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Administrator Guide
Last Updated: 2025-10-17
Configure Integrated Search with Multistep Approval Routing

Configure Integrated Search with Multistep Approval Routing

You can configure an integrated search business process to route requests to the correct party based on security groups for enrichment and approval.
  1. Access the
    Maintain Purchase Item Request Types
     task.
    1. Add a row.
    2. Enter a purchase item request name.
    3. Select these check boxes: Search External Catalog Mass External ID Search
      • Search External Catalog
      • Mass External ID Search
    4. Select a primary workbook template.
    5. In the
      Enrichment Workbook Templates
       section, add 1 or more steps.
    6. Select a template for each step. Make note of the step order, as this must match the step order when you configure the business process definition.
    Security:
    Set Up: Purchase Item Request
     domain in the Procurement functional area.
  2. Edit Business Processes
    Access either of these business processes:
    • Mass Maintain Purchase Items Request
    • New Purchase Items Request
    Add 1 or more steps:
    1. Compete the task:
      Order
      Ensure the step order matches the step order in the
      Enrichment Workbook Templates
       section on step 1.
      Type
      Select
      Action
      .
      Specify
      Select
      Enrich Mass Maintain Purchase Item Request
      .
      Optional
      Select the check box.
      Group
      Select the security group that you want to have access to the corresponding enrichment step in Step 1.
      Example: Select Buyer for step b, which corresponds to Maintain Purchase Item in Order 1.
    2. (Optional) Add a final review step to ensure final approval.
    3. Click
      OK
      .
  3. Create a condition rule to apply to the business process from step 2.
    1. From the related actions menu of the business process step you want to modify, select
      Business Process > Create Condition Rule
      .
    2. Complete the
      Rule Conditions
      grid:
      Source External Field or Condition Rule
      Select
      Purchase Item Request Type
      .
      Relational Operator
      Select
      exact match with the selection list
      Comparison Type
      Select
      Value specified in this filter
      Comparison Value
      Select the purchase item request type you created on step 1
    3. From the related actions menu of the business process, select
      Business Process > View Definition
      .
    4. From the related actions menu of your business process step, select
      Business Process > Maintain Step Conditions
      .
    5. On the
      Entry Conditions
       tab, add a row and select the condition rule you created on step 3
    6. Click
      Done
      .
You can now use the
Mass Maintain Purchase Items
 task to search for a third-party item. Once you submit a request for an item, Workday advances the business process to the next step for that security group to review the item.