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 use one of the supported browsers to access ARFs in AEM:

  • Google Chrome
  • Mozilla Firefox
  • Microsoft Edge
  • Safari

There may be some ARFs that are still going through the old My Workplace workflow. If you get an email about an ARF and don't see it in AEM, try following the instructions for My Workplace.

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 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 the Roles tab.

Finance ARF Employee Information tab
  1. Review the information on the Employee Information tab for accuracy.
  2. Then click on the Roles tab 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 (Finance ARF) 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

Need More Help?

Read more on How to Troubleshoot Common Issues with Access Request Forms.

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]