Peoplesoft Outlook Integration

What is Outlook Integration?

Outlook Integration enables integration between PeopleSoft and Microsoft Outlook to schedule meetings and appointments. It makes things easy for organizations predominantly engaged with MS Outlook to schedule meetings driven by PeopleSoft data.

Utility Benefit:

·         Keeps communications and schedules in an organised way.

·         Simple and easy to configure & maintain.

·         Increases the productivity by tightly coupling PeopleSoft data and Outlook schedule.

·         Fast, effective and two-way integration keeps processes simple and reduces duplication

Sample Business Scenarios:

·         In Talent Acquisition Manager (TAM) manage interview schedules, interview directly in MS Outlook with updates applied on candidate records. Quickly link emails, schedules interview and adds attachments to candidates

·         MS Outlook can be integrated with PeopleSoft HR Notification to schedule meetings.

·         Absence takes can be requested by entering absence requests through Microsoft Outlook.

Implementation Steps for outlook plug in:

·         Install the PeopleSoft Outlook Plug in

·         Configure outlook menu in PeopleSoft settings and option add on menu. (Refer fig 1 for configuration details)

·         Make Setups based on each module (TAM, Absence Management, ePerformance etc.)

Prerequisites for PeopleSoft outlook Plugin:

To enable the communication and interaction between Microsoft Outlook and the PeopleSoft system, following are required:

·        The Microsoft Add-In—Represented in the PeopleSoft Outlook menu and handles all of the communication and information within Microsoft Outlook.

·        The PeopleSoft Outlook URL Handler—An external Windows application that allows you to drill into Microsoft Outlook directly from the PeopleSoft system.

How to get the PeopleSoft Outlook Plug-in?

The plug-in can be found as compressed files in the PeopleSoft path: "<<PeopleSoft Installation HomeDirectory>>\src\DesktopIntegration". Users can extract the various integration objects (Outlook Add-In, Outlook URL Handler or Word Add-In) and install.

PeopleSoft Outlook Menu:

After installing the PeopleSoft Outlook plug-in, user can see in the outlook, a new menu option PeopleSoft as shown in below screen.

Configuration: User can define the integration options with PeopleSoft and the other required setups like server details, User ID, Email Account, etc.

Based on the features selected, the relevant appointments, tasks, scheduling etc. will be possible from outlook. All the features that can be used from PeopleSoft to Outlook are covered under Enterprise components-Desktop Integration

}  Task- A task is a way for something to be queued up and put into the user’s tasks.

}  Task Queue- You can use the queue to manually add tasks to a user's Microsoft Outlook task list.

}  Appointment- Define the defaults for the user's appointments, invitations, and calendar.

}  Appointment Queue- To review the appointment queue, monitors integration transactions, or manually adds/updates meetings and appointments.

}  File Transfer- Set up file transfer registration.

}  File Transfer Queue- To review what you previously defined as defaults in your file transfers.

}  Address Book- To Register your address book.

}  Dynamic Displays- Dynamic Displays allow the display of information from your PeopleSoft system alongside items in Microsoft Office. You can use Dynamic Displays to show any information contained within the PeopleSoft system and those displays can optionally be shown automatically alongside the Microsoft Office items.

PeopleSoft and Outlook Integration Solutions

Out of Box integrations

   Out of the box, Oracle-PeopleSoft calendar integrations are available for modules like Absence      Management, ePerformance, Talent Acquisition Manager.

Let’s look at the calendar Integration with TAM.

Calendar integration with TAM: PeopleSoft delivered the setup for integrating TAM with    outlook. Three options are provided to user: Full Integration, Partial Integration and No   Integration.

Navigation: Setup HCM > Install>Product Specific>Recruiting Installation

• Full Integration: It is a two way integration between Microsoft Outlook and PeopleSoft which updates data changes in PeopleSoft when changed from Outlook.

• Partial Integration: Sends two notifications to the applicants: .ics attachment and regular notification. Send’s regular notification to Interviewers.Below screen shots show the mails received by the applicant triggered by selecting Partial Integration while scheduling the interview of the applicant.

Below screen shots show the mails received by the applicant triggered by selecting Partial Integration while scheduling the interview of the applicant.

• No Integration: Disables calendar integration with outlook

• Customization: It is possible to integrate Outlook with People code using Icalendar.Icalendar is a file format which allows Internet users to send meeting requests and tasks to other users. Below is the sample code 

import PT_MCF_MAIL:*; /*Declare variables*/ Local string &dateStr = DateTimeToLocalizedString(%Date, "MM/dd/yyyy"); Local string &dateStamp = DateTimeToLocalizedString(%Datetime, "MM/dd/yyyy hh:mm:ss"); /*Receiver and sender email id*/ Local string &mail_to = "susan.silvia@kovaion.com"; Local string &organizer = "Madhur.mohini@kovaion.com"; Local string &desc = "TEST"; &dateStr1 = DateTimeValue(&dateStr | " 2:00 PM"); &dateStr2 = DateTimeValue(&dateStr | " 5:00 PM"); /*Prepare date formats required for .ics format*/ &tempTime = DateTimeToTimeZone(&dateStr1, "Local", "UTC"); &dtstart = DateTimeToLocalizedString(&tempTime, "yyyyMMdd'T'HHmmss'Z'"); &tempTime = DateTimeToTimeZone(&dateStr2, "Local", "UTC"); &dtend = DateTimeToLocalizedString(&tempTime, "yyyyMMdd'T'HHmmss'Z'"); &tempTime = DateTimeToTimeZone(%Datetime, "Local", "UTC"); &dtstamp = DateTimeToLocalizedString(&tempTime, "yyyyMMdd'T'HHmmss'Z'"); Local string &str = Char(13); Local string &icalstr = "BEGIN:VCALENDAR" | &str; &icalstr = &icalstr | "PRODID:-//Prod ID//PeopleCode vCal 1.0//EN" | &str; &icalstr = &icalstr | "VERSION:2.0" | &str; &icalstr = &icalstr | "METHOD:PUBLISH" | &str; &icalstr = &icalstr | "X-MS-OLK-FORCEINSPECTOROPEN:TRUE" | &str; &icalstr = &icalstr | "BEGIN:VEVENT" | &str; &icalstr = &icalstr | "ATTENDEE;ROLE=REQ-PARTICIPANT;RSVP=TRUE:MAILTO:" | &mail_to | &str; &icalstr = &icalstr | "ORGANIZER:MAILTO:" | &organizer | &str; &icalstr = &icalstr | "DTSTART:" | &dtstart | &str; &icalstr = &icalstr | "DTEND:" | &dtend | &str; &icalstr = &icalstr | "LOCATION:Conference Room" | &str; &icalstr = &icalstr | "TRANSP:OPAQUE" | &str; &icalstr = &icalstr | "DTSTAMP:" | &dtstamp | &str; &icalstr = &icalstr | "CATEGORIES:Meeting" | &str; &icalstr = &icalstr | "DESCRIPTION:Meeting Request" | &str; &icalstr = &icalstr | "SUMMARY:" | &desc | &str; &icalstr = &icalstr | "X-MICROSOFT-CDO-BUSYSTATUS:BUSY"| &str; &icalstr = &icalstr |  "X-MICROSOFT-CDO-IMPORTANCE:1"| &str; &icalstr = &icalstr |  "X-MICROSOFT-DISALLOW-COUNTER:FALSE"| &str; &icalstr = &icalstr | "X-MS-OLK-AUTOFILLLOCATION:TRUE"| &str; &icalstr = &icalstr | "X-MS-OLK-CONFTYPE:0"| &str; &icalstr = &icalstr | "PRIORITY:5" | &str; &icalstr = &icalstr | "BEGIN:VALARM" | &str; &icalstr = &icalstr | "TRIGGER:PT15M" | &str; &icalstr = &icalstr | "ACTION:DISPLAY" | &str; &icalstr = &icalstr | "DESCRIPTION:Reminder" | &str; &icalstr = &icalstring | "END:VALARM" | &str; &icalstr = &icalstr | "END:VEVENT" | &str; &icalstr = &icalstr | "END:VCALENDAR"; Local PT_MCF_MAIL:MCFOutboundEmail &email = create PT_MCF_MAIL:MCFOutboundEmail(); &email.From = &organizer; &email.Recipients = &mail_to; &email.Subject = "Task " | &desc; &email.AddHeader("", "method=PUBLISH"); &email.AddHeader("", "charset=UTF-8"); &email.AddHeader("", "component=VEVENT"); &email.ContentType = "multipart/alternative"; rem &email.ContentType = "text/calendar"; Local PT_MCF_MAIL:MCFBodyPart &text = create PT_MCF_MAIL:MCFBodyPart(); &text.Text = " "; &text.ContentType = "text/calendar"; Local PT_MCF_MAIL:MCFBodyPart &iCal = create PT_MCF_MAIL:MCFBodyPart(); &iCal.Text = &icalstr &iCal.AddHeader("content-class", "urn:content-classes:calendarmessage"); &iCal.AddHeader("content-ID", "calendar_message"); &iCal.ContentType = "text/calendar;method=PUBLISH; charset=UTF-8"; Local PT_MCF_MAIL:MCFMultipart &mp = create PT_MCF_MAIL:MCFMultipart(); &mp.SubType = "alternative; differences=Content-type"; rem &mp.AddBodyPart(&text); &mp.AddBodyPart(&iCal); &email.MultiPart = ∓ &resp = &email.Send();

Limitations of PeopleSoft Outlook Integration:

• The integration is compatible with Microsoft Outlook 2007 or higher.

• Not compatible with all type of calendars like lunar calendars.(Icals).

• The debugging options are limited with Icals as the errors messages generated are generic. In-depth Icals knowledge along with PeopleSoft skillset is required to debug. 

Author,

Susan Silvia

Kovaion-Peoplesoft Consulting Practice

Email: susan.silvia@kovaion.com

PeopleSoft Workcenters

What is PeopleSoft Workcenter?

PeopleSoft Workcenter page allows user to access all the related component, pages, query results, etc. from one central location. It divides the browser window into two frames, (i) an adjustable pagelet area and (ii) a target content area, which interact with each other by passing contextual information using an event driven model. 

Business benefits:

• Users can easily access all the desired pages and components from one location.
• Productivity can be increased by minimizing the time that a user spends by navigating through links.
• Personalized view of workload.
• Seamless multitasking and improved efficiency.
• Secured feature as it uses PeopleSoft delivered security..
• Easy to configure and maintain.

Sample Business Purpose/Example:

• Navigations and report for a particular role/user can be put together at one central location.
• Query-based pagelets, which are configured to display retrieved values as active links, are ideal for use with Workcenter pages; e.g. a drill down PS Query, which filters applicant based on a given criteria, can display the applicant’s detail in target window – by selecting the applicant from PS Query result.

A workcenter created for recruiting team.

Development process of PeopleSoft Workcenters

Developing a workcenter is simple with 4 steps,

1. Create a new pagelet based on requirements.
2. Create a Workcenter and designate it’s starting page.
3. Create pagelet groups and assign pagelet to groups.
4. Launch a Workcenter for test.

Step 01 : Create and publish new pagelet based on requirements.

Both homepage pagelet and template based pagelet can be consumed by PeopleSoft Workcenters.

A) Navigation collection based pagelet

Navigation: Main menu àPeopletools à Portal à Pagelet Wizard

B) PS Query Based Pagelet

Navigation: Main menu à PeopletoolsàPortalàPagelet Wizard

Create the PS Query and assign it to the Pagelet. This query fetched the Job Opening IDs of the current recruiter logged in .On the 5^th step of publishing the pagelet, user needs to create the link as can be seen below.

An example of pagelet with PS Query data type

Click on the link iconto configure Pagelet links as shown below

C) Component Based Pagelet

A component used for component based pagelet should have a dummy record as search record, should not have any save functionality and should consist of only one page.While registering the content reference, provide the template name as shown below

Step 2) Create the Workcenter and designate the starting page.

Create the Workcenter through Manage Workcenter Pages

Navigation: Main Menu à Peopletools à Portal à Workcenter à Manage Workcenter pages

• Click on Create new Workcenter page (as shown in above figure) and select the starting page. User can select the Workcenter starting page as either a Link to existing menu item or Existing menu item or Workcenter Dashboard.
• Select the starting page of Workcenter as shown below.

Step 3) Provide the Pagelayout option and pagelet groups to configure the Workcenter.

Provide the pagelet Group ID and Group Label and select the pagelet name. One can have more than one pagelet in a pagelet group. Having two pagelet groups created two tabs in Workcenter area. Launch the Workcenter.

This demo workcenter has all the frequently accessed recruitment links with applicant list as the landing page. Dashboard functionality can also be added by using Workcenter Dashboards.

User personalization capabilities:

Users can personalize their workcenters according to their requirements. They can sequence the pagelets; minimize the pagelets according to the requirements.

Limitations of Workcenter:

Few limitations on the current version (8.53 PUM 6) of Workcenters are, 

• Workcenter starting page cannot be a search page.
• Workcenter cannot be consumed as WSRP content.                                               

We hope this blog gives a good overview of PeopleSoft workcenter.

For any further clarification or suggestion, please reach us on info@kovaion.com

PeopleSoft Related Content

What is Related Content Service Framework?

The PeopleSoft Related Content Framework enables to link application pages with contextually relevant collaborative content. In simple terms Related Content Service Framework allows extension of a transaction without customizing the component, also allows the user to perform more actions, tasks, and to see related information without leaving the transaction.Brings additional, supplemental information into the transaction in a bottom or side frame. Related content services are ideal for the scenarios when the user wants to access two pages at same time, or some display only information like Help instructions etc.,

Some of the Business Benefits:

• User can quickly access all the required information in one place without any additional effort.
• Related Content Service is easy to configure no development work will be required so less maintenance.
• Additional supplemental information helps increase performance.
• Related information from two different Databases can be viewed from one page makes easy to perform tasks.
• Very Secure- uses the same PeopleSoft Security as the application transaction

Sample Business Purpose/ Example:

• Any document related to the page can be displayed as related content. Eg: Staffing Company can get the timesheet document as related content to timesheet entry page.
• For trainings in the learning and development module, the corresponding training material can be placed as related content.
• Reports/ Graphical representation(Charts) of data can be displayed as related content.
• Complex Edit rules of a page can be given as document (External documentation) in related content frame.

1. Development Process of the Related Content Service

Defining the Related Content Service. To define a related Content Service, navigate to

Main Menu -> People Tools -> Portal -> Related Content Service -> Define Related Service

There are 7 different types of services that can be created. Use an application class when Peoplecode needs to be run to execute business logic.Non-PeopleSoft service type accesses any non-PeopleSoft pages, external content, or services. By using  PeopleSoft Component  as service type  the component can be from the local PeopleSoft system or from a remote PeopleSoft system. Embeddable Pagelet service type is used todefine a PeopleSoft Pagelet wizard created embeddable pagelet to be used as a service.OBIEE (Oracle Business Intelligence Enterprise Edition) Pagelet is used to define a PeopleSoft Pagelet wizard created OBIEE data source based pagelet to be used as a service. PeopleSoft Query service type is used to access PeopleSoft Query definitions. The query results can also be filtered based on the query definition and the parameters that it requires. PeopleSoft Script can be used in situations in which an iScript has been used to develop the application functionality based on PeopleSoft data or non-PeopleSoft data, such as stock quotes or weather information.

2.   Manage Related Service Definition.

After assigning the related service definition to a PeopleSoft component, user can configure the related content service and related actions. Service parameters, security, layout etc., can be defined.

Main Menu > People Tools > Portal > Related Content Service > Manage Related Content Service > Configure Related Content Page.

After implementing these steps the related content service will be displayed in the component to which it is attached to.

In order to implement the related content services we need to configure the web profile with the Authentication and local node needs to be authenticated with a Password.

Limitations of Related Content:  Some of the limitations of the related content would be we cannot handle the dynamic pages as related content services. A related Content service doesn’t support a language sensitive field to be used as a service parameter.