteria
IF ew_lb_api.g_wf_stage_name = 'Manager_Approval' THEN
  IF get_request_amount() < 5000 AND 
     is_pre_approved_vendor() THEN
    -- Auto-approve
    ew_workflow.approve_task(
      p_task_id => ew_lb_api.g_wf_task_id,
      p_comments => 'Auto-approved per policy'
    );
  END IF;
END IF;

Pattern 3: Dynamic Routing

-- Custom Task: Route based on amount
DECLARE
  l_amount NUMBER;
BEGIN
  l_amount := get_request_amount();

  IF l_amount > 100000 THEN
    -- Add executive approval stage
    ew_workflow.add_stage(
      p_request_id => ew_lb_api.g_request_id,
      p_stage_name => 'Executive_Approval',
      p_after_stage => ew_lb_api.g_wf_stage_name
    );
  ELSIF l_amount < 1000 THEN
    -- Skip detailed review
    ew_workflow.remove_stage(
      p_request_id => ew_lb_api.g_request_id,
      p_stage_name => 'Detailed_Review'
    );
  END IF;
END;

Pattern 4: Escalation

-- Custom Task: Escalate if pending too long
DECLARE
  l_days_pending NUMBER;
BEGIN
  l_days_pending := SYSDATE - get_task_assigned_date();

  IF l_days_pending > 3 THEN
    -- Escalate to manager
    ew_workflow.reassign_task(
      p_task_id => ew_lb_api.g_wf_task_id,
      p_to_user => get_manager_of(ew_lb_api.g_assigned_to),
      p_reason  => 'Auto-escalated after 3 days'
    );

    -- Send notification
    send_escalation_email();
  END IF;
END;

Best Practices

1. Clear Messages

-- Provide actionable feedback
ew_lb_api.g_message := 
  'Request requires CFO approval because amount ($' || 
  TO_CHAR(l_amount, '999,999') || 
  ') exceeds threshold ($100,000)';

2. Audit Trail

-- Log workflow decisions
ew_workflow.add_comment(
  p_request_id => ew_lb_api.g_request_id,
  p_comment    => 'Routing decision: ' || l_decision || 
                  ' based on amount: ' || l_amount
);

3. Error Handling

BEGIN
  -- Workflow logic
  process_workflow_task();
EXCEPTION
  WHEN OTHERS THEN
    -- Log error but don't block workflow
    log_error(SQLERRM);
    -- Set warning message
    ew_lb_api.g_message := 'Warning: ' || SQLERRM;
    -- Allow workflow to continue
    ew_lb_api.g_status := ew_lb_api.g_success;
END;

4. Performance

-- Cache frequently used data
IF g_request_cache.EXISTS(ew_lb_api.g_request_id) THEN
  l_data := g_request_cache(ew_lb_api.g_request_id);
ELSE
  l_data := load_request_data();
  g_request_cache(ew_lb_api.g_request_id) := l_data;
END IF;

Workflow Script Configuration

Configuration Steps

1. Create Script in Logic Builder
2. Choose Script Type (Workflow Task)
3. Associate with Workflow:
4. For On Submit: Workflow Builder
5. For Custom Task: Workflow Tasks
6. For Line Approval: Approval configuration

Execution Order

When multiple scripts exist: 1. Scripts execute in configured sequence 2. First error stops execution 3. All scripts must succeed for action to proceed

Testing Workflow Scripts

Test Scenarios

1. Normal Flow: Standard approval path
2. Edge Cases: Boundary values, special conditions
3. Error Conditions: Missing data, invalid states
4. Performance: Large requests, multiple lines
5. Concurrency: Multiple users, parallel approvals

Debug Techniques

-- Add debug logging
ew_debug.log('=== Workflow Script Debug ===');
ew_debug.log('Request ID: ' || ew_lb_api.g_request_id);
ew_debug.log('Stage: ' || ew_lb_api.g_wf_stage_name);
ew_debug.log('Task: ' || ew_lb_api.g_wf_task_name);
ew_debug.log('User: ' || ew_lb_api.g_user_id);

Common Issues

Issue	Cause	Solution
Workflow blocked	Script error	Check script logs
Wrong routing	Logic error	Debug decision logic
Performance slow	Heavy processing	Optimize queries, defer processing
Missing context	Incorrect parameters	Verify workflow configuration

Advanced Features

Parallel Processing

-- Create parallel approval tasks
ew_workflow.create_parallel_tasks(
  p_request_id => ew_lb_api.g_request_id,
  p_assignees  => 'USER1,USER2,USER3',
  p_type      => 'ALL_MUST_APPROVE'
);

Conditional Stages

-- Add stage only if needed
IF requires_legal_review() THEN
  ew_workflow.insert_stage(
    p_request_id  => ew_lb_api.g_request_id,
    p_stage_name  => 'Legal_Review',
    p_after_current => 'Y'
  );
END IF;

External Integration

-- Call external approval system
l_external_status := call_sap_approval(
  p_request => ew_lb_api.g_request_id
);

IF l_external_status = 'APPROVED' THEN
  ew_workflow.complete_task(
    p_task_id => ew_lb_api.g_wf_task_id,
    p_action  => 'APPROVE'
  );
END IF;

Performance Considerations

• On Submit: Keep validation fast
• Custom Tasks: Can be more complex
• Line Approval: Optimize for bulk approvals
• Caching: Store frequently accessed data
• Async Processing: Queue heavy operations

Next Steps

• On Submit Tasks - Pre-workflow validation
• Custom Tasks - Complex workflow logic
• Request Line Approval - Approval validation

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Best Practice

Workflow scripts should enhance, not complicate, the approval process. Keep logic transparent and provide clear feedback to users about routing decisions and requirements.