PeopleSoft’s Approval Workflow Engine (AWE) is a framework used to define, configure, and manage approval processes. It allows organizations to automate and streamline approvals for various business processes like expense reports, purchase requisitions, HR transactions, and more.
AWE is designed to be a flexible and reusable workflow tool that enables PeopleSoft applications to route transactions for approval based on predefined rules and user roles.
- Key Features:
- Rule-driven approvals: Uses business rules to determine the approver.
- Multiple approval paths: Supports hierarchical, role-based, and ad-hoc approvals.
- Email notifications and reminders: Sends alerts to approvers.
- Delegation and reassignments: Allows temporary reassignment of approval responsibilities.
- Audit and tracking: Logs all approvals, rejections, and pending actions.
- Core Components of AWE
AWE consists of several components that work together to process approvals.
(a) Transaction Registry
- This is where new approval processes are registered.
- It defines the record definitions, components, and keys used in the transaction.
- Example: If you are setting up approval for purchase requisitions, the transaction registry links the requisition records to the approval framework.
(b) Event Handler
- Manages the events that occur in the approval process, such as submission, approval, denial, and escalation.
- It triggers notifications and updates the transaction status accordingly.
(c) Approval Process Definition
- This is where the actual approval rules and paths are configured.
- Defines:
- Stages (e.g., Manager Review, Finance Approval, Final Sign-off)
- Steps (actions within a stage)
- Approvers (users, roles, or dynamic approvers)
- Criteria (conditions for approval)
(d) Approval Framework Tables
AWE stores its configurations in several key tables:
- EOAW_STEPINST: Stores instances of approval steps.
- EOAW_USERINST: Tracks users involved in approvals.
- EOAW_HISTORY: Maintains approval history and audit trail.
- EOAW_RULSTAGE & EOAW_RULSTEP: Define rule-based stages and steps.
- How AWE Works – Step-by-Step Process
Step 1: Transaction Submission
A user submits a request (e.g., expense report, job requisition).
The system validates the data and checks if an approval process is required.
Step 2: Workflow Triggering
AWE identifies the relevant approval process from the Transaction Registry.
It checks the configured Approval Process Definition to determine the approver(s).
Step 3: Routing to Approvers
The system routes the transaction to the first approver based on predefined rules.
Approvers receive email notifications and Worklist entries in PeopleSoft.
Step 4: Approver Actions
Approvers can:
✅ Approve – Moves the transaction to the next step or finalizes it.
❌ Deny – Ends the approval process (may require comments).
🔄 Pushback – Sends it back to a previous step.
📂 Hold – Temporarily suspends action.
Step 5: Workflow Progression
If there are multiple approvers, the workflow continues until all approvals are collected.
The system updates the approval status accordingly.
Step 6: Completion and Transaction Update
If fully approved, the transaction is finalized (e.g., an expense report gets processed for reimbursement).
If denied, the user is notified and may need to resubmit.
- PeopleSoft Tools Used in AWE
(a) Approval Monitor
Allows users and administrators to track approval progress.
Shows pending, approved, denied steps.
Found in PeopleTools > Workflow > Approvals > Monitor Approvals.
(b) Worklist
Approvers see pending transactions in their Worklist.
Located in PeopleTools > Workflow > Worklist.
(c) Email and Notifications
PeopleSoft can send email notifications with links to approve transactions.
Uses SMTP settings in PeopleTools for email routing.
- Common Use Cases for AWE
- HR Transactions: Employee job changes, promotions, terminations.
- Finance: Purchase orders, expense reports, budget approvals.
- Supply Chain: Vendor approvals, contract sign-offs.
- IT & Security: System access requests, change requests.
- Customizing AWE
- PeopleSoft allows customization of AWE using:
- Application Designer – Modify approval records, components.
- PeopleCode – Write custom logic for routing and notifications.
- SQL Queries – Define dynamic approvers using database rules.
- Troubleshooting Common Issues
| Issue | Cause | Solution |
| Approval stuck | Approver not assigned | Check Approval Process Definition and User Lists |
| Email notifications not sent | SMTP misconfigured | Verify email settings in PeopleTools |
| Workflow not triggering | Incorrect Transaction Registry setup | Validate registry and event handler setup |
| Approval Monitor not updating | Batch jobs not running | Check AWE-related batch processes |