Procurement Desktop on the Web
Topic 3 – Routing and Approving Documents
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Procurement Desktop on the Web
Purpose
Objectives
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.
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 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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Procurement Desktop on the Web
Routing
Routing allows you to route documents to other Procurement Desktop Web users for review. A 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:
- Highlighting a document by clicking on it once
- 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:
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 1Select “Manage Desktop” from the PD Web Main page.
Your desktop will appear with your cabinets, Inbox,
and Outbox.
Step 2Click on the Inbox folder.
Step 3Select 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 4Click on the < > “Route” icon (one on the left) on the toolbar
The Routing Sheet opens.
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Routing Sheet
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Procurement Desktop on the Web
Routing Sheet
The Routing Sheet allows you to select the users that will receive your document. You may select 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 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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Procurement Desktop on the Web
Routing Sheet
The ROUTE STOPS box lists the selected users that are on the route. The user creating the 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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Procurement Desktop on the Web
To Complete the Routing Sheet:
Step 1Complete the following fields with the corresponding information:
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 1Select 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 2Click 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 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 1Select your User Name, “PD WEB, USER”, from the Names list by clicking on it once.
Step 2Click 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.
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Procurement Desktop on the Web
Routing Sheet
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Routing Sheet
At any time in creating your Routing Sheet you can specify the route settings for the users on the route. These settings are established in the USERS group box. These settings allow you to specify whether other users on the route will be able to modify your Routing Sheet. The OBJECTS group box will not be used in PD Web.
Note: The route setting can only be selected when the route is set up, before the documents leave your desktop.
Let’s finish completing the fields on the Routing Sheet.
To Route a Document:
Step 1Complete the following fields with the corresponding information:
USERS - ALLOW ADDITION TO THE STOP LIST Optional. If this checkbox is selected, users along the route can insert and/or add other users of their choice to the routing stop list. The default is blank. Leave as is.
USERS - ALLOW REMOVAL FROM STOP LIST Optional. If this checkbox is selected, users along the route can remove other users from the routing stop list. Leave as is.
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Routing Sheet
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Routing Sheet
OBJECTS - ALLOW ADDITION TO ROUTE Optional. If this checkbox is selected, users who receive the Routing Envelope can add more documents to it if they wish. Any users receiving the routing envelope from this point will see all the newly added documents in addition to the original document(s). The default is blank. This option will not be used.
OBJECTS - ALLOW REMOVAL FROM ROUTE Optional. If this checkbox is selected, users will be permitted to remove any item from the Routing Envelope to a cabinet on their own desktop when they receive it in their Inbox. The default is blank. This option will not be used.
You are now ready to send the document on its route.
To Route the Document:
Step 1Click on the <SEND> 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.
Let’s open your Inbox and review the document.
To Open the Inbox:
Step 1Click on “Manage Desktop” located on the PD Web Main page.
Your desktop opens.
Step 2Click 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 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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PD Web Desktop
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To Open a Routing Envelope:
Step 1Double-click on the Routing Envelope titled “Pens and Desk - ” in your Inbox.
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 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:
- 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 1Close the reviewed document “Pens and Desk - ” by clicking on the <CLOSE> button at the bottom of the screen.
The PD Web Main page appears.
Step 2Click on “Manage Desktop”.
Step 3In your Inbox, highlight the envelope with the document “Pens and Desk - ” in itby clicking on it once.
Step 4Click on the < > “Route” icon (first one on the left) on the toolbar.
The Routing Sheet opens.
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Procurement Desktop on the Web
Routing Sheet
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Procurement Desktop on the Web
Routing Sheet
You will notice that most of the fields on the Routing Sheet are grayed out, and you are unable 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 5Click on the <SEND> 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 1Click on “Manage Desktop”.
Step 2Open 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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