Procurement Desktop on the Web
Topic 3 – Routing and Approving Documents
Purpose The purpose of this topic is to ensure that you
understand how to route documents to other users
for review. Further, you will learn how to manually
route documents to other users for approval and
how to take approval action on documents.
Objectives Upon completion of this topic, you will be able to:
Route documents for review,
Manually route documents for approval, and
Complete the approval action on documents.
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Routing Process
Once you have completed a document, such as a
Market Basket, or an Award document, it must be
Lecture
approved and released in order for the document to
be finalized. There may be times, however, that
you cannot fully complete a document. You may
require additional information from another PD Web
user before the document can be approved. You
may also want someone to review your document
before you route it for approval. In cases such as
these, you would route your document, and any
accompanying attachments, to another PD Web
user for their review. This process is illustrated in
the flowchart on the opposite page.
Routing is the process of sending a document for
review from one user’s desktop to another user’s
desktop. Routing for approval is the process of
sending documents to other PD Web users for their
approval.
The processes of routing for review and routing for
approval are the same for all documents. This topic
will look specifically at Market Baskets and Catalog
Delivery Orders. However the same steps apply to
all documents.
We will begin by looking at the routing process.
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Routing Sheet
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Routing
Routing allows you to route documents to other
Procurement Desktop Web users for review. A
Lecture
Routing Sheet enables you to select the user(s)
who will receive your documents. In PD Web, you
can only modify a document that is on your
desktop, provided you have the right access
(read/write). Therefore, if you want other users to
be able to view and edit your document, you will
need to route it to them so that they can open and
edit the document on their desktop.
You can access the Routing Sheet by:
1. Highlighting a document by clicking on it once
2. Clicking on the “Route” button (one on
the left) on the Toolbar.
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Routing Process
To illustrate the routing process we will use the
following scenario:
Walkthrough
You have completed a Market Basket for pens and
a desk using the electronic catalog, and it is now
ready for approval. Before you route it for approval,
however, you want your supervisor to review it, and
make any changes, if necessary.
Note: you created a Market Basket for pens and a
desk in Topic 2: Ordering from the Electronic
Catalog.
To send this document to your supervisor for review
and comments, you will need to use the routing
feature.
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PD Web Desktop
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To Route a Document for Review:
Step 1 Select “Manage Desktop” from the PD
Web Main page.
Walkthrough Your desktop will appear with your cabinets, Inbox,
and Outbox.
Step 2 Click on the Inbox folder.
Step 3 Select the Market Basket titled “Pens
and Desk - ” in your Inbox by
clicking on it once.
The Market Basket “Pens and Desk - ” will be
highlighted.
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PD Web Desktop
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To Route the Document for Review:
Step 4 Click on the “Route” icon (one on
the left) on the toolbar
Walkthrough The Routing Sheet opens.
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Routing Sheet
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Routing Sheet
The Routing Sheet allows you to select the users
that will receive your document. You may select
Lecture
users by name, team, or by using a pre-defined
route path. The Routing Sheet shows the list of
documents that are being routed, and the users that
will be receiving the documents.
As mentioned, you can create the list of users to
receive your documents by selecting the user
names, a team name, or by selecting a pre-defined
route path. In this topic we will walkthrough how to
create a list of users by selecting each user’s name.
The steps to create a list of users by selecting a
team name or by selecting a pre-defined route path
are the same as those for selecting user names.
Let’s look at the main fields on the Routing Sheet.
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Routing Sheet
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Routing Sheet
The ROUTE STOP DIRECTORY group box
includes a CATEGORY to select from, as well as a
Lecture
corresponding NAME list box. The default of the
CATEGORY drop down list box is “User”. By
selecting “User”, the NAME list box displays all of
the users in the system by last name
If you were to select “Team” from the CATEGORY
drop down list box, the NAME box would list all of
the available teams. When you route to a team, the
documents are sent to the Inbox of the Team
Leader. Then, all members of the team will be able
to view your document. Team cabinets are created
and used in Procurement Desktop but not PD Web.
However, documents can still be routed to team
cabinets through PD Web.
If you were to select “Route” from the CATEGORY
drop down list box, the NAME list would display all
of the available routing paths that exist.
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Routing Sheet
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Routing Sheet
The ROUTE STOPS box lists the selected users
that are on the route. The user creating the
Lecture
Routing Sheet (you) is the first person in the
ROUTE STOPS box. You are designated as Route
Stop “0”, meaning that you are initiating the route.
This is helpful for those people receiving your
documents. They will need to know who originated
the route, in order to forward any comments,
changes, etc.
Each user you select to be included on the route is
assigned a Route Stop number. The order of the
names is the order in which the users will receive
your documents.
The OBJECTS IN ROUTE box shows the
document that you are currently routing.
Let’s route our document using the Routing Sheet.
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Routing Sheet
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To Complete the Routing Sheet:
Step 1 Complete the following fields with the
corresponding information:
Walkthrough ROUTE STOP DIRECTORY –
CATEGORY Required. Indicates how
you are selecting the list of users; by user
name, by team name, or by pre-defined
routing template. The default is “User”.
Leave as is.
ROUTE STOPS Required. Indicates the
users that will receive your document.
There must be at least one route stop
defined. The default initial route stop is
“0 PD WEB, USER ”.
Let’s add a name to the ROUTE STOPS.
To Add a Route Stop:
Step 1 Select User Name “PD WEB, USER
” from the NAMES list by clicking on
it once. Note: Select the User Name of
the person sitting next to you.
The user name will be highlighted.
Step 2 Click on the “>>” button.
User Name “PD WEB, USER ” appears as “1
PD WEB, USER ” in the ROUTE STOPS box.
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Routing Sheet
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Routing Sheet
We have selected a user to review our document.
We do not, however, want them to keep the
Walkthrough document. We want them to review it, and then
return it to us so that we can route it for approval.
To let them know, we need to add ourselves to the
ROUTE STOPS box as the last user in the routing
process.
To Add a Route Stop:
Step 1 Select your User Name, “PD WEB,
USER ”, from the NAMES list by
clicking on it once.
Step 2 Click on the “>>” button.
Your User Name, “PD WEB, USER ”, appears
as “2 PD WEB, USER ” in the ROUTE STOPS
box.
Note: You can also remove users from the ROUTE
STOPS box by highlighting the user name to be
removed, and clicking on the “ button.
The document leaves your desktop and is sent to
the Inbox of “PD WEB, USER ”. You are
returned to the PD Web Main page.
In our scenario, you routed your document to the
person next to you. In turn, they routed their
document to you, therefore, you will receive a
document in your Inbox for review.
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PD Web Desktop
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Inbox
When another Procurement Desktop user routes
you a document, it arrives in your Inbox.
Walkthrough
Let’s open your Inbox and review the document.
To Open the Inbox:
Step 1 Click on “Manage Desktop” located
on the PD Web Main page.
Your desktop opens.
Step 2 Click on the Inbox folder to view the
contents of your inbox.
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PD Web Desktop
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Inbox
When you receive a Routing Envelope in your
Inbox, you can open the document to review the
Walkthrough information. If you have write access, you can
modify the document. Once you review and/or edit
the information, you would continue the document
on its route.
Note: If a document is being sent to more than one
user, then the documents will automatically be
placed in a Routing Envelope. In our scenario, we
are routing one document to two people, therefore,
the items will be placed in a Routing Envelope.
When the routed document reaches its final stop,
the envelope, if there was one, will disappear. This
will indicate that the document has reached its final
stop.
Let’s open the Routing Envelope.
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To Open a Routing Envelope:
Step 1 Double-click on the Routing Envelope
titled “Pens and Desk - ” in your
Inbox.
Walkthrough
The Routing Envelope opens and you see the
document within the envelope.
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Routing Envelope
At this point you can open the document to review
Lecture the contents by double clicking on it. Once you
have finished reviewing the document, if necessary
you can:
Edit the document if you have write access to it
(this is established by your System
Administrator).
Once you have reviewed and/or edited the
document you would:
Close the document, and
Continue the Routing Envelope on its route.
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Continuing the Route
To send the document along its route:
Lecture
Highlight the Routing Envelope by clicking on it
once, and then select the “Route” icon
(on the left) on the toolbar.
Note: If the document is not in a Routing Envelope,
you would simply highlight the document to
continue it on its route. If the document is in an
envelope, the envelope must be highlighted and
routed. Do not highlight the document and try to
route it.
When you click the Route button, it will be sent to
the next person on the Routing Sheet.
In our scenario, we set up the route so that our
document would return to us once it had been
reviewed. Let’s return the document to its
originator.
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Continuing the Route
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To Continue the Document on its Route:
Step 1 Close the reviewed document “Pens and
Desk - ” by clicking on the
button at the bottom of the
Walkthrough screen.
The PD Web Main page appears.
Step 2 Click on “Manage Desktop”.
Step 3 In your Inbox, highlight the envelope with
the document “Pens and Desk - ” in
it by clicking on it once.
Step 4 Click on the “Route” icon (first
one on the left) on the toolbar.
The Routing Sheet opens.
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Routing Sheet
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Routing Sheet
You will notice that most of the fields on the
Routing Sheet are grayed out, and you are unable
Walkthrough to modify the Routing Sheet. Had the checkboxes
in the USER box been selected when the route was
defined, we would be able to add or delete users.
Because the checkboxes are not selected, our only
action is to send the document on its route.
To Continue the Document on its Route:
Step 5 Click on the button.
The Routing Sheet closes. The Routing Envelope
is routed from your desktop to the next person on
the routing list.
In our scenario, the document is being routed back
to its originator, so this document should be
removed from your Inbox and you should receive
your original document back in your Inbox.
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PD Web Desktop
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Return to the Inbox:
Step 1 Click on “Manage Desktop”.
Walkthrough Step 2 Open your Inbox to view its contents.
Your Market Basket “Pens and Desk - ” has
been returned to you. The Routing Envelope has
disappeared because the document has reached its
last Route Stop on the Routing Sheet.
Now that we have had our document reviewed, we
need it to be approved.
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Are there any questions regarding the purpose
of routing documents to other users?
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Approval Process
As part of the procurement process, documents
need to be approved and released in order for
Lecture
many of the procurement activities to take place.
For example, an Award document must be fully
approved before it becomes a legal agreement
between the Commonwealth and the vendor.
Similarly, an Invoice document must be fully
approved before a payment is generated and sent
to the vendor.
Essentially, there are two ways to route a document
for approval:
By manually attaching an Approval Sheet and
sending the document on its approval path, or
By auto routing the document for approval
Note: Each document must be individually routed
for approval.
When you auto route a document, the system
attaches an Approval Sheet and then routes the
document and the Approval Sheet in a Routing
Envelope on a pre-determined path.
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Approval Process
When you manually route a document for approval,
you must select an Approval Template. The
Lecture
Approval Templates, which are defined by your
System Administrator, define the approval path of
the document, namely who needs to approve the
document and the order in which they will receive
the document. Once you have selected the
approval path, the document begins its route for
approval.
Once a document is on its route for approval, it
follows the same steps whether the Approval
Sheet was created manually or automatically.
Each Agency will determine how documents should
be routed for approval. This topic will look at how
to route a document for approval using the auto
route feature, as well as how to manually attach an
Approval Sheet.
We will first look at how to manually attach an
approval sheet to a document.
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Approvals
The manual routing process requires that you
manually assign an approval route for a document
Lecture
by selecting an approval template. The auto routing
process automatically assigns the approval route
for a document based on rules established in
System Administration.
To manually assign an approval route, highlight the
document you wish to approve by clicking on it
once, and then:
Clicking on the “Approve” icon (first one
on the left) on the Toolbar.
Note: There are two icons on the toolbar.
The left “Approve” icon is used for manual routes of
approval. The right “Route for Approval” icon is
used for auto approvals. A description box will
appear when the pointer is on top of each of the
icons to remind you of each icon’s purpose.
Let’s manually create an Approval Sheet for a
document.
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Manual Creation of an Approval Sheet
As mentioned, you can manually create an
Approval Sheet for a document rather than have
Walkthrough one assigned by the system. To demonstrate how
this works, we will use the following scenario:
You need the Market Basket “Pens and Desk -
” approved as soon as possible to get an order
filled. You have the authority to approve your own
documents since you are a supervisor. Therefore,
you do not want to auto route the document for
approval.
Note: While this is an unrealistic scenario, we want
to illustrate for training how to approve a document
by manually attaching an Approval Sheet.
We will manually attach an Approval Sheet to
approve this Market Basket. Market Baskets
cannot be auto routed for approval and will always
need to have approval sheets manually attached to
them.
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To Approve the Market Basket:
Step 1 Find the “Pens and Desk - ” Market
Basket in your Inbox and click on it once
to highlight it.
Walkthrough
Step 2 Click on the “Approve” icon (first
one on the left) on the toolbar.
The Approval Sheet Creation screen appears.
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Approval Sheet Creation Screen
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Approval Sheet Creation Screen
The Approval Sheet Creation screen allows you
to manually select the approval route for your
Walkthrough document. The screen has two fields:
APPROVAL TEMPLATES – lists the available
templates.
APPROVAL TYPES – indicates the approval
types that correspond to the selected approval
template.
In this scenario, you are the originator of the Market
Basket as well as a supervisor, so you are able to
approve the document yourself by selecting the
appropriate approval template.
To Select an Approval Template:
Step 1 Select “Originator Approval” from the
APPROVAL TEMPLATES window by
clicking on it once.
The APPROVAL field displays the approval type
needed for the “Originator Approval” approval
template.
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Approval Sheet Creation Screen
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Approval Sheet Creation Screen
The APPROVAL TYPES window indicates that we
only need one approval for this approval template.
Walkthrough This means that we can fully approve this
document. While this is not normal procedure, it
will show you how to take the appropriate approval
action for the documents you receive.
To Manually Create the Approval Sheet:
Step 1 Click on the button.
The Approval Sheet appears.
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Approval Sheet
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Approval Sheet
The Approval Sheet is used to take approval
action on a document. The APPROVAL box
Lecture indicates what Approval Sheet you are working on
and the approval template name. There can be
more than one Approval Sheet attached to a
document. This occurs when a document is routed
for approval more than once. For example, if the
document is disapproved it will need to be modified
and routed for approval again. This will cause a
second Approval Sheet to be added. Only one
Approval Sheet is active at a time, all others are
frozen to maintain a record of what has taken place.
The APPROVAL FOR DOCUMENT group box
displays the icon for the selected document along
with the document title and number.
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Approval Sheet
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Approval Sheet
The APPROVAL TYPES group box on the
Approval Sheet indicates the different approvals
Lecture
needed and any comments made by the approvers.
The necessary approval(s) for each APPROVAL
TEMPLATE is automatically assigned, based on
rules established in System Administration. In the
APPROVAL TYPES box for this approval sheet,
there is only one approval required. Since this
approval is not grayed out, you have the authority
to take the approval action. The approval type
consists of a drop down list box of available
approval actions along with a text field to enter any
comments pertaining to the approval action.
An Approval Action Can Be One of The
Following:
1. Unapproved – this is the default selection and
means that no approval action has been taken.
2. Approved – this means that you agree with the
information contained in the document.
3. Disapproved – this means that you disagree
with some or all of the information contained in
the document.
4. Conditionally Approved – this means that you
may have some concerns with the information
contained in the document and there are some
conditions to be met.
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Approval Sheet
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Approval Sheet
The text box located directly beneath the drop down
list box of the approval can be used to enter any
Lecture
comments about the approval action. It is important
to complete this field, especially for “Disapproved”
or “Conditionally Approved” approval action. That
way, the other approvers and the document’s
creator will know why the document was not
approved.
Note: “Unapproved” is the default selection when
the Approval Sheet opens and an approval action
has not been taken.
Let’s approve the document.
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Approval Sheet
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To Select an Approval Action:
Step 1 Select “Approved” from the APPROVAL
TYPE drop down list box.
Walkthrough
Since the document only requires one approval, the
document is now fully approved.
To Save and Close the Approval Sheet:
Step 1 Click on the button.
Step 2 Click on the button.
A dialog message box appears.
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Approval Sheet
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Approval Sheet
The PD Web dialog box opens asking if you want to
save the approval sheet. By clicking on “Yes” in
Walkthrough this box, the current Approval Sheet will be frozen.
This indicates that no more changes may be made
to the current Approval Sheet. If the approval
action was to “disapprove” this document, a new
Approval Sheet would need to be added once the
document had been modified and re-routed for
approval. When a new Approval Sheet is added,
the existing Approval Sheet will still exist;
however, no changes can be made to it. This
ensures that there is an audit trail of what approval
activity took place for this document.
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Approval Sheet
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Approval Sheets
The SHEET field in the APPROVAL box will
indicate how many Approval Sheets exist for a
Walkthrough document. Only one Approval Sheet is active for
a document. The rest are maintained for historical
and audit purposes.
When there are multiple Approval Sheets, you can
navigate between the sheets by using the
, , , and
buttons.
The and buttons allow you to
add a new sheet or delete the selected approval
sheet. These buttons are not active if only one
approval sheet exists.
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Approval Sheet
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To Save the Approval Sheet:
Step 1 Click on .
The Approval Sheet closes and you are returned
Walkthrough
to the PD Web Main page.
The document has been approved. The current
Approval Sheet is saved and no other approval
actions can be taken on the current Approval
Sheet. This is important in topic 5 when we look at
disapproving documents.
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PD Web Desktop
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Approved and Released Market Basket
To View Market Basket Status:
Step 1 Return to the Inbox on your desktop.
Walkthrough
Notice that the Market Basket “Pens and Desk -
” has an “Approved/Released” status. This
indicates that the document is fully approved and
has been released.
An “Approved/Released” Market Basket is different
than other documents. As you learned in Topic 2,
after approving a Market Basket, a Catalog Delivery
Order and/or a Purchase Request is automatically
created by the system depending on the items
selected on the Market Basket. These documents
will appear in your Inbox and will have the same
title as the Market Basket. There will be a Catalog
Delivery Order titled “Pens and Desk - ” for the
Catalog Master Agreement item from the Market
Basket. Also, a Purchase Request titled “Pens
and Desk - ” will be created for the NIGP item
from the Market Basket. Both documents will be
listed below the approved Market Basket.
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In this topic we learned how to:
Route documents for review,
Manually route documents for approval,
Lecture
In the next topic we will learn how to complete a
Move to
Next Topic Catalog Delivery Order.
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