Oracle Cloud Procurement: View Purchase Order Highlights Generated by AI in Approval Notifications

Core Points

1. Introduction to AI in Purchase Orders (POs)

   • The core focus of the video is demonstrating how Artificial Intelligence (AI) is integrated into the Purchase Order (PO) process.
   • AI-generated content is embedded within POs, including key fields like item names and test notes.
   • The AI capability originates from version 25A of the software, marking it as a relatively recent feature.

2. Types of Purchase Orders Supported

   • The system supports two main types of POs: the traditional “classic” PO and the newer “Redwood enabled” PO.
   • Redwood-enabled POs leverage AI-generated content and provide enhanced features compared to classic POs.
   • Users can create and approve POs in either classic mode or Redwood mode, depending on their setup and needs.

3. Enabling AI and Redwood-Enabled POs

   • Enabling Redwood-enabled AI features requires specific setup steps beyond just installing the software update.
   • The necessary configuration includes importing users and roles into application security and running schedule jobs related to synchronization.
   • A custom security role must be created with specific privileges to access Redwood-enabled functionality.

4. System Processes and Jobs to Ensure Functionality

   • Two scheduled processes are essential for Redwood-enabled features to appear and function correctly:
     a. Import users and roles into application security process
     b. User and post synchronization process
   • These processes may need to be executed more than once in certain cases to fully enable Redwood-enabled PO capabilities.

5. AI-Generated PO Content Details

   • The AI generates content such as item names and descriptive text within the PO automatically.
   • This automation reduces manual data entry and speeds up the PO creation process.
   • The AI-enhanced PO includes all essential terms and conditions as well as required data fields.

6. Version and Feature Availability

   • The Redwood-enabled AI feature is available starting from version 25A.
   • Users of older versions will not have access to these features unless they upgrade.
   • The enhancement is positioned as a step forward in integrating AI capabilities into procurement processes.

7. Troubleshooting and User Support

   • The video acknowledges that the Redwood-enabled PO link might not immediately appear after setup.
   • Troubleshooting tips include verifying role privileges and rerunning the required scheduled jobs.
   • The presenter invites users to ask questions if they have doubts about enabling or using AI in POs, promising further assistance.

Key Conclusions

1. AI Integration Improves Efficiency and Accuracy in POs

   • Incorporating AI-generated content within purchase orders helps automate the traditionally manual entry of item details and descriptions, enhancing speed and minimizing errors.

2. Redwood-Enabled PO is a Significant Upgrade Over Classic POs

   • Redwood introduces new capabilities that are not available in classic POs, primarily powered by AI, making purchase order processing smarter and more user-friendly.

3. Proper Role Configuration is Crucial for Access

   • Without correctly assigning privileges and custom roles, users will not be able to access or utilize Redwood-enabled POs, underscoring the importance of security role configuration.

4. Scheduled Background Processes Ensure Feature Functionality

   • Running the necessary scheduled jobs is imperative to synchronize roles and user data with the Redwood-enabled features, which otherwise do not appear or work correctly.

5. AI-Generated Content Provides Comprehensive PO Details

   • AI not only generates product names but also helps fill in other important PO content, ensuring completeness and reducing bottlenecks in procurement workflows.

6. Feature Availability Depends on Software Version

   • This AI capability is only available in version 25 and onwards; organizations must be on or upgrade to this version to benefit from AI-driven PO features.

7. User Support and Continuous Improvement Are Emphasized

   • The presenter encourages users to seek help and clarifications, highlighting an ongoing support mindset for adoption and implementation challenges.

Important Details

1. Creating and Approving AI-Generated POs

   • Demonstrations begin with accessing and approving a PO that has AI-generated content, highlighting the item names and test data generated automatically.
   • Both classic and Redwood modes support the creation of POs, though Redwood mode is where AI content is prominently generated.

2. Step-by-Step Setup Overview

   • Enabling AI and Redwood features is not automatic and requires:
     a. Running multiple background jobs related to security and role synchronization.
     b. Creating and assigning a custom security role with specific Redwood-related privileges.
   • These steps were referenced as previously documented in another video, implying this is part of a broader tutorial series.

3. Privilege Details for Custom Roles

   • The three privileges added to the custom role include:
     a. “Manage purchase orders using Redwood PO” – enables Redwood PO interactions.
     b. “Manage schedule job definition for career” – likely allows management of scheduling processes required for Redwood functionality.
     c. A third unspecified privilege necessary for full Redwood access (possibly related to user synchronization or AI content management).

4. Running Schedule Jobs

   • Two major schedule jobs are reiterated:
     a. “Import users and roles into application security” – ensures that user credentials and roles reflect Redwood privileges.
     b. “User and post synchronize process” – ensures synchronization of user roles and their permissions in the backend.
   • Running these jobs is critical after custom role creation; skipping these steps prevents the Redwood PO link from appearing.

5. AI Content Generation Specifics

   • The AI’s role includes generating the item names and other descriptive content within the PO to reduce human workload.
   • The process is automated upon enabling Redwood features, with no manual input required for these fields after setup.

6. User Interface and Workflow

   • The Redwood-enabled AI link for POs might not appear immediately; it requires correct privilege assignment and process execution.
   • The presenter shows the navigation path to access Redwood-enabled POs and how to approve them, demonstrating the practical workflow.

7. Version-specific Considerations

   • The features demonstrated are strictly available from version 25 onward; users of earlier versions must upgrade to enable AI functionality in POs.

8. Additional Support Offer

   • The presenter offers to provide further assistance and encourages viewers to raise doubts and questions about enabling or using the AI features in POs.
   • This reflects the importance of user adoption support for smooth transition to Redwood-enabled AI-based procurement processe