How Does a Manager Approve a PeopleSoft Access Request Form?

This article covers how a manager approves a CMS PeopleSoft Access Request Form for one of their employees as part of the process to request access for the employee to PeopleSoft/CMS Human Resources, Campus Solutions, or Finance functionality.

Please note that the Access Request Form process is being transitioned from My Workplace to Adobe Experience Manager (AEM). At the moment, only the Finance Access Request Form has been moved to AEM; all other Access Request Forms are still in My Workplace.

All pop up blockers must be disabled prior to accessing the form. View instructions on Turning the Pop-Up Blocker On or Off.

What type of Access Request Form are you reviewing?

Finance Access Request Form

It is recommended that you use Mozilla Firefox or Google Chrome to access Adobe Experience Manager (AEM). Do NOT use Internet Explorer.

1. The appropriate manager is notified via email when there is an Access Request Form pending their review. Read the email for more details and instructions.

Manager email notification (AEM)

2. To approve the request form, log in to the campus portal and access Adobe Experience Manager (AEM) Inbox.

For more detailed instructions on accessing Adobe Experience Manager, view Accessing Adobe Experience Manager (AEM).

AEM Inbox portal app
  1. Enter "adobe" in the portal search box.
  2. Select Adobe Experience Manager (AEM) Workflow Inbox.

3. Enter your campus username and password. Then click Sign In.

Adobe Experience Manager login screen
  1. Enter your campus username and password. This is the same information you use to log on to the campus portal.
  2. Then click Sign In.

4. Click on the Finance ARF that you want to review/approve.

You should have been taken directly to the My Tasks tab, but if you are on another screen, just click My Tasks to view all of the forms that are pending your review.

My Tasks screen with Finance ARF waiting for approval

5. The form will open in a new tab/window. Review the Employee Information tab for accuracy. Then click on Finance Roles.

Finance ARF Employee Information tab
  1. Review the information on the Employee Information tab for accuracy.
  2. Then click Finance Roles to review the access being requested.
  3. Click Workflow Details to see details of who has initiated, reviewed, approved, or rejected this form as well as any workflow comments.

6. Review the checklist of roles and department fields to verify that what's being asked for is relevant to the employee's work functions. Be sure to scroll down the page to view all of the information on this screen. Then click Signatures.

Finance Roles tab
  1. Review all of the roles, department fields, and Approver/Requester fields to verify that what's being asked for is relevant to the employee's work functions.
  2. Notice there is a scroll bar on the right; be sure to scroll to the bottom of the screen to review all requested access.
  3. Click Signatures when you are done with your review.

7. Review the Initiator's comments (if any). Place a checkmark next to I certify this access is appropriate for this individual's duties and responsibilities. Enter any comments you would like to add (optional).

Signatures tab
  1. Review the Initiator's comments (if any).
  2. You can locate who the Initiator was by looking at the Initiator's Signature section.
  3. Place a checkmark next to I certify that this access is appropriate for this individual's duties and responsibilities.
  4. Enter any comments you would like to add. This is optional unless you are rejecting the form.

8. Click Approve to approve the request. Click Reject to reject the request and send it back to the Initiator. Not ready to approve or reject? Click the X to close the form.

If you intend to Reject the request, please be sure to add something in the Comments that indicates why the request is being denied or what needs to be changed about the request for you to approve it (e.g, add/remove access roles).

Signatures tab with Approve and Reject buttons showing
  1. Click Approve to approve the request.
  2. Click Reject to reject the request. Be sure to add a comment about the rejection!
  3. Click the X to close the request without approving or rejecting.

9. Click Confirm to confirm your selection.

Note that it's not recommended to enter a comment on this pop-up window. Any comments entered here will be added to the Workflow Details for the form, but may be overlooked by business analysts and other functional users who review the form.

confirmation of approval

10. You will see another pop-window when your approval has been successfully submitted. Click OK. You're done!

submitted message
Other Access Request Form (Human Resources, Campus Solutions, Finance Delegation of Authority)

1. The appropriate manager is notified via email when there is an Access Request Form pending their review. Read the email for more details and instructions.

Manager email notification

The email will specify the employee requesting access, what functionality is being requested, and includes instructions on how to complete the form.

2. To review the Access Request Form, log in to the campus portal using Internet Explorer or Safari and access My Workplace.

2.1. If you've logged in with Internet Explorer, a Browser Support message will appear.

IE My Workplace link

Select the link in the message that says "Click here to access My Workplace."

If this is the first time you are accessing Access Request Forms on this device, check your Compatibility View settings in Internet Explorer to make sure the form loads properly for you. To learn how to change your settings, view Changing Compatibility View in Internet Explorer.

2.2. If you've logged in with Safari, click on My Workplace in the Titan Online widget or click on the cube icon and select My Workplace.

My Workplace icons in Titan Online
  1. In the Titan Online widget, click My Workplace.
  2. Or click on the Quick Shortcut Titan Online Apps cube icon.
  3. Then click on My Workplace.

3. In My Workplace, click on My Work and then select the Access Request Form to be reviewed.

My Work Inbox ARF list
  1. Click the My Work hyperlink in the My Workplace navigation panel.
  2. Click the title of the form that is pending review.

4. Review the form fields for accuracy and appropriateness of request.

For Human Resources Forms
Review the checklist of roles and department fields to verify that the roles being asked for are relevant to the employee's work functions.
HR ARF Roles

On the HR form, the requested access is on the main page.

For Campus Solutions Forms
Click the Go to Security Page button to redirect you to the appropriate security tab.
CS ARF Go to Security Page button

There are multiple tabs on the Campus Solutions form but only one security tab can be filled out. Clicking the Go to Security Page button will ensure you are taken to the appropriate page.

Review the checklist of roles and department fields to verify that what's being asked for is relevant to the employee's work functions.
CS ARF Security Request

5. View the Initiator of the form and any comments they have entered.

For Human Resources Forms
Click the Signatures tab to identify the Initiator. Then, view the comments field to see if they have provided additional information about the request.
HR ARF signatures page

A. Click on the Signatures tab at the top of the form.
B. The employee who initiated the form will be listed on the Signatures Page.
C. The comments field may contain remarks elaborating upon the request.

For Campus Solutions Forms
View any comments in the comment field. Then, click the Go to Signatures Page button to confirm the Initiator.
Campus Solutions ARF Signature Tile
The employee who initiated the form will be listed on the Signatures Page.
Campus Solutions ARF signatures page

6. Use the Responses drop-down menu to Approve or Reject the form.

Drop-down menu

6.1. If Reject is selected, a message will pop up. Click OK to confirm rejection or Cancel to go back and make another selection.

Confirm rejection pop up

7. OPTIONAL: Enter any comments in the Comment field.

If you Reject the form, it’s recommended to enter a comment as to why so the Initiator can make corrections.

ARF Comment box

Type any comments into the Comment box underneath the drop-down menu or leave blank if none are needed.

8. Click Complete.

ARF Complete button

Once the form is completed and access granted, the manager will be notified via email. If the request is rejected, it will return to the form Initiator.

Need More Help?

For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].  

For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected]

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