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Publishing and Managing Templates in Ariba

Updated: Jan 12

Sree (SastraGeek's SAP Ariba Triner) provided a detailed explanation of the process of publishing and managing templates in the Ariba system. Key points included the ability to inactivate, modify, or create new versions of templates, with examples provided in the context of sourcing requests. Furthermore, Sree explained the process of using the upstream template for procurement related sourcing activities, its creation based on Ariba standard templates, and the limitations on modifying the original version once it has owners. The discussion concluded with Sree outlining the process of testing and publishing new versions.

Editing Properties in Sourcing Requests

Sree discussed the process of editing properties in a sourcing request, including changing the name and the description. He emphasized the importance of not altering the description to avoid confusion. sree explained the use of templates, access control, and the functionality of the external source condition in the conditions tab. He also explained the process of creating a project from a sourcing request and the importance of testing templates before publishing them. The team also touched on how to create new conditions.

Controlling Features With Conditions in Templates

Sree explained how to control a feature using conditions in a template. He defined a condition, named it "reason equal to," and selected "India" as the value. sree showed how to apply this condition to a template under "edit properties" and how to control the availability of the template based on the selected region. He also mentioned that the same condition could be applied to a document or an approval task.

Applying Conditions and Modifying Ranking System in Ariba

Sree explained the process of applying conditions and asking questions within the system, including how to create a condition, ask a question, control the default answer, and prevent users from selecting 'Please select'. He also demonstrated how to modify the ranking system for a project, including changing the lowest rank and explaining how ranking can prioritize templates for users. usha asked if conditions could get more complicated than what is provided in Ariba, and sree clarified that they could be built upon. sree also explained how to publish a condition.

Template Editing and Task Creation Discussed

sree discussed the steps for template editing, including adding project groups and team, phases, milestones, and folders. He highlighted the importance of approvals, noting that tasks can be made required or optional when creating them. sree also explained how to create different types of tasks, such as to-do tasks, notification tasks, and review tasks. The benefits and uses of each task type were discussed, with particular emphasis on the review task for team grading and the approval task for sourcing requests.

Auto Approval and Approval Processes Explained

Sree discussed the option of auto approval and the difference between parallel and serial approval processes. He explained that in parallel approval, multiple approvers can review and approve independently, while in serial approval, approval must be given sequentially.

sree also highlighted the flexibility of the system in configuring approval flows and added that a predecessor task must be completed before an approval task can be started. Finally, he touched on the system's notification features, including the ability to send email notifications 30 days before a task's due date and 2 days after its due date.

Template Approval Configuration Discussed

sree and Shailesh discussed the configuration of a template for approval of sourcing requests. Shailesh questioned the dynamic nature of the approver part, suggesting a more structured approach. Sree clarified that the approval flow was determined by the user creating the template and not the end user. Additionally, Sree demonstrated how the task assignments and roles could be configured, including the ability to edit project groups and assign tasks to different roles. The discussion concluded with sree explaining how to delete a task and its associated milestones.

Sourcing Request Process

sree detailed the process of creating and approving a sourcing request in a project. The project owner is responsible for preparing and approving the sourcing request.

sree explained the role of different user groups, such as the sourcing manager and the project owner, and how they interact with the system. He also demonstrated how to add line items to the sourcing request and how to approve a task.

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