approval queue management

NMSU Senior VP for Administration and Finance 7/30/2021

Approval Queue Management

Grouping Results

1. Login to myNMSU Click the AggieMart link on the left side of the screen.

2. From the AggieMart home page Click on the Orders icon.

3. Click on Approvals.

4. Click on Requisitions to Approve.

The My Approvals screen is displayed.

5. Click on the Group Results By drop-down menu Click Folders.

6. This shows the pending approvals by Department Org approval queue.

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7. Click on the Group Results By drop-down menu Click List.

8. This shows pending approvals in an expanded list view.

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Filtering Results

1. Use the Filter My Approvals options located in the left side panel to refine your approval results.

Use the drop-down menus or the filter icon to refine results accordingly.

Commonly used categories are noted below:

Type: Requisitions, Purchase Orders, Invoices.

Date Range: The date when the document was submitted for approval.

Vendor: The vendor who will be providing the goods or services.

Department: Shows the department the request originated from.

Prepared For: The individual that the requisition was created for. Also known as the Requisitioner.

Prepared by: The individual who prepared the requisition and submitted it for approval. Also

known as the Purchaser.

Custom Fields: Includes Index and FOAPAL elements.

State: The status of the document. Documents can be assigned, unassigned, or placed on hold.

Using hold is useful for separating documents that require follow up from new requests. Assigned

documents indicate an approver has taken ownership. Unassigned documents reside in a share

approval queue, any participating approvers can access the document.

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javascript:showAllFilterOptions('Assigned Approver','MyAppr_Approver','Display');


Sorting Results

Within the My Approvals screen, you will see a list of requisitions requiring your approval. To help refine

your search, you can use the sorting options located at the top center of your screen.

1. Sort your documents by clicking the Sort By drop-down menu.

2. Click on one of the sorting options.

Note: the sorting behavior will be impacted by the Group Results By option as well. A list view will sort all

the documents. A folder view will overlay the sort results into each approval queue folder.

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Multiple Document Actions

Within the My Approvals screen, approvers have the option to interact with multiple documents. For

example, if several requisitions have been reviewed, the approver can select those requisitions for mass

approval as discussed below.

1. Click the checkbox on the far-right of each Requisition for which you will perform the same action.

2. Click the drop-down menu to select the action to take. This menu includes:

Assign

Approve/Complete

Forward

Return to Shared Folder

Place PR on Hold

Add Notes to History

Assign CV2 Code

3. Click Go.

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Previewing Requisitions

The preview allows you to quickly review the requisition data, including shipping, billing, index and

FOAPAL elements, product information, etc. without having to fully open the requisition.

1. To preview a requisition Click the Quick View icon located next to the requisition number.

The Document Navigator Display window is displayed.

2. You can Approve the requisition or Assign it to yourself for further review. Review all components

of the requisition before approving.

3. The Previous and Next links allow quick navigation through the approval queue from one requisition

to the next without exiting the preview screen.

4. To open a requisition Click on the Requisition Number.

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Navigating Through Multiple Documents

1. Within the My Approvals screen Click the Requisition No.

2. To page through the Previous or Next document without leaving the summary page Click the

navigation arrows at the top of the screen.

3. Alternatively, click the Results drop-down menu to go directly to a specific document. Click on a

Requisition Number to open it.

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Viewing Document Information

1. Click on the Requisition Number.

2. The Summary tab shows all details of the requisition.

3. You can Expand or Collapse individual sections for easier viewing.

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View Recent and Past Approvals

1. Click on the Orders icon.

2. Click Approvals.

3. Click Requisitions Recently Approved By Me.

The My Recent Approvals screen will be displayed.

4. Filter results as needed.

5. Sort the results by clicking the small arrow icon next to the column names.

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