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Administrator Guide
Last Updated: 2025-10-17
Steps: Integrated Search for Item Management

Steps: Integrated Search for Item Management

Configure these business processes in the Procurement functional area:
  • Mass Maintain Purchase Items Request
  • New Purchase Items Request
(Optional) Add these sequence tasks as allowed actions on the business processes:
  • Evaluate if Requested Items Need Additional Review
  • Evaluate Needs Review Purchase Item Changes
Create Purchase Item Request Templates to review and edit your draft purchase items.
Configure these security domains:
  • Access External Search Partner: Item Management
     domain in the Inventory and Procurement functional areas.
  • Access Requisition Supplier Link (Segmented)
     domain in the Procurement functional area.
  • Set Up:Configurable Optional Fields
     domain in the System functional area.
You can integrate and search for items on an external catalog hosted by a third-party partner and create fully attributed items as new purchase items in Workday.
We currently only support GHX Data Connect catalog integrations.
  1. (Optional) Use the
    Configurable Optional Fields
     task for the business processes to hide or display these fields on virtual items added to a purchase item request:
    • Supplier Contracts
    • Supplier Item Price Type
  2. Access the
    Maintain External Search Provider
     task:
    As you complete the task, enter values for these
    Configuration Attributes
     for your external item catalog:
    • Environment
    • Version
    Security:
    Set Up: Procurement
     domain in the Procurement functional area.
  3. Access the
    Maintain Purchase Item Request Types
     task.
    Create a new purchase item request type and select one of or both of these options:
    • Search External Catalog
    • Mass External ID Search
    Security:
    Set Up: Purchase Item Request
     in the Procurement functional area.
  4. (Optional) Access the
    Maintain Item Identifier Type
     task.
    Configure these universal item identifier for corresponding external catalog attributes:
    • Contains Human Tissue
    • Contains Latex
    • Implantable
    • Patient Chargeable
    • Reprocessed
    • Requires Sterilization
    • Single Use
    • Sterile
    Security:
    Set Up: Procurement
     domain in the Procurement functional area.
  5. (Optional) Access the
    Create Supplier Contract Amendment
     task.
    Populate the
    Contract Reference
     field on your supplier contracts with the corresponding contract numbers in your external catalog.
    Security:
    Supplier Contract Amendment Event
     business process in the Supplier Contracts functional area.
  6. (Optional) Configure integrated search to have security groups to review and approve item information. See Configure Integrated Search with Multistep Approval Routing.
Workday displays the
Search External Catalog
 option based on the Purchase Item Request Type you select.
You can search external item catalogs by accessing these tasks:
  • Mass Maintain Purchase Items
  • Request New Purchase Items
Self Service users should initiate the Request New Purchase Items task to enter basic item information, then use enrichment steps on the New Purchase Items Request business process for others users to enter all other necessary item information.