ShopUW+, Assigning ShopUW+ Cart to PI – Workaround

    In Workday, carts can no longer be sent directly to a PI for approval.

    However, we’ve identified a helpful workaround that maintains visibility and communication with PIs during the purchasing process.

    Overview

    Before you submit the order, add a comment to the order and tag the PI in the comment.

    Workday then sends the PI a link to view a read-only version of the cart.

    The PI uses the link to view the cart, and adds a new comment to provide feedback or suggest changes.

    Steps

    Submitter:

    1. Before you submit your cart, add a comment in the Activity section at the bottom of the checkout page, tagging the PI:*

    • Scroll to the bottom of the Checkout page.
    • Click in the box below Activity.  (this creates a comment)
    • Type the @ symbol.
      • (Shift + 2 on your keyboard).
    • A search box appears.
    • Type the PI’s name in the search box and press Enter.
    • A list of names appears.
    • Click the PI’s name.
    • Click Post.
    • The comment will appear below the box.

    *Refer to this image:

    How to Tag a PI in the Activity Section at the Bottom of the ShopUW+Checkout Page.
    The Activity Section at the Bottom of the ShopUW+Checkout Page.

    2. Workday sends a notification to the PI, allowing the PI to view (but not edit) the cart before it’s submitted.

    PI:

    3. Access the cart, and add a comment with feedback or suggested changes:

    • Open the notification, and click the link to open the cart.
    • Scroll to the bottom of the page to the Activities section.
    • Click in the box below Activity.  (this creates a comment)
    • Type any feedback or suggested changes.
    • Click Post.
    • The comment appears at the bottom in the Activities section.

    Submitter:

    4. Review and submit the order:

    • Review the comment the PI added.
    • Review the order for accuracy – make sure to check the funding information.
    • Click Submit.

    After Submission

    Workday automatically routes the cart to the appropriate approvers.

    Recommendation

    Labs should consider creating an internal review process.  This will help streamline the workflow.