Job Aid
Reviewing and Approving Requisitions
Step Action
The Approver is a user that has been given permission in UMass BuyWays to review and approve requisitions.
1.
If an approver has an edit role, the approver can edit a requisition in addition to returning or rejecting one. If the role does not allow for editing, the approver will only be able to approve, reject, or return part or all of the requisition to the Requisitioner.
If an approver edits a requisition, those edits do not restart workflow. So, if the edits require approval, the approver must return the requisition to have the Requisitioner make the edits and resubmit.
There are several ways you can find and access what needs your approvals:
A.
Via Email Notification : Approvers are notified via email when a document has been routed to a workflow folder for which they are an approver. This email contains a link that takes the recipient directly into the appropriate approval area.
B.
In BuyWays: On the top of any BuyWays page, under Action Items . You can see all the document types and quantities that are pending your approval:
C.
In BuyWays : To the left of any BuyWays page, select the Orders & Documents
Icon and then click on Approvals for a different view of the options available for approvals:
Updated for the Phoenix View, 01.07.14 Page 1

Job Aid
Step Action
D.
Bookmarks : You may create a bookmark for the resulting location for future use, if you wish, by using the Bookmarks icon.
2.
The rest of this job aid assumes you have accessed the approvals via A, B or C
Once you have accessed the desired folder using one of the above methods, find the requisition you wish to approve
Step
3.
Action
You can click the Quick View next to the requisition number , which will pop up a
Requisition Summary page without having to navigate away from the approval folder page.
Go to Step 5 to continue with Quick View
Page 2 Updated for the Phoenix View, 01.07.14

Job Aid
Step
4.
Action
Regular View: Or , you can click on the requisition number to bring up the requisition to review. This is a view of the entire requisition much like the requisitioner sees and offers more options than Quick View.
Go to Step 7
5. Quick View: After your review, if you do not need to edit or leave a comment on the requisition, you can approve on the Quick View page by clicking Approve in the upper right corner
6. Quick View: If you do need to edit the requisition, you must assign the requisition to yourself. You can do this by clicking Assign
To access your assigned requisition for edits, go back to Step 4 and proceed as for Regular
View
Updated for the Phoenix View, 01.07.14 Page 3

Job Aid
Step
7.
Action
Regular View: After your review, if you do not need to edit or leave a comment on the requisition, you can approve by selecting Approve/complete step or Approve/complete step & show next, and click the button
8.
9.
Regular View : If you choose Approve/complete step & show next the next requisition in the folder will appear for your review
Regular View: If you do need to edit the requisition, you must assign the requisition to yourself. You can do this by selecting Assign to myself, and click the button
10. Regular View: When you have clicked the requisition id to review the full requisition view, you can also navigate to other requisitions in your folder by clicking the arrows under search results
11. Regular View: Or click Return to Approvals to get back to your folder list
Page 4 Updated for the Phoenix View, 01.07.14

Step
12.
Job Aid
Action
If the requisition is split into multiple folders, you will get a message asking if you want to include all folders. You will get this message when assigning a requisition to yourself or when approving a requisition
Click Yes
13.
14.
15.
IF YOU ARE AN APPROVER, EDITING THE REQUISITION WILL NOT
RESTART WORKFLOW WHEN YOU SAVE IT . If the edit needs to go through workflow you must return the requisition to the requisitioner with a comment on what needs to be fixed.
After you make your edits, if you are not approving the requisition, you should return the requisition to the shared folder so that others may access it in your absence.
If you do not return the requisition, no other Approver will be able to access it to approve.
Regular View : Select Return to Shared Folder and click
Updated for the Phoenix View, 01.07.14 Page 5

Job Aid
Step
16.
17.
Action
Regular View : There are times when Comments are added to a document.
When this happens, an email notification is sent to the user informing them that a comment has been added to the document.
You do not need to assign the requisition to yourself in order to leave a comment.
Click the Comments tab.
18.
19.
Click the Add Comment button.
Use the Email notification(s) section to notify a user of the approval. You can select the requisitioner by placing a checkmark next to the requisitioner’s name, or you can search for anyone in the system by clicking on the them hyperlink and selecting
20.
21.
22.
Select the box before the Recipient Name item.
Enter the desired information into the Comment field.
Enter a valid value e.g. " Please attach your vendor quotation.
"
To add the comment to the requisition,
Click the Add Comment button.
When done,
Click the Return to Approvals link.
Page 6 Updated for the Phoenix View, 01.07.14

Step
23.
Action
Congratulations! You have completed reviewing and approving a requisition.
End of Procedure.
Job Aid
Updated for the Phoenix View, 01.07.14 Page 7