Process Document. Document Generation Date 12/6/2010. Last Changed by. Navigating the Approver Workflow Queue

Transcription

1 Document Generation Date 12/6/2010 Document Generation Date 12/6/2010 Last Changed by System Office Navigating the Approver Workflow Queue Procedure Process Document Navigating the Approver Workflow Queue Step Action 1. As an Approver, if you are assigned to only one workflow rule you will only have one approval queue. If you are assigned to multiple workflow rules you will have more than one approval queue. Each approval queue is visually separated by the gray and white boxes.

2 Step Action 2. Requisitions that are shared with other approvers on the same workflow rule can be easily identified due to the fact that they will not appear in your My PR Approvals queue, but in a separate queue indicating the workflow rule and the requisitions will contain the Assign link under Action. A requisition in the shared approval queue that does not contain the Assign link under Action indicates that you or another approver has already assigned it to him/herself (as shown in the example below). For shared approvals, it is recommended that you Assign a requisition to yourself if you plan to approve the requisition so that another shared Approver does not begin to simultaneously work on it. Once you have assigned a requisition to yourself it will appear in your My PR Approvals queue.

3 Requisition has already been assigned Step Action 3. Once you have assigned a requisition to yourself and it appears in your My PR Approvals queue, you can view the details of the requisition by clicking on the Requisition No. or the Quick View (Magnifying Glass Icon).

4 Step Action 4. Once in the requisition, page down to review the Supplier / Line Item Details. A requisition may have multiple line items awaiting approval. In some cases, only one line item may require your approval, however you will see all the line items on the requisition. Throughout workflow, a requisition will always contain all the line items associated with that requisition. There is no direct indicator showing which line items you must approve. It is recommended that you review all line items and focus on the line items that fall into your workflow rules (i.e. budget, project). You may add comments to the document indicating that your approval is focused on line items 3 and 4 for example. Unless you plan on rejecting or returning a requisition, you must approve all line items in order for the requisition to flow to the next approval step. You will not be able to only approve the line items that fall into your workflow rules, that is, there is no segmenting of the requisition for partial approvals. By business process (and potentially the comment section), your approval only applies to the line items that fall into your workflow rules. Line items requiring the approval of others will continue to await their approval. The entire requisition will stay in workflow until all the appropriate approvals are completed.

5 Step Action 5. Workflow Steps are approved sequentially (as in the first screenshot). The second workflow step is not initialized until the prior workflow step has been completed. If you have been assigned to multiple workflow rules across multiple approval steps, you may need to approve a requisition more than once. Please review all of your approval queues to ensure that you have completed all of your approvals.

6 One workflow Step, with multiple workflow groups (PR Approvals view) Same Requisition in multiple approval queues (multiple workflow group within one workflow step) Step Action 6. Workflow Groups (workflow steps within a single workflow step) are approved in parallel. All approvers are aware of this requisition requiring approval and they can all approve / reject in any order that they assign it to themselves. If you have been assigned to multiple workflow rules within a single workflow step, the system will give you the option to work on the requisition once but apply the same action (return, assign, reject, approve, etc.) to the requisition at once.