Siebel

Approval Manager Guide

October 2021
Siebel
Approval Manager Guide

October 2021

Part Number: F12795-05

Copyright © 2021, Oracle and/or its affiliates.

Authors: Siebel Information Development Team

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Siebel
Approval Manager Guide

Contents

Preface .................................................................................................................................. i

1 What's New in This Release 1

What’s New in Siebel Approval Manager Guide, Siebel CRM 21.10 Update ........................................................................ 1
What’s New in Siebel Approval Manager Guide, Siebel CRM 20.1 Update .......................................................................... 1
What’s New in Siebel Approval Manager Guide, Siebel CRM 19.11 Update ......................................................................... 1
What’s New in Siebel Approval Manager, Siebel CRM 19.1 Update ...................................................................................... 2

2 Siebel Approval Manager Overview 3

Siebel Approval Manager Overview ........................................................................................................................................... 3
About Siebel Approval Manager ................................................................................................................................................. 3
Siebel Approval Manager Workflow ........................................................................................................................................... 3
Siebel Approval Manager Integration ........................................................................................................................................ 4

3 Installing Siebel Approval Manager 5

Installing Siebel Approval Manager ........................................................................................................................................... 5
Prerequisites and Requirements ................................................................................................................................................. 5
Steps Used to Install Siebel Approval Manager ...................................................................................................................... 5
Uninstalling Siebel Approval Manager ...................................................................................................................................... 8

4 Using Siebel Approval Manager 11

Using Siebel Approval Manager ................................................................................................................................................. 11
Overview of the Creating Approval Request Process ............................................................................................................ 11
Changing the Password in Siebel Approval Manager ........................................................................................................... 12
Creating and Submitting Approval Requests ......................................................................................................................... 12
Reviewing Requests ..................................................................................................................................................................... 14

5 Configuring Siebel Approval Manager 17

Configuring Siebel Approval Manager ..................................................................................................................................... 17
Adding Users .................................................................................................................................................................................. 17
Siebel
Approval Manager Guide

Adding User Roles and Assigning Users to User Roles ....................................................................................................... 18

Defining the Fields for Use Throughout the SAM Application .......................................................................................... 20
Setting Up the Third-Party Systems ........................................................................................................................................ 21
Defining the Approval Request Statuses ................................................................................................................................ 26
Specifying Messages ................................................................................................................................................................... 27
Configuring Emails ....................................................................................................................................................................... 28
Configuring Approval Profiles ................................................................................................................................................... 30
Configuring Multiple Issue Approval Mode ........................................................................................................................... 42
Deploying and Configuring Workspaces ................................................................................................................................ 43

6 REST APIs for SAM 51

REST APIs for SAM ....................................................................................................................................................................... 51
REST API GET URL Sample Format for Issue Tracking Systems ........................................................................................ 51
REST API GET Method's JSON Format for Issue Tracking Systems ................................................................................. 52
REST API POST URL Sample Format for Issue Tracking Systems ..................................................................................... 52
REST API POST Method's JSON Format for Issue Tracking Systems ............................................................................... 53
Importing System Fields ............................................................................................................................................................. 53
REST API GET URL Sample Formats for SCM Systems ...................................................................................................... 54
REST API GET Method's JSON Format for SCM Systems .................................................................................................. 54
POST REST API Exposed by SAM for Workflow Actions ..................................................................................................... 55
GET REST API Exposed by SAM to Retrieve Status Types ................................................................................................. 56
GET REST API Exposed by SAM to Retrieve User Types .................................................................................................... 56
GET REST API Exposed by SAM to Retrieve List of Profiles .............................................................................................. 56
REST API Exposed by SAM to Retrieve Approval Requests ............................................................................................... 57
Siebel Preface
Approval Manager Guide

Preface
This preface introduces information sources that can help you use the application and this guide.

Using Oracle Applications

To find guides for Oracle Applications, go to the Oracle Help Center at http://docs.oracle.com/.

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[email protected].

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Approval Manager Guide

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Siebel Chapter 1
Approval Manager Guide What's New in This Release

1 What's New in This Release

What’s New in Siebel Approval Manager Guide, Siebel

CRM 21.10 Update
The following information lists the changes described in this version of the documentation to support this release of the
software.

Topic Description

Steps Used to Install Siebel Approval Modified topics. As of Siebel CRM 21.2 Update, the applicationcontainer directory has been
Manager replaced by two directories, as follows:

Reconfiguring Emails • applicationcontainer_external (for Siebel Application Interface)

• applicationcontainer_internal (for all other Siebel Enterprise components)

What’s New in Siebel Approval Manager Guide, Siebel

CRM 20.1 Update
No new features have been added to this guide for this release. This guide has been updated to reflect only product
name changes.

What’s New in Siebel Approval Manager Guide, Siebel

CRM 19.11 Update
The following information lists the changes described in this version of the documentation to support this release of the
software.

Topic Description

Uninstalling Siebel Approval Manager New topic. This topic describes the steps to uninstall the SAM application.

Serialized Delivery of Workspaces New topic. This topic describes the configurations for serialized delivery of workspaces from Siebel
Application Manager.

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Topic Description

Query Based on Multi-Query Request New topic. This topic describes the SAM APIs used for searching SAM requests based on multiple
Tokens query tokens.

What’s New in Siebel Approval Manager, Siebel CRM 19.1

Update
No new features have been added to this guide for this release. This guide has been updated to reflect only product
name changes.

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Approval Manager Guide Siebel Approval Manager Overview

2 Siebel Approval Manager Overview

Siebel Approval Manager Overview

This chapter provides an overview of Siebel Approval Manager. It includes the following topics:
• About Siebel Approval Manager
• Siebel Approval Manager Workflow
• Siebel Approval Manager Integration

About Siebel Approval Manager

Siebel Approval Manager (SAM) is a stand-alone application from Oracle that provides users with an approval process
to manage approvals of development work. For example, developers can use SAM with an associated issue tracking
system (such as Bugzilla, Jira) to fix issues (or bugs).

When developers have bug fixes or customizations to deliver, they need to check the fixes or changes into their
Software Configuration Management for source code systems (or SCM systems), so they would use SAM to create
an approval request record, and that approval request record gathers approval manager, approval committee, QA
approvals, or the whole approval process. When the request approval is complete, SAM can initiate the check-in process
to check the bug fix into the Software Configuration Management system.

SAM is most useful when used along with workspaces in Siebel Web Tools or Siebel Tools. If users make workspace
changes, then they can make the workspace changes locally and then use SAM to submit an approval request. After
the request is approved, workspace changes are delivered into the main Siebel CRM system. SAM can also be used with
other third-party tools such as ClearCase, SVN, github, and so on.

You can use SAM for Siebel CRM development, but SAM can also work independently with other applications. It
integrates with several third-party issue tracking and Software Configuration Management systems, including the email
integration that provides both notifications and approvals across the development team.

SAM runs on the Apache Tomcat that is installed with Siebel Server. Its user interface is consistent with Siebel CRM and
shares the same CSS implementation. This application can be displayed on desktops, tablets, or handheld devices.

You can configure almost all fields in the SAM system, including the fields that SAM populates from the defect tracking
system. SAM stores the copy of issue tracking data and subsequent workflow activities in a database for future
reporting. This application also supports multiple approval workflows and validates fields using regular expression
matching when the data is populated from the associated issue tracking system.

Siebel Approval Manager Workflow

SAM approval workflow follows specific steps in the SAM approval process. These steps can be defined specifically for
an approval profile or for all approval profiles.

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The SAM approval workflow includes the following steps:

1. A developer enters the unique issue identifier from the associated issue tracking system (for example, the bug
number from Bugzilla) into the SAM application.
2. SAM populates all detailed information from the associated issue tracking system to the SAM application itself.
3. The developer enters the source code location such as branch, workspace name, and so on.
4. SAM validates the source code branch or workspace.
5. The developer submits the approval request.
6. Depending on the approval process that is set up by the SAM administrators, approval managers or approval
committees are notified.
7. Approvers review the request and then either approve or deny the requests.
8. SAM delivers the source code or workspaces information to the Software Configuration Management system.

Siebel Approval Manager Integration

SAM provides a REST interface for the integrations that are listed in the following table:

System Activity Example Connector

Issue Tracking Input ID and list of fields. Bugzilla, Jira

Output list of field values.

Issue Tracking Update a defect at various events in the application Bugzilla, Jira
(developer submission, approvals, and so on).

Code Review Pull in code review details for a particular change. Review Board

Software Configuration Pull in list of files on the given branch, private branch ClearCase, SVN, GitHub, Siebel
validation, or rebase validation. workspaces

Software Configuration Possibly automatically check in code after it is ClearCase, SVN, GitHub, Siebel
approved. workspaces

Email Deliver emails upon specific application events SMTP-compliant email systems and
(approval required or approvals completed). more

Email Accept manager and committee approvals using IMAP-compliant email systems and
email. more

Note: You can develop the REST APIs to connect to your issue tracking and software configuration systems. For
more information on how to develop the REST APIs for Siebel Approval Manager and information about the working
examples, see REST APIs for SAM.

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3 Installing Siebel Approval Manager

Installing Siebel Approval Manager

This chapter describes how to install and uninstall Siebel Approval Manager (SAM). It includes the following topics:
• Prerequisites and Requirements
• Steps Used to Install Siebel Approval Manager
• Uninstalling Siebel Approval Manager

Prerequisites and Requirements

Before you install Siebel Approval Manager, you must review the guidelines described in the README file. In addition,
do the following:
• Make sure that Siebel Server is installed along with the application container (Apache Tomcat).
• Set up email integration by the installer.
• Set up REST APIs for the tracking system.
• Optionally, set up REST APIs for the Software Configuration Management system.

Note: You can have only one instance of SAM installation in each computer. When you upgrade SAM, you can either
upgrade the existing version or delete the existing version from your computer and then install the new version.

Steps Used to Install Siebel Approval Manager

You can use the following steps to install the SAM application.

To install Siebel Approval Manager

1. Navigate to the location of the SAM build.
This example shows the location of the SAM build in a Microsoft Windows environment:
\\sam-image\SAM-673\Disk1\InstData\Windows\VM\Siebel Approval Manager.exe

This example shows the location of the SAM build in a Unix environment:
//net/sam-image/SAM-2.17.8/Disk1/InstData/Linux/NoVM/Siebel Approval Manager.bin

2. Start the SAM installer by using one of the following options:

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◦ On Microsoft Windows, double-click the Siebel Approval Manager.exe file.

◦ On UNIX, enter the command ./Siebel Approval Manager.bin.

The Siebel Approval Manager Installation window appears, displaying the installation process.
3. Select a language from the list of available options and click OK.
The Introduction window appears.
4. Review the introduction information and click Next.
The Installation Folder window appears.
5. Select a destination folder to install the SAM application.
You can accept the default destination folder, enter a new folder location into the Where would you like to Install
field, or click Choose to select a folder.
6. Click Next.
The Web Server Application Folder window appears.
7. Select an Apache Tomcat home folder to deploy the WAR file.
You can accept the default destination folder, enter a new folder location into the Please Choose a Folder field,
or click Choose to select a folder.
Note: Oracle recommends selecting the location where Tomcat is installed, such as C:\Siebel\ses
\applicationcontainer_internal.

8. Click Next.
The Database Details window appears.
9. Select a database.
The available options are Oracle Database Enterprise Edition and Microsoft SQL Server.
10. Click Next.
If you select Oracle Database Enterprise Edition, then the Oracle Database User Inputs window appears,
enabling you to enter the Oracle Database information.
If you select Microsoft SQL Server, then the MSSQL Database User Inputs window appears, enabling you to
enter the Microsoft SQL Server database information.
11. Enter the required database information.

Field Example Value in Oracle Database Example Value in Microsoft SQL

Server

Database Server slc09urt slc09uiu

Database Name Not applicable MSUIU128

Database Instance Name qaurt1 BIN_INST1

Port Details 1551 34100

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Field Example Value in Oracle Database Example Value in Microsoft SQL

Server

Username ORAURT108 MSUIU128

Password ORAURT108 MSSQL

Table Owner Name ORAURT108 dbo

Siebel Server Location C:\Siebel\ses\siebsrvr C:\Siebel\ses\siebsrvr

12. Click Next.

The SAM Email Configuration Inputs window appears.
13. Enter the SAM email configuration information.

Field Example Value

SMTP Hostname internal-mail-router.example.com

SMTP Port 25

Username [email protected]

Password changeme

Noreply [email protected]

Mailto [email protected]

14. Click Next.

The Email REST API Inputs window appears.
15. Enter the mail REST API information.

Field Example Value

Email UserID [email protected]

Email Password siebel

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Field Example Value

Email Folder inbox

Email server mail.example.com

Email server port number 993

Web server port number 8080

(This port number is also the Tomcat port number.)

16. Click Next.

The Pre-Installation Summary window appears.
17. Review the summary page and click Install.
The installation process begins. When the installation process has successfully completed, the Install Complete
window appears.
18. Accept the default selection to restart your system and click Done.
Alternatively, select the option to restart your system manually. Click Done and then restart your system
manually.
19. After your system is restarted, verify the WAR files to ensure they are deployed under the SAM application
container.
a. Access this location: C:\Siebel\ses\applicationcontainer_internal\webapps.
b. Check to ensure that sam.war and emailapprover.war files are in the webapps folder.
For information on how to deploy and configure workspaces, see Deploying and Configuring Workspaces.
20. Verify that the SAM URL is valid, as follows:
a. Launch the SAM URL using this format: http://localhost:tomcatport/sam/login.
For example: http://slc01qlu:8080/sam/login
b. Enter the user name and password to log into the SAM application.
The SAM home page appears.

Uninstalling Siebel Approval Manager

This topic provides the information on how to uninstall Siebel Approval Manager (SAM). It includes the following
information:
• Steps to Uninstall Siebel Approval Manager

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• Cleaning Up Files

Steps to Uninstall Siebel Approval Manager

You can use the following steps to uninstall the SAM application.

To uninstall Siebel Approval Manager

1. Navigate to the location of the SAM installation folder.

In a Microsoft Windows environment, the location of the SAM uninstallation program might be as follows:

C:\Program Files (x86)\SAM\_SAM_installation\SAM_unInstallation.exe

In a UNIX environment, the location of the SAM uninstallation program might be as follows:

/export/home/SAM/_SAM_installation/SAM_unInstallation
2. Start the SAM uninstaller using one of the following options,
◦ On Microsoft Windows, double-click the SAM_unInstallation.exe file.
◦ On UNIX, enter the command ./SAM_unInstallation.

The Configure SAM window appears, displaying the Maintenance mode selector screen.
3. Select the Uninstall Production option and click Next.
4. In the Uninstall SAM window that appears with a warning message, click Next to start the uninstall process.

The uninstallation process begins and on completion, a confirmation message appears.

5. Click Done in the final screen to complete the process.

Cleaning Up Files
In the uninstall process, some files and folder might be left over that you can remove manually. For example, in the SAM
installation folder on Microsoft Windows, the following files and folders can be removed:

• TomcatHome\conf\database.properties

• TomcatHome\conf\email.properties

• TomcatHome\conf\mail.properties

The following is the example of the location of the SAM installation folder in a UNIX environment.

• /export/home/SAM

• /export/home/SAM_unInstallation

• /export/home/com.zerog.registry.xml

Note: SAM uninstallation does not modify any of the existing database schema.

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4 Using Siebel Approval Manager

Using Siebel Approval Manager

This chapter describes how to perform the tasks used by SAM users, developers, and approvers. It includes the
following topics:

• Overview of the Creating Approval Request Process

• Changing the Password in Siebel Approval Manager
• Creating and Submitting Approval Requests
• Reviewing Requests
After administrators configure the Siebel Approval Manager (SAM) application, SAM users and developers can use the
SAM application to create and approve the approval requests.

Note: If you are authorized as a SAM administrator, then you can also select the Administration option from the Main
Menu button to perform SAM administrative tasks. For more information, see Configuring Siebel Approval Manager.

Overview of the Creating Approval Request Process

After you log into the SAM application, the SAM home page appears listing all requests that you created, all requests
that are pending your approval, or all requests across the system.

• There is a list of approval profiles and the Create button that you can use to create new approval requests.
• After you click the button used to create the approval request, the Create New Approval Request page appears,
enabling you to enter the unique identifier from your issue tracking system, such as Bugzilla bug number, Jira
ID, and so on.
• After you enter an ID and tab out of that ID field, the fields are populated using the information from your issue
tracking system (such as the Bugzilla, Jira, and so on) as defined in the profile configuration.

If a field has been configured for validation, then it is displayed with a checkmark if its value is valid or it is
displayed with an alert symbol if its value is not valid.
• Other than the fields from the issue tracking systems, the Create New Approval Request page displays some
additional internally generated fields (such as Approval ID, Approval Status, Last Approver) along with optional
Comments and Approval Manager Override fields.
• You can specify one or more software configuration locations (ClearCase branch, Workspace name, and so on)
that contain the changes to be approved.
• When you click one of the available action buttons to create a request, the approval request is saved and an
email notification can optionally be sent to the assigned approvers.

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Explanation of Fields in the SAM Home Page

• Main Menu button. This button appears next to the Home title. Clicking this button displays these options:
Home, Administration, and About. You use the Administration option to configure and manage the SAM
application.
• Create New Approval Request drop-down list. This section enables you to select a profile from a list of all
available profiles used to create new approval requests. The Profile values on the drop-down list are defined by
the SAM administrator. For more information, see Managing the Approval Profiles and Creating New Approval
Profiles.
• List of Approval Requests. This section displays a list of existing approval requests. You can filter the approval
request list by selecting one option from the Approval Request drop-down list. The available options are My
Approval Requests (requests that you created), Pending My Approval, and All Requests.
• Search text box and button. Enter an issue tracking ID in the search text box and click the Search button (or
click the Enter key on your keyboard) to view the approval request for the corresponding issue tracking record,
such as Bugzilla bug number.
• User icon. Click this icon to access the User Settings page or Log Out of the SAM application.

Changing the Password in Siebel Approval Manager

You can use the Change Password page to change the password of your user ID in the SAM application.

To change the password in Siebel Approval Manager

1. From the SAM home page, click the User icon.
A dialog box appears displaying the user ID, Settings button, and Log Out button.
2. Click the Settings button.
The Settings page appears.
3. Enter a new password and reenter it to confirm the change.
4. Click Save.

Creating and Submitting Approval Requests

You can use the Create Approval Request page to create and submit approval requests. The following table describes
the fields in the Create Approval Request page.

Field/Column Description

Back button Click this button to return to the SAM home page.

Configured buttons Click the appropriate button to follow the next step in your organization’s configured approval
workflow.

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Field/Column Description

Issue ID text box and Refresh button (two Enter an issue ID into the Issue ID text box and click the Refresh button (or tab out of the text box) to
curved arrows) enable the SAM application to populate the issue’s detailed information from the issue tracking system
into the SAM system.

If the data from the issue tracking system has changed since the first time it was initially populated or
the data needs to be refreshed, then clicking this button refreshes the information on the page.

For example, when a populated field fails validation and you use the drilldown button to access the
issue tracking system to fix the issue, when you came back to the SAM system, click this Refresh
button to reload the data and remove the validation error.

Drilldown to the issue tracking system Click this button to open the issue in its own tracking system where you can view the issue’s detailed
(down arrow) information.

Tracking System fields (view-only) The values in these fields are transferred over from the issue tracking system.

SAM internal fields (view-only) The values in these fields are specific to the SAM system. These values are not transferred from the
issue tracking system.

Comments field Use this field to add any additional comments that might help the approver or next owner.

This field is configurable (might or might not be on the page) and optional. These comments will be
available in the Approval History section of the page.

Override Manager field Use this field to specify a different approver other than the current user’s manager (as defined in
the Administration \ Users page). This field is configurable (might or might not be on the page) and
optional.

Note that the value in this field only overrides the approver where the approver is set to Approving
Manager (as opposed to a different role).

SCM Details section Use this section to add the entries for the Software Configuration Management system, to identify the
location(s) of the changes that are involved in the approval request.

Approval History section This section displays the approval history of the request, including the date and time of each approval,
the user who approved the request, and so on.

Note: The Back button and any configured action buttons are available when the status of the approval request is
New.

To create an approval request

1. From the SAM home page, select a profile from the Create New Approval Request drop-down list.
2. Click Create.

The Create Approval Request page appears. The Back button is displayed along with other action buttons that
are configured for new requests.
3. Enter an existing unique identifier from your issue tracking system and click the Enter key on your keyboard.

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The field values are populated using the information from the tracking system (the review sources such as the
Bugzilla, Jira, and so on). For example, if you enter a Bugzilla bug ID from the Bugzilla system, then all detailed
information of that bug is displayed in the Create Approval Request page.
Note: If a field has been configured for validation, then it is displayed with a checkmark if its value is valid or
it is displayed with an alert symbol if its value is not valid.

4. Correct any validation errors in the tracking system and click Refresh to repopulate the data.
5. Optionally, enter a name of an approver to send the approval request directly to that approver instead of the
current user’s manager (as defined in the Administration \ Users page) if the approving manager is specified as
an approver for the current profile.
6. Use the SCM Details section to add the source code locations for the changes that are involved in the approval
request.
Note: This step is optional or required depending on how the approval profile is configured. If an action (for
example, Submit) is configured with the Validate SCM option selected, then that action button is disabled
when there is not at least one validated SCM entry in an approval request. If another action (for example, Save
Draft) is configured with the Validate SCM option cleared, then this is an optional step.

a. Click Add on the SCM Details section.

b. Select an appropriate Software Configuration Management system from the SCM Profile drop-down list.
c. Enter the source value (such as ClearCase private branch or Workspace name) and click Validate.
The Validation dialog box appears.
d. Click OK on the Validation dialog box to validate the source value and return to the Create Approval
Request page.
The Validation Results column displays a link that you can click to access and view the validation results.
e. Optionally, repeat steps a through d to add another SCM entry.
Note: You can add multiple SCM entries if needed.

7. Click one of the available action buttons.

The request is sent to the next reviewer(s) in the approval workflow. Email notifications are also sent to these
reviewer(s) if email notification is configured in the SAM application.
8. Return to the SAM home page to view the approval status of the submitted request.
The status is changed to the next status in the approval workflow.

Reviewing Requests
You can use the SAM home page to view and approve the requests that are submitted to you for approvals.

To review a request through the Approval Request Details page

1. From the SAM home page, select the Pending My Approval option from the Approval Requests drop-down list.
The Approval Requests section is filtered and displays only requests that have an approval action pending by
the current user.

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2. Click the approval ID link of the request that you want to review.

The Approval Request Details page appears, displaying the action buttons, including Cancel and other buttons
that are configured for this profile’s workflow.
3. Review the request.
4. Click an appropriate action button based on your review (for example, Approve or Reject).

If email notification is configured, then the SAM application sends an email to the next reviewer in the approval
workflow, as well as to the request owner and/or manager.

The status of the request is also changed to the next status in the approval workflow.

To review a request through email

1. Open the Submitted for Approval email that was sent from Siebel Approval Manager.

When you receive the Submitted for Approval email as an approver, all action buttons that are on the Approval
Request Details page are also on the email.
2. Review the email and click an appropriate action button on the email to send the subsequent email.

The SAM application is updated accordingly as if you reviewed the request using the Approval Request Details
page.

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5 Configuring Siebel Approval Manager

Configuring Siebel Approval Manager
This chapter describes how to perform SAM administrative tasks. It includes the following topics:
• Adding Users
• Adding User Roles and Assigning Users to User Roles
• Defining the Fields for Use Throughout the SAM Application
• Setting Up the Third-Party Systems
• Defining the Approval Request Statuses
• Specifying Messages
• Configuring Emails
• Configuring Approval Profiles
• Configuring Multiple Issue Approval Mode
• Deploying and Configuring Workspaces

Note: If you are assigned the Siebel Approval Manager Administrator role, you then can use the Administration
option from the Main Menu to perform Siebel Approval Manager (SAM) administrative tasks.

Adding Users
Use the Users page to add new users into the SAM application. The following table describes the fields in the Users
page.

Field/Column Description

Add (plus) button Click this button to add a new user.

Name column This column contains the displayed name for the given SAM user.

Email Address column This column lists the email address for the given SAM user. Note that the email address must be
unique for each user ID.

Manager column This column lists the default approving manager for the given SAM user. The named manager is the
approver for requests that are created by the given user when the approver is configured as Approving
Manager.

Roles column This column lists the roles that the given SAM user has. You can click the values here to modify the
roles of that user.

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Field/Column Description

Reset Password column Click Reset Password to reset the password of the corresponding user and send the same user an email
notification with a new, random password.

Delete button Click Delete to delete the corresponding user from the SAM application.

Note: SAM is provided with an administrator account with the user name admin and password admin. Make sure to
change the administrator password upon first login. You must create additional user IDs and passwords for all other
users.

To add a new user

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Users option from the Administration drop-down list.

The Users page appears.

4. Click Add in the Users page.
5. Enter the user name and email address.
6. Select an approval manager from the Manager drop-down list.
7. Tab out of the Manager drop-down list.

The user record is created.

The user and email address that you just added to the SAM system receives a notification email with a new
system-generated password. That user can change the password from within the SAM application.
8. Add roles to the new user.

a. In the Users page, click the role value of the user that you want to add role.

The User Roles dialog box appears.

b. In the Available Columns list, select the role that you want to assign to the current user and move it into
Selected Columns list.
c. Optionally, repeat the previous step to add more roles to the current user.

Alternatively, you can click Move All to assign all available roles to the current user.
d. Click OK.

Adding User Roles and Assigning Users to User Roles

A role is way of grouping one or more responsibilities and assigning them to particular users. Roles are useful for
managing large collections of responsibilities. You can assign approver responsibilities and send notification emails to
an individual role.

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You can use the Roles page to add new user roles to the SAM application and assign user IDs to the user roles. The
following table describes the fields in the Roles page.

Field/Column Description

Add (plus) button Click this button to add new user roles.

Role Name column This column lists the display name of the given role.

# of Members column This column lists the number of users that have the given role. You can click the member count link to
view the members of each role.

Delete button Click Delete to delete the corresponding user role from the SAM application.

Note: Administrator is the default role in the SAM application and this role cannot be deleted. Only users with the
administrator role can access the Administration menu from the Main Menu and perform the administrative tasks.
Other roles can be added to the SAM application by the SAM administrators.

To add a new user role

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Roles option from the Administration drop-down list.
The Roles page appears.
4. Click Add in the Roles page.
5. Enter a role name.
6. Tab out of the Role Name field.
The new role is listed under the Role Name section. Notice that the newly created role has zero members
(users).

To assign a user to a user role

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Roles option from the Administration drop-down list.
The Roles page appears.
4. In the # of Members column, click the value of the role for which you want to add users.
The User Roles dialog box appears.
5. Select a user from the Select User drop-down list.
6. Click Add.
7. Optionally, repeat Steps 5 and 6 to add more users to the current user role.
8. Optionally, click Remove to remove any user from the current user role.
9. Click Close (X) to finish adding or moving users, and return to the Roles page.

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Defining the Fields for Use Throughout the SAM

Application
Several defined internal fields are delivered with the SAM application. You can use the Fields page to add the defined
fields to be displayed throughout the SAM application and modify the default labels for each of the fields.

In other words, the Fields page enables you to reuse many of the shipped fields to store the data that is populated from
your issue tracking system. The fields that are shipped, such as CUSTOMER or PRIORITY, can be reused for any purpose
by changing the default label. This new label is then displayed throughout the SAM application instead of the old default
label. The following table describes the fields in the Fields page.

Field/Column Description

Field column This column contains the internal system fields in the Fields page.

Default Label column This column contains the default label of the current field. To change any label, click that label and type
the new label over the current one. If it is left blank, then the system name is displayed.

List Order column This column contains the order of the current field in the Approval Requests section on the SAM home
page.

If a field has a List Order set to Hidden, then that field is not displayed in a table on the Approval
Requests section.

To define the fields that are displayed on the SAM home page
1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Fields option from the Administration drop-down list.

The Fields page appears.

4. Optionally, modify the default labels.

a. In the Default Labels column, click the label of the field that you want to modify.
b. Type the new label.
c. Repeat step 4a and step 4b to modify additional labels.
5. Optionally, modify the list order of the fields.

a. In the List Order column, click the list order of the field that you want to modify and type the new list
order number.
b. To set a field to Hidden, remove the current value of the field in the List Order column and click (or tab)
out of that field.

The value automatically changes to Hidden.

c. Repeat step 5a and step 5b to modify the list order of other fields.

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Setting Up the Third-Party Systems

You can use the Systems page to register and set up the third-party systems that integrate with the SAM application.

• Examples of the issue tracking systems that integrate with the SAM application are Bugzilla, Jira, or Review
Board.
• Examples of the Software Configuration Management (SCM) systems are ClearCase, SVN, and Siebel
workspaces.
The following table describes the fields in the Systems page.

Field/Column Description

Add (plus) button Click this button to add new system.

System Type column This column lists the type of the third-party system. Two system types are available: Issue Tracking and
SCM (Software Configuration Management).

System column This column lists the name of the integrated system and this is a user-entered display name.

Read/Update column Use the button in this column to display the Read/Update Method dialog box.

• Issue tracking systems. When users enter an issue tracking system’s unique identifier on the
Create Approval Request page, the SAM application invokes the REST API whose URL is defined
here to pull information from the associated issue tracking system and populate the fields on the
page.
• SCM systems. When the user enters an SCM location (such as a ClearCase branch or Workspace
name) and clicks Validate, the SAM application invokes the REST API whose URL is defined
here to confirm that the given location is valid. SAM will prompt for the user to enter a value for
the source field on the Approval Request page. That source value will be stored along with the
approval request and can be used to deliver the changes once the request is fully approved. SAM
can prompt for additional fields if they are required for validation but they will not be stored.
Examples follow:
Simple single parameter scenario:

http://hostname:8080/worskpace/wsname/{source}

The element {source} is available in the Field drop-down list to select and add. The source captures the
workspace name when an SCM is added for delivery during the Create Request process. This source is
stored for future delivery.

Two parameter scenario:

http://hostname:8080/github/repo/{repository}/pbname/{source}

This example uses two different parameters that are required for validation. Both are prompted for on
the Approval Request page. Again, the additional {repository} parameter is not stored for future use
and is not available as an item in the Field drop-down list, so it must be entered into the URL manually.

Write/Delivery column Use the button in this column to display the Write/Delivery Method dialog box.

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Field/Column Description

• Issue tracking systems. After an action is taken on a request, the SAM application can invoke
the REST API whose URL is defined here to update the issue tracking system. For example, if a
request is approved, then the SAM application can add a comment and update the status of the
record of the issue tracking system record.
• SCM systems. After an action is taken on a request, the SAM application can invoke the REST API
whose URL is defined here to deliver the changes defined in the SCM location(s).
For more information on how to invoke these REST API calls in the Updates table, see Setting Up
Approval Profile Actions in the SAM Workflow.

Note: This feature for SCM systems is only supported in 2.17.10 and onwards.

Drilldown URL column Use the button in this column to display the Drilldown URL dialog box where you can add or modify the
URL that the SAM application uses to drill down to the tracking systems.

Note: This feature is only for Issue Tracking systems.

This is an example of the Drilldown URL for issue tracking system: http://hostname:8880/bugzilla/
show_bug.cgi?id={ISSUE_ID}.

This example points to the URL of Bugzilla. When the user clicks Drilldown URL next to the bug ID on
the Create Approval Request page, the SAM application opens the bug in Bugzilla.

Fields column Use the button in this column to display the Config Fields dialog box where you can configure this
system’s fields that are available to use throughout SAM.

To load the list of fields, enter the URL for the system’s field JSON file and click the Get Fields JSON
button. For more information regarding the field JSON format, see Importing System Fields. The
following properties can be configured for each field:

• Name. The internal name of the field (this property must not be edited).
• Label. The label of the field that is displayed within SAM.
• Active. When selected, this field is available to be selected throughout SAM when selecting fields
for the system.
• Default Status. Selecting this identifies this field as the status field for this system. This is only
used for Issue Tracking systems.
• Key Field. Selecting this identifies this field as the unique identifier field for this system. This is
only used for Issue Tracking systems.
• List Order. The order that this field is displayed in any field lists in SAM.
Issue Tracking systems. These are the issue tracking system fields that are available within SAM to be
displayed on the Approval Request page and updated when an approval status changes.

SCM systems. These are the fields that SAM can pass to the SCM system’s Write/Delivery
REST API when an approval status changes (for example, delivering workspace changes when
a request is approved). When data is sent to these REST APIs, each field is mapped in the
Workflow>Actions>Update section for that profile and is sent with dynamic data bound with the help
of Messages. For more information, see the table listing fields in the Update section, in Setting Up
Approval Profile Actions in the SAM Workflow.

Note: This feature for SCM systems is only supported in 2.17.10 and onwards.

Delete button Click Delete to delete the corresponding system type from the SAM application.

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Field/Column Description

To set up an Issue Tracking third-party system

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Systems option from the Administration drop-down list.
The Systems page appears.
4. Click Add in the Systems page.
5. Select Issue Tracking from the System Type drop-down list.
Two system types are available: Issue Tracking and SCM.
6. Enter the name of the third-party system into the System field.
7. Tab out of the System field.
8. Add the REST API URL that the SAM application uses to read the data from the tracking system.
Suppose that in the Administration \ Fields page, you have set the default label of the ISSUE_ID field to Bug #
and plan to store the Bugzilla Bug Number value in that field. For the Read/Update REST API to work properly,
you will need to pass the Bug ID into the URL.
a. Locate the tracking system that you just added and click its corresponding Read/Update button.
The Read/Update Method dialog box appears.
b. Enter the hardcoded portion of the URL.
For example, http://hostname:port_number/bugzillarest/bugs/.
c. Place the cursor where you want to insert the Bug Number field value.
In this case, place the cursor at the very end of the string.
d. From the Insert Field Value into URL drop-down list, select the name of the field whose value you want to
insert into URL, which is Bug # in this example.
The text {ISSUE_ID} is inserted into the URL where you placed your cursor so the resulting URL is
http://hostname:port_number/bugzillarest/bugs/{ISSUE_ID}.
e. Click OK.
When a user accesses the Create Request page, enters the value 1234 into the Bug ID field, and presses
Enter, the SAM application invokes http://hostname:port_number/bugzillarest/ bugs/1234 to pull data
from the issue tracking system into the page.
9. Add the REST API URL that the SAM application uses to write the data back from the SAM application to the
tracking systems.
a. Locate the tracking system that you just added and click its corresponding Write/Delivery button.
The Write/Delivery Method dialog box appears.
b. Enter the hardcoded URL into the Write/Delivery URL field.
This is an example of the Write/Delivery URL: http://hostname:port_number/BugzillaRESTService/bug/.
c. Click OK.
10. Add the URL that the SAM application uses to drilldown to the tracking systems.

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a. Locate the tracking system that you just added and click its corresponding Drilldown URL button.
The Drilldown URL dialog box appears.
b. Add a URL into the Drilldown URL field.
This is an example of the drilldown URL: http://hostname:port_number/bugzilla/ show_bug.cgi?
id={ISSUE_ID}.
Note: You can use the Insert Field Value into URL drop-down list to select the name of the field and
insert it into URL. For more information on how to insert field value into URL, see step 8.

c. Click OK.
11. Configure the issue tracking fields that are used by the SAM application.
a. Locate the system that you just added and click its corresponding Fields button.
The Config Fields page appears.
b. In the URL field, enter the URL of the tracking system's field JSON file. For more information on the
expected JSON format, see Importing System Fields.
c. Click Get Fields JSON.
The SAM application lists all available fields that are populated from the tracking system.
d. In the Label column, modify the labels as needed.
e. Select the Active option for the fields that you want to be used within SAM.
f. In the Default Status column, select the radio button in the Default Status column for the issue tracking
system's status field.
For example, this would be the status field in Bugzilla.
g. In the Key Field column, select the radio button in the Key Field column for the issue tracking system's
unique identifier field.
For example, this would be the bug number field in Bugzilla.
h. Modify the listing order of the fields using the values in the List Order column.
i. Click OK.

To set up an SCM third-party system

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Systems option from the Administration drop-down list.
The Systems page appears.
4. Click Add in the Systems page.
5. Select SCM from the System Type drop-down list.
Two system types are available: Issue Tracking and SCM.
6. Enter the name of the third-party system into the System field.
7. Tab out of the System field.
8. Add the REST API URL that the SAM application uses to validate the approval request's SCM source (private
branch or workspace name for example).
a. Locate the SCM system that you just added and click its corresponding Read/Update button.

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The Read/Update Method dialog box appears.

b. Enter the hardcoded portion of the URL.

For example, http://hostname:port_number/workspace/wsname/.

c. Place the cursor where you want to insert the private branch name or workspace name

In this case, that is at the very end of the string.

d. From the Insert Field Value into URL drop-down list, select the field source.

Note: This is an in-built field to store private branch name or workspace name that is also used when
delivery is triggered from SAM.

The text {source} is inserted into the URL where you placed your cursor so the resulting

URL is http://hostname:port_number/workspace/wsname/{source}

Note: You can configure a more complex URL with multiple parameters.

For example:

http://hostname:port_number/github/repo/{repository}/pbname/{source}

In this case, the element {repository} is not available as an item in the Field drop-down list and must
be manually entered. When an SCM entry is added to an approval request, these two elements are
prompted to get entered.
e. Click OK.

When a user creates a request and adds an SCM entry for delivery, a prompt for {source} will be
displayed. On clicking Validate, a pop-up screen appears where {source} and the similar elements like
{repository}, if configured, will get populated for input.

On clicking OK, if the user entered dev_mypb as their private branch, for example, then the SAM
application invokes http://hostname:port_number/workspace/wsname/dev_mypb to validate the SCM
entry.

For the complex scenario, if the user entered staging for the {repository} prompt, then the following URL
is invoked:

http://hostname:port_number/github/repo/staging/pbname/dev_mypb

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9. Add the REST API URL that the SAM application uses to deliver the SCM entry changes.

Note: The Write/Delivery method of SCM system is only supported in 2.17.10 and onwards.

a. Locate the SCM system that you just added and click its corresponding Write/Delivery button.

The Write/Delivery Method dialog box appears.

b. Enter the hardcoded URL into the Write/Delivery URL field. The SAM application uses this REST API URL
to deliver the SCM entry changes.

For example, http://hostname:port_number/workspacedelivery/workspace/

For more information, see Deploying and Configuring Workspaces.

c. Click OK.
10. Configure the SCM fields that are used by the SAM application for delivery parameters.

a. Locate the SCM system that you just added and click its corresponding Fields button.

The Config Fields page appears.

b. In the URL field, enter the URL of the SCM system’s field JSON file. For more information on the expected
JSON format, see Importing System Fields.
c. Click Get Fields JSON.

The SAM application lists all available fields that are populated from the SCM system.

For example, for the URL entered in the step b, the two fields that display are requestid and wsname.
Select Key Field option button for requestid and Default Status option for wsname.
d. In the Label column, modify the labels as needed.
e. Select the Active option for the fields that you want to be used within SAM.
f. Modify the listing order of the fields using the values in the List Order column.
g. Click OK.

Defining the Approval Request Statuses

You can use the Statuses page to create, edit, or remove the approval request statuses based on the desired workflow at
your corporation. The following table describes the fields in the Statuses page.

Field/Column Description

Add (plus) button Click this button to add new approval request statuses.

Status Name column This column contains the approval request statuses in the SAM application.

Delete button Click Delete to delete the corresponding approval request status from the SAM application.

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To add an approval request status

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Statuses option from the Administration drop-down list.
The Statuses page appears.
4. Click Add in the Statuses page.
5. In the Status field, enter a name for the new approval request status.
6. Tab out of the Status field.

To modify an approval request status

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Statuses option from the Administration drop-down list.
The Statuses page appears.
4. In the Status Name column, click the status that you want to modify.
5. Enter the new name for the approval request status over the current name.
6. Tab out of the Status Name field.

Specifying Messages
You use the Messages page to create and customize the messages that are used in validation error messages, email
communication, or tracking system updates. For example, if you want a validation error when an invalid value occurs
for the Target Release field, then you could create a message with the text Invalid value for {TARGET_RELEASE}. The
following table describes the fields in the Messages page.

Field/Column Description

Add (plus) button Click this button to add new messages.

Message Name column This column contains the name of the given message. Notice that the message name must be unique
for each message.

Text column This column contains the text of the given message. You can click the link to open the Message Details
dialog box where you can edit the corresponding message.

Delete button Click Delete to delete the corresponding message from the SAM application.

To add a new message

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Messages option from the Administration drop-down list.

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The Messages page appears.

4. Click Add in the Messages page.
The Message Details dialog box appears.
5. In the Message Name field, enter the name of the message.
6. In the Message Text field, enter a message text.
7. Optionally, use the Insert Field Value into Text drop-down list to insert the field value from the approval request
record.
a. Place the cursor in the message text where you want to insert the field value.
b. From the Insert Field Value into Text drop-down list, select the name of the field whose value you want to
insert into the message text.
8. Click OK.

To modify an existing message

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Messages option from the Administration drop-down list.
The Messages page appears.
4. In the Text column, click the text link for the message that you want to modify.
The Message Details page appears.
5. Modify the message name and message text as required.
6. Optionally, use the Insert Field Value into Text drop-down list to insert the field value from the approval request
record.
a. Place the cursor in the message text where you want to insert the field value.
b. From the Insert Field Value into Text drop-down list, select the name of the field whose value you want to
insert into the message text.
7. Click OK.

Configuring Emails
This topic describes how to configure SAM for sending email and approving by email.
• Configuration for sending email. This configuration is in the installer screen SAM Email Configuration Input.
This screen captures the SMTP server, port number, User Id, and password of SMTP server authentication for
sending email. Configurations also include capturing a no reply email Id and an email Id to receive reply action
emails.
• Configuration for approval by email. The screen Email REST API Input is used to configure inbound emails
for approval actions. This includes the configuration of the email Id to receive approval emails, the password,
the default folder for Email REST API to look for the incoming emails, such as Inbox, the IMAP server URL, IMAP
server port number, SAM being hosted in HTTP or HTTPS, port number of the SAM hosting.

Reconfiguring Emails
This topic describes how to reconfigure the email sending mechanism and the Approval by Email feature.

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Reconfiguring Send Email

To reconfigure the email sending mechanism, modify the following files:

• The SMTP configuration is defined in the file sam\resources\spring\mail\mail.xml

Note: By default, SMTP authentication is disabled.

• Values of this configuration can be modified in the file applicationcontainer_internal\conf\mail.properties

Following items are available for modification,

mail.smtp.hostname=SMTP_host_URL

mail.smtp.port=SMTP_server_port_number

mail.username=email_id_for_SMTP_auth

mail.password=password_of_email_id

[email protected]

mail.mailto=email_id_of_inbox_that_will_receive_approval_emails

Reconfiguring Approval Email

To reconfigure the Approval by Email feature

• The configuration for IMAP settings are stored in the file emailapprover\resources\spring\context\context-
integration.xml

Setting can be found under the section <mail:inbound-channel-adapter id="imapAdapter" …

• The values for these settings can be modified in applicationcontainer_internal\conf\email.properties

The following items are available for modification:

email.id=email_id_of_inbox_that_will_receive_approval_emails

email.pwd=encrypted_password

email.folder=inbox

email.uri=server_name:port_number

email.samURL=http://server_name:port_number

email.samUserName=email_id_of_SAM_user_needed_for_approval_actions_via_API_calls

email.samPassword= encrypted_password

To update the passwords, use the following URL to get encrypted password,

http://server_name:port_number/emailapprover/encrypt/new_password

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Configuring Approval Profiles

An approval profile describes how the Approval Request pages appear, which systems are used, and defines the
Approval workflow. Create different approval profiles for different types of approval requests. For example, create
different profiles for different approval workflows, different issue tracking or SCM systems, different sets of fields that
are required to be displayed, different validation rules, and so on.

This topic describes how to manage and create the approval profiles in the SAM application. It includes the following
information:
• Managing the Approval Profiles
• Creating New Approval Profiles
• Identifying Fields Displayed on the Approval Request Page
• Defining Approval Workflows
• Enabling Conditional Workflows in the SAM Application
• Setting Up Approval Profile Actions in the SAM Workflow

Managing the Approval Profiles

You can use the Approval Profiles page to manage approval profiles such as activating, deactivating, or deleting the
existing approval profiles. This page also enables you to access the Approval Profiles detail page, where you can view
the detailed information of the existing approval profiles or create new approval profiles. The following table describes
the fields in the Approval Profiles page.

Note: You can create different approval profiles that enable you to manage a different set of fields, approval
workflows, software configuration systems, and tracking systems for each profile.

Field/Column Description

Add (plus) button Click this button to add new approval profiles into the SAM application.

Profile Name column This column contains the name of the corresponding approval profile. Click on the name to access the
Approval Profiles detail page where you can edit the selected approval profiles.

Issue Tracking System(s) column This column displays the tracking systems for the corresponding approval profile.

SCM System(s) column This column displays the SCM systems for the corresponding approval profile.

Active column This column indicates whether the approval profile is active. Notice that only active approval profiles
can be used to create approval requests.

Delete button Click Delete to delete the corresponding approval profile from the SAM application.

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Creating New Approval Profiles

You can use the Approval Profiles detail page to create an approval profile that will be used to identify which fields are
displayed on the Approval Request page. You can also use this page to define the approval workflow and map which
software configuration systems are used in the approval profiles.

You can define the following options for an approval profile:

• Profile names. The names that are displayed in the Create Approval Request drop-down list on the SAM home
page.
• Specific issue tracking system. For example, Bugzilla or Jira.
• Set of fields that are identified to populate the data from the issue tracking system along with what their display
labels, display order, and acceptable (valid) values.
• A set of allowed software configuration connectors for this specific source. For example, ClearCase, SVN, or
Workspaces.
• A specific set of approval workflow steps and approval workflow.
The following table describes the fields in the Approval Profiles detail page.

Field/Column Description

Profile Name The name that is displayed in the Create Approval Request drop-down list on the SAM home page.

Active? On selection, the approval profile gets activated. Only active profiles can be used to create approval
requests.

Issue Tracking System(s) The systems that help track and fix issues. For example, Bugzilla or Jira.

Primary Tracking System The issue tracking system that is selected as the primary tracking system.

Issue Tree Open Statuses Specifies a comma-delimited list of status values that indicate an Open status with the primary issue
tracking system.

Issue Tree Open Statuses Specifies a comma-delimited list of status values that represent a Closed status.

SCM System(s) The SCM systems where SAM initiates the check-in process to deliver the associated changes. For
example, ClearCase, SVN, or Workspaces.

Save button Saves the approval profile. The Fields and Workflow sections are active and available. The newly
created approval profile is listed under the Create New Approval Request drop-down list on the SAM
home page if the profile is Active.

The Save button only saves the first section of the page. The data within the Fields and Workflow
sections are saved once you exit a row you are editing/adding.

Back button The page reverts to the Approval Profiles page. On clicking Back without saving approval profile, the
profile details are lost.

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Field/Column Description

To create a new approval profile

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Approval Profiles option from the Administration drop-down list.

The Approval Profiles page appears.

4. Click Add in the Approval Profiles page.
5. In the Profile Name field, enter the name for the new approval profile.

Note: Each approval profile must have a unique name.

6. Select the Active option to activate the approval profile.

Note that only active profiles can be used to create approval requests.
7. Click the search (magnifier) icon next to the Issue Tracking Systems field.
8. Select one or more issue tracking systems from the list of available options.

Note: If multiple issue tracking systems are chosen, then they must share a common unique key.

9. Click OK.
10. Click the search icon next to the Primary Tracking System field.
11. Select one primary tracking system from the list of available options, which are displayed based on your
selection in the Issue Tracking Systems field.

For example, if Bugzilla and a Code Review system are chosen, then Bugzilla is the primary issue tracking
system and the Bugzilla Bug number (#) field would be the unique key for both Bugzilla and the Code Review
system.
12. Optionally, enter the values in the Issue Tree Open Statuses field and the Issue Tree Closed statuses field.

◦
Issue Tree Open Statuses. Specifies a comma-delimited list of status values that indicate an Open status
with the primary issue tracking system.
◦ Issue Tree Closed Statuses. Specifies a comma-delimited list of status values that represent a Closed
status.
13. Click the search icon next to the SCM System(s) field and select one or more SCM systems from the list of
available options.
14. Click OK.
15. Click Save.

The Fields and Workflow sections are active and available after you save the approval profile. The newly created
approval profile is listed under the Create New Approval Request drop-down list on the SAM home page if the
profile is Active.

For more information on the Fields section, see the following topic.

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Identifying Fields Displayed on the Approval Request Page

Use the Fields section to determine which fields are displayed on the Approval Request page. Thus, the Fields section
on the Approval Profiles detail page enables you to identify which fields are displayed on the Approval Request page
and map which internal fields the issue tracking data is stored in. The following table describes the fields in the Fields
section on the Approval Profiles detail page.

Field/Column Description

Add (plus) button Click this button to add new fields that will be displayed on the Approval Requests page.

Order column This column displays the number denoting the order in which to place the corresponding field.

On larger screens, fields are displayed in two columns and ordered left, right, left, right, and so on
based on this field.

For example, they are displayed like this:

1 2
3 4
5 6
On smaller screens (such as mobile devices), there is only one column of fields and they are ordered by
this field value.

Source column The column contains the system from where the corresponding field originates. This can either be
one of the issue tracking systems defined for this profile or Internal to denote that this field is a SAM
internal field.

Source Field column This column contains the name of the field (from the system selected in the source column) whose
value is used to populate the corresponding field.

You can optionally select the <DIVIDER> option in the System fields to add a line to the approval profile
to separate the fields on the page.

Mapped System Field column This column contains the SAM field where the external system data, as identified in the two previous
columns, will be stored.

Note: The Mapped System Field is inactive if the Source column is set to Internal.

This column value is optional. If it is not specified, then the external field value is only displayed and
will not be stored within SAM.

Override Label column This column contains the override field label that is optional and will be displayed next to the
corresponding field on the Approval Request page. If no value is entered here, then the default field
label is used as the label. These default labels are specified in the Field Administration page.

For example, suppose that you select the following field values:

• The Source is Sample Bug System.

• The Source Field is ID.

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Field/Column Description

• The Mapped System Field is Bug Number.

• Override Label is Bug #.
That means that the SAM application will pull the ID field from Sample Bug System, display it in a field
labeled Bug # on the Approval Request page, and then store it in Bug Number internal field.

Default View column If this check box is selected, then the field is displayed in the expanded record.

Note: If Multiple Issue Approval is not enabled, then this field can be ignored.

Header column If this check box is selected, then the field is displayed in the header of the collapsed record.

Note: If Multiple Issue Approval is not enabled, then this field can be ignored.

Enable URL column If this check box is selected, then the drilldown icon will be displayed next to this field on the Approval
Request page.

Validation Values and Message columns These columns display the validation values and corresponding messages. When no value is added,
the column displays None. A regular expression can be optionally entered in the Validation Values field.

When the Approval Request page is loaded, the value of the field is compared with this regular
expression and the following happens:

1. If the value matches with the regular expression, then the field is displayed with a check mark.
2. If the value does not match, then:

◦ The field is displayed with an alert symbol.

◦ The buttons for any actions that have the Validate? flag selected will be disabled.

◦ The message selected for Validation Message is displayed for the field.
The following are a few examples of regular expressions:

• Regular Expression: 1.([0-9]|1[0-9])

Description: Range from 1.0 to 1.19

Examples: 1.2, 1.18

• Regular Expression: 1.2

Description: Equals the value 1.2 exactly

Examples: 1.2
• Regular Expression: 1.2|1.3

Description: Either of the two values, 1.2 or 1.3

Examples: 1.2,1.3
• Regular Expression: Siebel \s+Engineering

Description: Two strings, Siebel and Engineering, separated by a white space

Examples: Siebel Engineering

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Field/Column Description

• Regular Expression: Siebel \s+Engineering*

Description: Two strings, Siebel and Engineering, separated by a white space and followed by any
other characters (wildcard)

Examples: Siebel Engineering Tools

• Regular Expression: .*(Engineering|Installer).*

Description: Any string that contains either the string Engineering or the string Installer

Examples: Siebel Installer for IP

For more information on how to add new message into the SAM application, see Specifying Messages.

Delete button Click Delete to delete the corresponding field from the Fields list. The deleted field will not be displayed
on the Create Approval Requests page.

Defining Approval Workflows

You use the Workflow section on the Approval Profiles detail page to define the SAM approval workflows. In this section,
you can identify which conditions must be met for the approval actions to be available, including the starting statuses,
action owners, and additional configurable fields with matching conditions.

For example, when the status of a request is New and the logged in user is the Owner of the request, then the request
can be submitted to be reviewed by their manager. When the status is Pending Approval and the logged in user is the
manager of the owner of the request, then the request can either be Approved or Rejected.

The following table describes the fields in the Workflow section on the Approval Profiles detail page.

Field/Column Description

Add (plus) button Click this button to add new starting statuses.

Starting Statuses column This column contains the status or statuses that the request must be in for this workflow step to apply.

Action Owners column This column displays the role responsible for the completion of the corresponding workflow step.

The logged in user must be in at least one of the roles for this workflow step to apply. The Role can
either be Owner (the creator of the request), Approving Manager (the manager of the request’s creator
as defined in the User administration page) or one of the roles defined in the Role administration page.

Conditions column This column displays any additional conditions that must be met for this workflow step to apply.
Click on the link to open the Workflow Steps Conditions dialog box where you can enable conditional
workflows in the SAM application. For more information, see Enabling Conditional Workflows in the
SAM Application.

Actions column This column lists the actions that can be taken by the logged in user when all of the conditions defined
in the previous columns have been met. Click on the link to access the Approval Profile Actions

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Field/Column Description

dialog box where you can modify the existing approval actions. For more information, see Setting Up
Approval Profile Actions in the SAM Workflow.

Delete button Click Delete to delete the corresponding starting status from the SAM application.

To add a new workflow row

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Approval Profiles option from the Administration drop-down list.

The Approval Profiles page appears.

4. Click the profile where you want to add a new workflow row.
5. Scroll down to the Workflow section and click Add.
6. In the Starting Statuses field, select the starting statuses.

a. Click the search (magnifier) icon next to the Starting Status field.

The Choose Starting Statuses dialog box appears.

b. Select one or more starting statuses from the list of available options.
c. Click OK.
7. In the Action Owners field, select the action owners.

a. Click the search (magnifier) icon next to the Action Owners field.

The Choose Approvers dialog box appears.

b. Select one or more approvers from the list of available options.
c. Click OK.
8. Tab out of the Action Owners field.

Locate the starting status that you just created. Notice that its condition is None and its action value is No
Actions Defined.
For more information on how to enable conditional workflow in the SAM application, see Enabling Conditional
Workflows in the SAM Application.

For more information on how to set up approval profile actions in the SAM application, see Setting Up Approval Profile
Actions in the SAM Workflow.

Enabling Conditional Workflows in the SAM Application

You can use the Workflow Step Conditions dialog box to add additional conditions to the expressions of each step within
the SAM workflow. These conditions compare a field with a regular expression (that is similar to the field validation).
However, adding additional conditions is optional.

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The SAM application evaluates the conditions grouped together by the operator ANDs. In other words, the SAM
application puts parentheses around each set of operator ANDs (without displaying the parentheses). For example, if
you define the following conditions:
1. Status matches 25
2. AND Fix By matches 21.10
3. OR Status matches 16
4. AND Fix By matches CIR4
5. AND Assignee matches SAMUEL
6. OR Status matches 39|40
7. AND Assignee matches SADMIN
Then SAM evaluates the conditions as following:
(Status = 25 AND Fix By = 21.10) OR (Status = 16 AND Fix By = CIR4 AND Assignee =
SAMUEL) OR (Status = 39|40 AND Assignee = SADMIN)

The following table describes the fields in the Workflow Step Conditions dialog box.

Field/Column Description

Add (plus) button Click this button to add new conditions to the expressions of each step within the SAM workflow.

Order column This column displays a number denoting the order in which to list the corresponding condition.

AND/OR column This column displays the values of AND and OR and it is not available for the first condition.

Field column This column contains the field that is used to match against for this condition. The field can be selected
from all fields that are mapped to system fields and some additional system fields such as Owner ID
and Manager ID.

Expression field Use this text field to enter the regular expression to match against the field's value. For more
information, see Validation Values and Message Columns in the Fields section on the Approval Profile
details table.

Delete button Click Delete to delete the corresponding workflow step condition from the workflow step.

To add new conditional workflow steps to the SAM application

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Approval Profiles option from the Administration drop-down list.
The Approval Profiles page appears.
4. Scroll down to the Workflow section and click the condition link for the starting status that you want to add
condition.
The Workflow Step Conditions dialog box appears.
5. Click Add.
6. Enter a condition list order number using the Order field.
7. Select the operator AND, OR from the AND/OR drop-down list.

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This list is not available for the first workflow step condition.
8. Select a field from the Field drop-down list.
9. Enter an expression in the Expression text field to match against the field's value.
10. Tab out of the Field drop-down list.
11. Click Close to return to the Approval Profiles detail page.

To modify an existing condition within the SAM workflow step

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Approval Profiles option from the Administration drop-down list.
The Approval Profiles page appears.
4. Scroll down to the Workflow section and click the condition link for the starting status that you want to modify.
The Workflow Step Conditions dialog box appears.
5. Click the field values that you want to modify and type the new values over the current ones.
6. Tab out of the field.
7. Click Close to return to the Approval Profiles detail page.

Setting Up Approval Profile Actions in the SAM Workflow

You use the Approval Profile Actions dialog box to set up the approval profile actions for the SAM workflow steps. In this
dialog box, you can define the actions and their results when the listed conditions are met. The results include:
• Update the Approval Request’s status
• Send notification email
• Update fields on the associated issue tracking system record
• Execute an SCM delivery script
The following table describes the fields in the Approval Profiles Action dialog box.

Field/Column Description

Action Name The action name will be the name of the action button that is displayed in the Approval Request page.

Result Status The status of the approval request. When a user clicks on this action button, the status of the Approval
Request page will be updated to this value. For example, assume that the value in the Action Name
field is Save Draft and the value in the Result Status is Draft. When users click Save Draft on the
Approval Request page, the approval request is saved and its status changes to Draft.

Validate? Selection indicates that the approval request must be validated against the values in the Validation
Values column. If the approval request does not pass the validation, then this action button will be
disabled.

Default Submit? When in Multiple Issue Approval mode, selection indicates that this action will be executed for the child
request when the Submit for the original record is executed.

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Field/Column Description

Validate SCM? Selection indicates that the approval request must be validated against the values that users entered in
the SCM Profile section on the Approval Request Details page.

Note: There must be at least one entry in the SCM Profile section. If there are no entries, then the
button will still be disabled even though there are no SCM validation errors.

Approve? Selection indicates that the action that is set in the Action Name field is an Approval action.

The approval requests that have an action that has Approve? selected and meet the conditions in this
workflow step for the currently logged in user will be displayed in the Pending My Approval list on the
SAM home page.

Email To The role or roles to receive the notification emails once this action is executed.

Email Cc The role or roles of any other recipient to receive the notification emails once this action is executed.

Email Subject The template of email subject to be used to send email to the owner. For more information, see
Specifying Messages.

Email Body The template of email body to be used to send email to the owner. For more information, see
Specifying Messages.

Action Id The REST API action ID as a unique identifier for this profile’s action.

This field is read-only and populated after the action has been initially saved. It can be used by external
systems to execute an action through a SAM REST API.

For example, if the current action is Save Draft, then the administrator can call a REST API that
executes the Save Draft action on a particular request. For more information, see REST APIs for SAM.

The following table describes the fields in the Update section.

Field/Column Description

Update Type The type of system that will be updated : either Issue Tracking or SCM.

• For Issue Tracking systems, SAM will update the specified field to a given value.
• For SCM systems, SAM will execute the REST API defined in this system's Write/Delivery Method.
If you have multiple update entries for the same system, then it will only execute once, passing
the arguments specified in the different update entries in that single call.

External System The name of the system that will be updated. Only systems that have a Write/Delivery Method defined
in the System Administration page are shown here.

Field • Issue Tracking systems. The field (belonging to the selected External System) that will be
updated.
• SCM systems. The name of the SCM field/argument (as defined in the System Administration
page) to pass to the Write/Delivery Method.

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Field/Column Description

Value Type The Exact Value or Message (see the following for Value).

Value • Issue Tracking systems. If the Value Type is set to Exact Value, then the value used to update
the selected Field is the exact string that is entered here is. If the Value type is set to Message,
then the value used to update the selected Field is the evaluated message (as defined in Message
Administration) that is selected here.

For example, this section enables users to write comments or status back to the third-party issue
tracking systems.

For example, if,

◦ The action name is Submit for Approval.

◦ The update type is Issue Tracking.

◦ The external system is Sample Bug System.

◦ The field is Description.

◦ The value type is Exact Value.

◦ The value text is comment This bug has been submitted.

Then, when users click Submit for Approval on the Approval Request Details page, the SAM
application executes the Sample Bug System’s Write/Delivery REST API to update the Description
field to This bug has been submitted.
• SCM systems. If the Value Type is set to Exact Value, then the value that is sent as an argument
is the exact string that is entered here is. If the Value type is set to Message, then the value that
is sent as an argument is the evaluated message (as defined in Message Administration) that is
selected here. For SCM delivery using SCM entry details (as collected in the Approval Request
page), the built in field called source is to be defined in Message Administration screen. This
Message is then selected to make the value passed to the Field selected.

Note: This feature is only supported in 2.17.10 and onwards.

For example, to create deliver a workspace change upon a request’s approval, do the following:

Prerequisites:

• You have configured the Write/Delivery Method and Fields as described in the System
Administration example.
• You have created the message Source for Workspace Delivery with the text {source}.
1. Add a new update row.
2. In the new row, for Update Type, select SCM.
3. For External System, select your SCM system.
4. For Field, select the SCM field that will be mapped to the source.
5. For Value Type, select Message.
6. For Value, select Source.

Note: If you have more than one update entry specified for a single SCM system, then that system’s
Write/Delivery API will be invoked only once, passing all of the fields specified in the various update
entries in a single URL call.

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To add a new approval profile action or modify an existing one

1. From the SAM home page, select the Main Menu button.
2. Select the Administration option.
3. Select the Approval Profiles option from the Administration drop-down list.

The Approval Profiles page appears.

4. Scroll down to the Workflow section and click the Add Action button (the plus sign that is next to the action in
the Actions column) for the starting status that you want to add actions.

Alternatively, to modify an existing approval action, click the action link for the starting status that you want to
modify.

The Approval Profile Actions dialog box appears.

5. Enter an action name in the Action Name field.

The action name will be the name of the action button that is displayed in the Create Approval Request page.
6. In the Result Status drop-down list, select an option from the list of available statuses.
7. Optionally, define the following values on the Approval Profile Actions page.

a. Select the Validate option to indicate that the approval request must be validated against the values in
the Validation Values column. If the approval request does not pass the validation, then this action button
will be disabled.

Notice that the Validation Values and the Validation Messages columns are in the Fields section on the
Approval Profiles page.
b. Select the Default Submit option when in Multiple Issue Approval mode to indicate that this action will be
executed for the child request when the Submit for the original record is executed.
c. Select the Validate SCM option to indicate that the approval request must be validated against the values
that users entered in the SCM Profile section on the Approval Request Details page.

Note: There must be at least one entry in the SCM Profile section. If there are no entries, then the
button will still be disabled even though there are no SCM validation errors.

d. Select the Approve option to indicate that the action that is set in the Action Name field is an Approval
action.
e. Enter the role names into the Email To and Email CC fields so the users with those roles will receive the
notification emails once this action executed.
f. Select the email subject and email body using the template in the Email Body and Email Subject fields.
For more information, see Specifying Messages.
g. For existing actions, take note of the Action Id value if you will be using the SAM API to execute this
action via a REST call.
h. Define the values in the Update section to specify updates to the issue tracking systems or run scripts on
the SCM systems that are executed once the users perform this action. For more information on Update
section fields, see Setting Up Approval Profile Actions in the SAM Workflow.
8. Click Save.

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Configuring Multiple Issue Approval Mode

This is a special request submission mode that is available within SAM. The Multiple Issue Approval allows users to
submit requests for multiple issues at once if they are all in the same hierarchy.

Note: The Multiple Issue Approval mode is applicable only if there is a value in the Issue Tree Open Statuses field.
Otherwise, it will operate in the normal mode of submitting one issue at a time.

Identifying Issues in the Same Hierarchy

On the Profile Admin page, assume the following:
• In the Issue Tree Open Statuses field, a comma-delimited list of status values is specified that indicate an Open
status with the primary issue tracking system.
• In the Issue Tree Closed Statuses field, a comma-delimited list of status values is specified that represent a
Closed status.
There is a special field in an issue tracking system to hold a Parent Id that is the Id of its parent issue.

In the Create Approval Request page when an issue Id is entered, REST API connected to SAM will use the Parent Id
field and find all issues in the primary issue tracking system that are in the same hierarchy and have one of the statuses
defined in the Issue Tree Open Statuses field. These issues are further filtered in SAM.

For example, assume that there are six issues identified as shown in the following table. If the Issue Tree Open Statuses
is set to Open, Awaiting review, in the Create Request page when the issue Id 2 is entered, then REST API connected to
SAM would find all issues in that hierarchy:

Issue Id Parent Id Status

1 2 Open

2 3 Open

3 Not applicable Closed

4 3 Awaiting review

5 6 Open

6 Not applicable Open

• It would find issue 1 because 1 is a child of 2

• It would find issue 3 because 3 is the parent of 2
• It would find issue 4 because 4 shares the same parent as 2

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• It would not find issues 5 or 6 since they are not related at all to 2
So 1, 2, 3 and 4 are found by REST API. However only 1, 2 and 4 have a status value listed in Issue Tree Open Statuses, so
3 is ignored. Hence, REST API connected to SAM finds issues from 1 to 4, SAM filters out issue 3 and SAM shows issues
1, 2, and 4. For more information, see REST APIs for SAM.

Submitting Multiple Issues

• On the Create Approval Request page, all issues are displayed in the tree with an open status.
• Each issue is collapsed in its own section on the page.
• Only the fields that are flagged as Header on the Profile administration page are displayed in the head of the
collapsed record.
• When a collapsed section is expanded, only the fields with Default View set on the Profile administration field
are displayed.
• A Close button is displayed on each of the collapsed records that can be used to close that issue.
• On clicking Close, it allows to pick one of the status values defined in the Issue Tree Closed Statuses on the
Profile administration page. After selecting a value, when the submit button is clicked, the status field of that
issue tracking system record is updated to the selected closed value.
• The Refresh icon can be used to refresh the page. The closed record no longer appears on the page.
• A drop-down list is displayed for each record that will allow to specify which profile to use for that approval
request since they might be different for each issue in the hierarchy.

Events After Submission for Multiple Issues

• When the approval request is submitted, SAM will submit approval requests for all of the records on the page
(assuming none have validation errors).
• For each of the issues found (not including the issue that was initially entered on the page), SAM will look at its
selected profile and find the available action that has the Default Submit flag set and execute that action for the
request.

Note: The issue initially entered on the page is not included because, for the original issue, it will use the
profile that was selected when launching this page.

• Approval requests are created for each of the issues involved and approvals are to be done individually for each
issue. Multiple Issue Approval mode is only for bulk submission and not for bulk approval.

Deploying and Configuring Workspaces

Deploying workspaces is a two-step process:

1. Configuring SAM (configuring SAM to setup and deliver workspace)

2. Deploying Workspaces (deploying the workspace file)

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Configuring SAM
The following information describes the process of configuring SAM.

To setup workspace delivery

1. Set up your workspace system in SAM.

For more information, see the procedure for setting up an SCM third-party system, in Setting Up the Third-
Party Systems.
2. Configure messages. Add two new messages for the SCM system. .

For more information, see Specifying Messages.

◦ For the first message, create message Approval ID for Workspace delivery with text {APPROVAL_ID}.
◦ For the second message, create message Source for Workspace delivery with text {source}.
3. Add one new status for Pending Delivery and optionally two additional statuses for Delivery Completed and
Delivery Failed.

For more information, see Defining the Approval Request Statuses.

4. Open the Approval Profile screen and locate the profile that you want to configure workspace delivery.

a. Add a workflow according to your process step, for example an approval for delivery.
b. Add an action by clicking the Plus (+) sign under Action(s) header for the newly created workflow.
c. In the Approval Profile Actions pop-up window, select Pending Delivery in the Result Status drop-down
list. Configure other fields.

For more information, see Setting Up Approval Profile Actions in the SAM Workflow.
d. Add update entries for Action(s) as following in the next part of the Approval Profile Actions to initiate the
delivery.

Create the following update entry to pass the approval ID to the workspace API:

- Update Type: SCM

- External System: The Workspace system you configured
- Field: requestid
- Value Type: Message
- Value: Approval ID for Workspace delivery

Create the following update entry to pass the workspace name to the workspace API:

- Update Type: SCM

- External System: The Workspace system you configured
- Field: wsname
- Value Type: Message
- Value: Source for Workspace delivery

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5. This is an optional step for receiving a post-delivery action in SAM. You can add a success action and failure
action to flip a success and failure status in SAM request. These actions can be additionally configured to
record a message or flip a status on the Issue Tracker.
To receive a delivery status update, add a new workflow with Starting Status as Pending Delivery and two
Action Result Status as Delivery Successful and Delivery Failed.
The Action IDs of the configured status Approval Profile Actions must be used when configuring the workspace
REST API. For more information, refer to Step 4.
Note: Make sure you have a SAM user and role defined for the user who has the action ownership. For more
information, see Adding User Roles and Assigning Users to User Roles. This user must also be configured in
workspace.properties as value for jdbc.samUsername. In this example user is [email protected] and role is
Delivery Agent. Refer to Step 4.

Deploying Workspaces
The following information describes the process of deploying workspaces.

To deploy the workspace file

1. Find the workspace.war file from the SAM installed folder and rename it to workspacedelivery.war.
2. Copy the workspacedelivery.war file to the applicationcontainer_internal/webapps folder. This deployment is
done on the server where Siebel Tools is installed.
Note: If SAM is not set up in this server, then copy US_export_policy.jar and local_policy.jar from the bin
folder in the SAM installed folder and place it in lib/security under your Java home.

3. Change the content of Siebel_Tomcat_home\webapps\workspacedelivery\resources\properties

\workspace.propertiesto match the workspace database connection. Choose from the following properties,
based on your database type:
Oracle Database
jdbc.driverClassName=oracle.jdbc.driver.OracleDriver
jdbc.url=jdbc:oracle:thin:@<server name>:<portnumber>/<instance name>
jdbc.username=<TBLO>
jdbc.password=<encrypted password>
jdbc.tblo=<TBLO>

DB2 UDB
jdbc.driverClassName=com.ibm.db2.jcc.DB2Driver
jdbc.url=jdbc:db2://<server name>:<portnumber>/<DB Alias>
jdbc.username=<TBLO>
jdbc.password=<encrypted password>
jdbc.tblo=<TBLO>

DB2 390
jdbc.driverClassName=com.ibm.db2.jcc.DB2Driver
jdbc.url=jdbc:db2://<server name>:<portnumber>/<DB Alias>
jdbc.username=<database user>

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jdbc.password=<encrypted password>
jdbc.tblo=<TBLO>

Microsoft SQL Server

jdbc.driverClassName=com.microsoft.sqlserver.jdbc.SQLServerDriver
jdbc.url=jdbc:sqlserver://<server name>\\<instance name>:<portnumber>;databaseName=<TBLO>
jdbc.username=<TBLO>
jdbc.password=<encrypted password>
jdbc.tblo=<TBLO>
jdbc.intBranchName=<workspace branch where you want to deliver your changes>
jdbc.siebelUsername=<Siebel user name>
jdbc.siebelPassword=<Encrypted Siebel password>
jdbc.logPath=<Create a local folder for API to write log files to, like C:/workspace>
jdbc.toolsPath=<Siebel Tools path, eg: C:/Siebel/18.0.0.0.0/18_03_Tools>
jdbc.siebelDSN=<Siebel DSN>

Note: Place a copy of your DB2 license jar file (db2jcc_license_cisuz.jar) to your Siebel Tomcat lib folder.
Restart the Tomcat server, in case your Siebel DB is DB2 UDB or DB2 390 (z/OS).

4. This step is optional. Use this for workspacedelivery REST API to call back SAM to record success and failure
actions.

jdbc.samURL=http://<Server name>:<portnumber>/sam
jdbc.samUsername=<A user who has a role which has ownership to do success and failure actions for
example delivery@<emaildomain.com>
jdbc.samPassword=<Encrypted SAM password>
jdbc.samSuccessActionID=<Action Id for post successful delivery>
jdbc.samFailureActionID=<Action Id for post failed delivery>

Note: To encrypt the password, use the link http://server_name:port_number/emailapprover/

encrypt/password_to_encrypt

5. Restart Tomcat server and open the link http://server_name:port_number/workspacedelivery/ in any browser
to see the welcome message, Welcome to Siebel Workspace Delivery Adaptor!!!

Note: Restart Tomcat server only after finalizing the configuration or making any changes during
configuration and testing.

To test the workspace delivery REST API

You can use Postman or any similar utility to test the API functionality before configuring SAM. After bringing up the
Workspacedelivery application, as mentioned in step 1 through 4 (you can leave the optional section for the testing), use
Postman to do a POST action on the URL http://server_name:port_number/workspacedelivery/workspace/. Provide
the following raw JSON content after altering the value according to your workspace name and request id.
{
"wsname":"test",
"requestid":"test"
}

This would start a Siebel Tools instance and it would try to deliver the workspace. You will get a successful delivery
message or a failure message accordingly. If you find any issues, then check the workspace.properties file, make
corrections, and restart Tomcat before you retest delivery.

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Serialized Delivery of Workspace

Delivery of workspaces can be serialized from Siebel Application Manager using a few steps and scripts. This will allow
serial delivery of more than one workspace concurrently submitted for delivery, not requiring manual submission of
each delivery or wait for the ongoing deliveries.

Note: You can set up the delivery schedule outside of SAM from a scheduled Windows task, a Cron job, or any other
method to run a scheduled process. Amend the script if there is a delivery failure.

To set up asynchronous serialized workspace delivery, perform the following procedure.

To set up asynchronous serialized workspace delivery

1. Set up a delivery schedule.
2. Query for approval requests by Profile ID and Status. For example:
Profile ID: “All requests in Release 19.10”
Status: “Pending Delivery”
3. Call the following API that is in-built to query the list of requests and the associated workspaces.
http://<sam server:port number>/sam/api/approvals/
This is a POST end point.
4. You can POST the query criteria in JSON format. Use the following steps to find the values for the query.
a. Make a sample request in SAM using a SAM profile and take the approval process request to the desired
status of delivery.
b. To retrieve the row ID, make a POST call to the API in Step 2 using the sample Request Id as ‘row_id’ value
as in the following JSON:
{
"row_id":"88-5E29P"
}

Tip: You can find the Request Id from the browser address bar by drilling down in your sample request,
for example, http://<sam server:port number>/sam/api/approvals/88-5E29P.

c. Make a note of the Profile ID that the JSON output brings up on successful POST made in step 4b. For
example:
{
"message": "",
"data": [
{
"approvalId": "88-5E29P",
"seedIssue": "Y",
"profileId": "88-5E1NS",
"defaultActionId": null,
"closeStatus": null,
"fieldsAndData": [
.
.

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.
],
"buttons": null,
"scmSystems": [
],
"approvalAuditTrail": [
]
}
]
}

d. To retrieve the list of statuses and their Ids, make a GET call to http://<sam server:port number>/sam/
status/ for the status of your sample request. For example:

{
"statusId": "88@30993086",
"statusName": "Ready for delivery",
"active": "Y",
"lastUpdated": 1484249924000
},

e. Construct a final POST query JSON for the main API, http://<sam server:port number>/sam/api/
approvals/ with the following values:

{
"PROFILE_ID":"88-5E1NS ",
"APPROVAL_STATUS_ID":"88@30993086"
}

This will return an array of JSON data, as follows:

{
"message": "",
"data": [
{
"approvalId": "88-5E29P",
"seedIssue": "Y",
"profileId": "88-5E1NS",
"defaultActionId": null,
"closeStatus": null,
"fieldsAndData": [
.
.
.
],
"buttons": null,
"scmSystems": [
{
"sdId": "88-5E7NM",
"approvalId": "88-5E29P ",
"systemId": "88@30993101",
"systemName": "Workspace",
"source": "\"dev_test_1\"",
"valid": "Y",
"validMsg": null,
"deliveryStatus": null,
"deliveryMsg": null
},
{
"sdId": "88-5E7NM",
"approvalId": "88-5E29P ",
"systemId": "88@30993101",
"systemName": "Workspace",

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"source": "\"dev_test_2\"",
"valid": "Y",
"validMsg": null,
"deliveryStatus": null,
"deliveryMsg": null
}
],
"approvalAuditTrail": [
]
},
{
(2nd array element of JSON representing the second request.)
},
{
(3rd array element of JSON representing the third request.)
}
]
}

5. Iterate through each of the requests for workspace information.

a. Locate the element scmSystems and copy the source-value in the array of JSON for requests queued up
for delivery. The scmSystems element might have multiple workspaces in JSON array, if your request has
multiple workspaces such as dev_test_1 and dev_test_2 in the sample JSON data in step 4.
b. For each node of requests (a node has multiple calls within each request with more than one workspace
in the same request) make POST calls to http://<workspace delivery API hosted server:port number>/
workspacedelivery/workspace/ and pass the following JSON:

{
"wsname": "workspace name found from ‘source: value’ in previous step",
"requestid": "approvalid found from the previous step"
}

For example:

{
"wsname": "dev_test_1",
"requestid": "88-5E29P"
}

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6 REST APIs for SAM

REST APIs for SAM

This chapter describes sample REST APIs. This chapter includes the following topics:

• REST API GET URL Sample Format for Issue Tracking Systems
• REST API GET Method's JSON Format for Issue Tracking Systems
• REST API POST URL Sample Format for Issue Tracking Systems
• REST API POST Method's JSON Format for Issue Tracking Systems
• Importing System Fields
• REST API GET URL Sample Formats for SCM Systems
• REST API GET Method's JSON Format for SCM Systems
• POST REST API Exposed by SAM for Workflow Actions
• GET REST API Exposed by SAM to Retrieve Status Types
• GET REST API Exposed by SAM to Retrieve User Types
• GET REST API Exposed by SAM to Retrieve List of Profiles
• REST API Exposed by SAM to Retrieve Approval Requests
Siebel Approval Manager (SAM) has a plug-and-play architecture using REST APIs. REST APIs are used to feed data
from external systems into SAM as well as write data back to those external systems. These external systems can be
either Issue Tracking systems like Bugzilla or SCM (Software Configuration Management) systems like GitHub or Siebel
workspaces.

GET REST API is used for reading (specified as the Read/Update property in SAM System administration), providing the
query data element part of the URI. POST REST API is used for writing (specified as the Write/Deliver property) of any
data change that need to be pushed to external systems.

Note: The GET/POST end-points must be open without any authentication.

REST API GET URL Sample Format for Issue Tracking

Systems
The sample format is as follows:

http://<server ip>/services/bugzilla/<issue ID>

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REST API GET Method's JSON Format for Issue Tracking

Systems
The GET method exposed by an external system's REST API needs to follow a certain JSON format, which is readable
by SAM. The JSON must have a 'key identifier' property representing an issue's unique identifier (such as Bugzilla's bug
number) and a 'key status' property which represents the lifecycle state of the issue (such as Bugzilla's status field).

GET JSON needs to be an array with single or multiple elements.

JSON sample:
[
{
"issueId": "17788411",
"status": "Approved, waiting for codeline to open",
"priority": "1",
"customer": "INTERNAL",
"severity": "2",
"publish": "N",
"statusId": "39"
},
{
" issueId ": "22809179",
"status": "Closed, Not a Bug",
"priority": "5",
"customer": "INTERNAL",
"severity": "2",
"publish": "N",
"statusId": "92"
},
{
" issueId ": "22809190",
"status": "Closed, Not a Bug",
"priority": "5",
"customer": "INTERNAL",
"severity": "2",
"publish": "N",
"statusId": "92"
}
]

Note: "issueId" is the 'key identifier' and "statusId" is the 'key status' property in the previous sample.

REST API POST URL Sample Format for Issue Tracking

Systems
The sample format is as follows:

http://<server ip>/services/issue/

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REST API POST Method's JSON Format for Issue

Tracking Systems
The JSON format expected by POST must follow a certain format. The JSON must have a key identifier representing the
issue's key that GET. POST JSON must be a simple structure without any array.

JSON sample:
{
" issueId ": "22809190",
"publish": "N",
"statusId": "92"
}

In the previous sample, issueId, which is the key identifier, helps the POST end-point identify which Issue/Bug to
update. The other two fields, publish and statusId, are updated with values supplied in the JSON.

Importing System Fields

A static GET end point has to be used to import field metadata that the 'Issue Tracking System' supports. This end
point will bring two properties namely, 'fieldName' and 'fieldId'. 'fieldName' represents the name of the field and 'fieldId'
represents a unique identifier which is also used for order of the fields while being imported in SAM. All the available
fields in GET and POST mentioned earlier need to be represented in the JSON output.

URL: http://<server ip>/services/bugzilla/fields/

JSON sample:
[
{
"fieldName": "issueId",
"fieldId": "0"
},
{
"fieldName": "status",
"fieldId": "1"
},
{
"fieldName": " priority ",
"fieldId": "2"
},
{
"fieldName": " customer ",
"fieldId": "3"
},
{
"fieldName": " severity",
"fieldId": "4"
},
{
"fieldName": " publish",
"fieldId": "5"
},

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{
"fieldName": " statusId ",
"fieldId": "6"
}
]

REST API GET URL Sample Formats for SCM Systems

Configured URL in SAM: http://<server ip>/services/github/<source>

URL runtime formation sample:

http://<server ip>/services/github/dev_fix_for_inline_edit

source = dev_fix_for_inline_edit

Note: For the branch name, SAM has a built in placeholder called 'source'. If there are additional data elements like
version or repository, then those can be configured by providing static elements.

For example if the URL needs 'repository' and 'version' (in addition to the built-in branch name placeholder for 'source'),
then providing the element in the following format is required.

Sample URL:

Configured URL in SAM: http://<server ip>/github/repos/<repository>/<version>/commits/<source>

URL runtime formation sample:

http://<server ip>/github/repos/siebelsam/sam-demo/commits/dev_fix_for_inline_edit

repository = siebelsam

version = sam-demo

source = dev_fix_for_inline_edit

REST API GET Method's JSON Format for SCM Systems

GET method for SCM systems is a strictly formatted set of properties. The information required for GET URI is passed
via URI format.
{
"valid": "N",
"message": "Workspace status is invalid."
}

The property 'valid' can have either 'Y', which stands for a valid branch, or 'N', which stands for an invalid or an already
closed branch. 'Message' can contain a string with the reason for declaring the branch invalid or any message for valid
branch (such as list of affected files).

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POST REST API Exposed by SAM for Workflow Actions

SAM provides a built-in POST REST API to do Approval Request actions.

Sample:

http://<server id>/sam/api/approvals/88@93?actionId=88@85

'88@93' in the previous URL represent 'Approval Id' and '88@85' represents the 'Action Id', which will be performed. The
'Action Id' can be found in the Action Id field of the Workflow Actions popup on the Profile administration screen within
SAM.

Output:

The 'message' contains a string explaining the outcome, either that the action is completed or was not able to be
performed because of some reason. The 'data' property will always be empty. The positive output will return 200 as its
status code.
{
"message": "Approval Request status changed to Draft",
"data": null
}

The negative output will return 409 or 500 as status code.

{
"message": "Approval Request status cannot be changed to null",
"data": null
}

For more examples, see https://github.com/OracleSiebel/ConfiguringSiebel/tree/master/ExampleCode/SAM.

Perform the following to update the status on workspace delivery.

1. Find the action Id required for status update. To find,

a. Login to SAM as administrator.

b. Go to Main menu, Administrator.
c. Click to drill down to the profile.
d. Find the Action under Workflow section.
e. Click to bring up the Action pop-up screen to find the Action Id in the Approval Profile Actions screen.
2. Flip SAM status post-delivery using the Action Id found in step 1. Do the following,

a. Make the content type as application/json.

b. Provide authentication details of the user who is part of the action owner role.

Make a POST call to http://<SAM server>/sam/api/approvals/88@30994552?actionId=88@30991159.

Output appears as follows in Postman.

{
"message": "Approval Request status changed to Ready for Build",
"data": null
}

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GET REST API Exposed by SAM to Retrieve Status Types

SAM provides a built-in GET REST API to access a list of all of the configured approval statuses.

To get list of statuses, make a GET call to http://<SAM server>/sam/status using the Postman application.

The JSON output will contain information such as,

{
"data": [
{
"statusId": "88@30993086",
"statusName": "Draft",
},
{
"statusId": "88@30993089",
"statusName": "Pending Manager Approval",
},
{
"statusId": "0CX@32325368",
"statusName": "New",
}
]
}

GET REST API Exposed by SAM to Retrieve User Types

SAM provides a built-in GET REST API to access a list of all of the configured users.

To get list of user types, make a GET call to http://<SAM server>/sam/users.

The JSON output will contain information with their Ids in the property named ‘uId’ such as,
{
"uId": "0CX@32325363",
"userId": null,
"userName": "Admin",
},

GET REST API Exposed by SAM to Retrieve List of

Profiles
SAM provides a built-in GET REST API to access a list of all of the configured approval request profiles.

To get the list of profiles, make a GET call to http://<SAM server>/sam/profiles.

The JSON output will contain information such as

{

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"profileName": "2.17.x",
"profileId": "88@30990605",
…

REST API Exposed by SAM to Retrieve Approval

Requests
APIs are built for searching SAM requests. The SAM requests could be the following:
• Query Based on a Single Approval Request (query by approval Id)
• Query Based on Multi-Query Request Tokens (query by Profile Id, Status, and so on)

Query Based on a Single Approval Request

SAM provides a built-in GET REST API to access Approval Request information. A sample follows.

Note: For readability only two fields are provided in the output.

http://<server ip>/sam/approvals/88@93

'88@93' in the previous URL is Approval Id.

Output:
{
"message": "",
"data": [
{
"approvalId": "88@93",
"seedIssue": "Y",
"profileId": "88@30990610",
"defaultActionId": null,
"closeStatus": null,
"fieldsAndData": [
{
"fieldmapId": "88@30990653",
"genericFieldId": null,
"genericFieldLabel": null,
"genericFieldName": "APPROVAL_ID",
"extFieldName": "APPROVAL_ID",
"overrideLabel": "Approval Id",
"fieldValue": "88@93",
"valid": null,
"drillDownURL": null,
"defaultView": "N",
"header": "N",
"validationText": null,
"keyField": "N",
"systemId": "0CX@32325372",
"systemname": "System",
"displayOrder": 1
},
{
"fieldmapId": "88@30990654",
"genericFieldId": null,
"genericFieldLabel": null,

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"genericFieldName": "APPROVAL_STATUS",
"extFieldName": "APPROVAL_STATUS",
"overrideLabel": "Approval Status",
"fieldValue": "Draft",
"valid": null,
"drillDownURL": null,
"defaultView": "N",
"header": "N",
"validationText": null,
"keyField": "N",
"systemId": "0CX@32325372",
"systemname": "System",
"displayOrder": 2
},
],
"buttons": null,
"scmSystems": null,
"approvalAuditTrail": [
{
"atId": "88@94",
"approvalId": "88@93",
"approvalStatusId": "88@30993086",
"approvalStatus": "Draft",
"comments": null,
"overrideManagerId": "null",
"overrideManager": null,
"updatedById": "88@30993489",
"updatedByEmail": "[email protected]",
"updatedBy": "Thirupathi Rajendran",
"updated": 1501064367000,
"version": null
}
]
}
]
}

Query Based on Multi-Query Request Tokens

APIs are built for searching SAM requests based on multiple query tokens like Profile Id, Status and so on. You can use
Google Chrome, Postman, or a similar HTTP client to test the REST APIs mentioned in the following procedure.

To make a query request

1. Find the query token data that you need.

The following could be some of the query tokens and the way to find them. The details are in the following
topics.

◦ STATUS_ID. Make a GET call on the Status API to find the statusId value that you want for a particular
status.
◦ MANAGER_ID and OWNER_ID. Make a GET call on the Users API to get all the users with their Ids in the
property named ‘uId’.
◦ PROFILE_ID. Make a GET call on the Profile API to get the profileId of the profile to query on.
◦ ISSUE_ID. This is the actual Issue Id generated by your Issue Tracker.

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2. Query using the data. Make a POST call to http://<SAM server>/sam/api/approvals.

◦ Make the content type as application/json.
◦ Provide authentication details of the user who has administrative privileges.
◦ Provide the JSON content, like the sample here according to your requirement, in the request body.

Sample of a single query criteria. This will return all of the approval requests created using the provided
Profile.

{
"PROFILE_ID":"88@30990605"
}

Sample of a dual query criteria. This will return all of the approval requests created using the provided
Profile and are in the provided Status.

{
"PROFILE_ID":"88@30990610",
"APPROVAL_STATUS_ID":"88@30993086"
}

The output format is identical to the one listed for the single approval request.

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