Workflow

Workflow Overview

OneSource IT can be configured to automatically route requisitions to specified individuals within your organization for review and approval before submission to OneSource IT. You can select from four levels of approval workflow automation and corresponding user privileges:

• Basic (no workflow automation) - Orders submitted (on the Checkout page) by all users are sent directly to OneSource IT.

• Two-Level Workflow - Orders are reviewed by an approver before going to OneSource IT. Only the approver has the authority to submit orders to OneSource IT.

• Three-Level Workflow - Orders are reviewed by one approver who then forwards to a second approver. Only the second approver has the authority to submit orders to OneSource IT.

• N-Level Workflow - Orders are reviewed by one approver who then forwards to a second approver, and so on until an approver rejects the order or all approvers have approved the order. Only the last approver has the authority to submit orders to OneSource IT.

Note: All users have requisitioner privileges and may initiate an order in any workflow scenario.

Your particular user privileges, and the approval workflow configured for your organization will determine the specific workflow features and functionality you can access. Orders appear in the Pending Orders list only after they have passed through the approval workflow and have been submitted to OneSource IT.

Users assigned the Workflow Auditor role can view the status of orders anywhere in the workflow, but do not have the authority to change the status of orders.

Related Topics:

Checking Out

Requisitions

Pending Orders

2-Level Workflow

In OneSource IT sites configured for 2-level workflow, orders must be approved by an Approver before being submitted to OneSource IT. The process includes the following steps:

1.     A user creates a requisition by clicking Submit on the OneSource IT Checkout page.  

2.     The requisition enters the Requisitions queue, which is accessed through the Approvals link in the Manage box in the OneSource IT Main menu.

3.     OneSource IT notifies the user assigned the role of Approver via email that an order has been submitted for their approval. The email provides the order number, PO#, and other order details.

4.     The Approver either clicks the order link in the email notification from OneSource IT or logs in to OneSource IT and opens the Requisitions queue. If the Approver clicks the order link in the email, OneSource IT displays the order itself for review. While the Requisitions queue displays all requisitions that are pending approval and have not yet been submitted through OneSource IT.

5.     The Approver reviews the requisition and clicks either Approve or Reject.

·         If the Approver clicks Approve, the requisition is submitted to OneSource IT for processing and moves from the Requisitions queue to the Pending Orders list. OneSource IT notifies the Requester that the requisition was approved.

·         If the Approver rejects the requisition, OneSource IT assigns the Rejected status to it, and the Requester is notified by email that the requisition was rejected. In this case, OneSource IT prompts the approver to enter a rejection reason.

3-Level and N-Level Workflow

In OneSource IT sites configured for 3-level workflow, orders must be approved by two Approvers before being submitted to OneSource IT. The process includes the following steps:

1.     A user creates a requisition by clicking Submit on the OneSource IT Checkout page.  

2.     The requisition enters the Requisitions queue, which is accessed through the Approvals link in the Manage box in the OneSource IT Main menu.

3.     OneSource IT notifies the user assigned the role of first Approver via email that an order has been submitted for their approval. The email provides the order number, PO#, and other order details.

4.     The first Approver either clicks the order link in the email notification from OneSource IT or logs in to OneSource IT and opens the Requisitions queue. If the first Approver clicks the order link in the email, OneSource IT displays the order itself for review. While the Requisitions queue displays all requisitions that are pending approval and have not yet been submitted through OneSource IT.

5.     The first Approver reviews the requisition and clicks either Approve or Reject.

• If the first Approver clicks Approve, OneSource IT notifies the user assigned the role of second Approver via email that an order has been submitted for their approval.

• If the first Approver rejects the requisition, OneSource IT assigns the Rejected status to it, and the Requester is notified by email that the requisition was rejected. In this case, OneSource IT prompts the first approver to enter a rejection reason.

6.     When the second Approver is notified that a requisition is awaiting their approval, they review the requisition and click either Purchase or Reject.

·         If the second Approver clicks Purchase, the requisition is submitted to OneSource IT for processing and moves from the Requisitions queue to the Pending Orders list. OneSource IT notifies the Requester that the requisition was approved.

·         If the second Approver rejects the requisition, OneSource IT assigns the Rejected status to it, and the Requester is notified by email that the requisition was rejected. In this case, OneSource IT prompts the second approver to enter a rejection reason.

Note: Although second Approvers are not notified by OneSource IT of requisitions before they are approved by first Approvers, second Approvers can view and reject a requisition before it is approved by the first Approver.

In OneSource IT sites configured for N-Level workflow, orders must be approved by each approver in the workflow process before being submitted through OneSource IT. The process includes Steps 1 - 5 above, with Step 5 repeated for each approver in the process up to but not including the last approver. The process includes Step 6 for the last approver in the process.

 

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