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Digital Order Workflow
What Is Order Workflow?
Order Workflow is a a self-service capability to monitor and allow greater control over online spend at the transaction level, providing customizable configuration options for customers with complex, hierarchical, review and approval processes. Whether opting for a streamlined, single-tier or a more intricate multi-tier set-up, this feature provides the adaptability and control customers need.
How Does Order Workflow Work?
Order Workflow automates the monitoring of orders by setting financial thresholds that determine which transactions need review before final approval. It streamlines the approval process by notifying relevant parties, such as purchasers and approvers, about the status changes of an order, ensuring that spending is kept within the set tiers. Additional information can be found in the tables below regarding User Roles, the Workflow set-up options, review method, and the communications initiated by the system.
Step-By-Step Guides FAQSSchedule Of Communications
HD Supply provides automatic notifications at each stage of the review process, keeping stakeholders informed about the progress of their orders and any actions required. Please Note: Only the Approvers who are currently responsible for reviewing the order will receive a notification. Future Tier or Group Approvers will receive the notification when it is their turn to review.
Method:
Email, inbox notification, and push notification (if configured)
Timing:
Immediately after Purchaser checks-out
Description:
Order is Pending Review.
Method:
Email, inbox notification, and push notification (if configured)
Timing:
3 days from the original order date
Description:
Reminder.
Method:
Email, inbox notification, and push notification (if configured)
Timing:
5 days
Description:
Your order has Expired.
Method:
Email, inbox notification, and push notification (if configured)
Timing:
Immediately after Approver dispositions order
Description:
Your order has been Approved, Rejected, or Modified.
Method:
Email, inbox notification, and push notification (if configured)
Timing:
Immediately after Purchaser checks out to eligible approvers
Description:
You have an order pending review
Method:
Email, inbox notification, and push notification (if configured)
Timing:
3 days from the original order date to all eligible approvers
Description:
You have not taken an action on an order after 3 days.
Method:
Email, inbox notification, and push notification (if configured)
Timing:
5 days
Description:
You have not taken action on an order within the allotted time frame. The order has Expired.
User Roles
User roles for order workflow determine the level of access, responsibilities, and decision-making authority, ensuring a structured and secure process.
| Role | Responsibility | Order Visibility |
|---|---|---|
| Buyer | Purchasing | This user can view all pending orders that they placed for the account they are currently logged into. |
| Web Administrator | Setting up and managing the workflow settings in addition to the capabilities of a buyer | This user can view all pending orders for all the accounts they have access to. |
| Buyer/Approver | In addition to purchasing responsible for reviewing orders within their designated range | This user can view all orders for which they are designated as approvers across all accounts to which they have access. However, for orders that they have personally placed but cannot review, they will only be able to view such orders within the account they are currently logged into. |
| Web Administrator/Approver | In addition to setting up and managing the workflow settings they are responsible for reviewing orders within their designated range | This user will have visibility into all orders across all accounts they have access to, with actions available on the orders for which they are eligible to approve. For orders that they cannot approve currently, the last column will display the text "Pending Review?. |
3 Easy Workflow Setup Options
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Single Tier With 1 Group Of Approvers Click To Learn More › |
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Single Tier With Multiple Groups Of Approvers Click To Learn More › |
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Multiple Tiers With Specific Ranges And Approvers Click To Learn More › |
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Step-By-Step Video Guides
How To Set Up Single Tier With 1 Group Of Approvers
Show The Step-By-Step Process
Turn Toggle Status On
1. In order to begin the configuration process, move the Workflow Slider from “Off” to “On”
Note: The toggle will now show as "On" and the fields will enable
Configure Tier
2. Enter a dollar amount in the “Minimum Order Amount” field ($0.00 is defaulted)
3. In the Eligible Users table, use the search field or scroll bar to find desired User to be added in the Approvers table
4. Click “Add approver” to move desired user to the Approvers table
5. After all desired users have been added click the “Next Step” button
Utilize Workflow Simulator
Once Workflow setup in complete, users can verify it is working as expected with the Workflow simulator feature
6. Enter sample order amount
7. Click “Check” button
8. Click “Apply” if desired Workflow Settings are configured
Apply Workflow Settings
9. Click “Apply” on the confirmation modal
Note: Settings will immediately apply to future orders
Confirm Workflow Is Enabled
No action required. Verify Workflow status is set to ‘Enabled” on the Order Approval Workflow Landing page.
How To Set Up Single Tier With Multiple Groups Of Approvers
Show The Step-By-Step Process
Turn Toggle Status On
1. In order to begin the configuration process, move the Workflow Slider from “Off” to “On”
Note: The toggle will now show as "On" and the fields will enable
Configure Tier
2. Enter a dollar amount in the “Minimum Order Amount” field ($0.00 is defaulted)
3. In the Eligible Users table, use the search field or scroll bar to find desired User to be added in the Approvers table
4. Click “Add approver” to move desired user to the Approvers table
Add Approver Group
5. After all desired users have been added to the first approver group click “Add Approver Group” button
6. In the Eligible Users table, use the search field or scroll bar to find desired User to be added to the next group of approvers
7. Click “Add approver” to move desired user to the Approvers table
Note:
Repeat Steps 5-7 until the desired amount of additional approver groups have been created (maximum of 4 Approver Groups)
Review Approver Groups
8. Click "Next Step" button
Utilize Workflow Simulator
Once Workflow setup in complete, users can verify it is working as expected with the Workflow simulator feature.
9. Enter sample order amount
10. Click “Check” button
Note: Repeat as many times as you need
11. Click “Apply” once desired Workflow Settings are configured
Apply Workflow Settings
12. Click “Apply” on the confirmation modal
Note: Settings will immediately apply to future orders
Confirm Workflow Is Enabled
No action required. Verify Workflow status is set to ‘Enabled” on the Order Approval Workflow Landing page.
How To Set Up Multiple Tiers With Specific Ranges And Approvers
Show The Step-By-Step Process
Turn Toggle Status On
1. In order to begin the configuration process, move the Workflow Slider from “Off” to “On”
Note: The toggle will now show as "On" and the fields will enable
Configure Tiers
2. Enter a dollar amount in the “Minimum Order Amount” field ($0.00 is defaulted)
• Maximum Order Amount defaults based on order minimum amount no manual entry allowed
• "No max" indicates that there is no predetermined upper limit
3. In the Eligible Users table, use the search field or scroll bar to find desired User to be added in the Approvers table
4. Click “Add approver” to move desired user to the Approvers table
5. After all desired users have been added click “Add Tier” button
Note:
Repeat Steps 2-5 until the desired amount tiers have been created (maximum of 4 Tiers)
Review Tiers
6. Click "Next Step" button
Choose Workflow Method
7. Choose between the workflow methods:
• “Requires a single from one of the eligible tiers. (Default)”
OR
• “Requires a review from each of the eligible tiers or groups in sequence”
8. Click "Next Step" button
Utilize Workflow Simulator
Once Workflow setup in complete, users can verify it is working as expected with the Workflow simulator feature.
9. Enter sample order amount
10. Click “Check” button
Note: Repeat as many times as you need
11. Click “Apply” once desired Workflow Settings are configured
Example shown is for the Default Workflow Method.
Apply Workflow Settings
12. Click “Apply” on the confirmation modal
Note: Settings will immediately apply to future orders
Confirm Workflow Is Enabled
No action required. Verify Workflow status is set to ‘Enabled” on the Order Approval Workflow Landing page.
Pending Order And Post Order Review
Show The Pending Order List View Step-By-Step
Non-Approver Single Account Dashboard View
View all Pending Orders on the account you are logged into as a single account user.
1. To view the Pending Order Detail Page of an order, click on the row of the order that you would like to view
• Buyer will only see orders that they have placed
• Admins will see all pending orders
Admins & Approvers With Access To Multiple Accounts: Dashboard View
No Activity Required, Admin will view pending orders across all accounts they have access to at default.
User can utilize the filter to select a single account to view pending orders for.
Approver View: Pending Orders Dashboard
• View Pending Orders that are in the Workflow of the account that you are an Approver
• Identify the order that you would like to take action on
3 Scenarios Can Happen:
• Order is Approved and sent for processing
• Order is Approved and Needs Additional Review prior to processing
• Order is Rejected and not sent for processing
Pending Order List: Approve Order
1. Click the “Approve” button on the order that should be approved
See “Approved” button change to green. Orders with final review and no longer pending will be removed from the dashboard.
Order Is Pending Additional Review
In the event that the order is still pending additional review from an upper tier or group.
No Action Required, the order is “Pending Additional Review” and will remain on the Pending Orders Dashboard.
Pending Order List: Reject Order
1. Click the “Reject” button on the order that should be rejected
2. Approver receiving reject modal is required to provide a reason explaining why the current order is being rejected
3. Click “Reject” button to reject the order; The order will be removed from the dashboard
Note: Click “Cancel” or “X” button to return to Pending Order Details Page of the current order.
Show The Pending Order Detail View Step-By-Step
Pending Order Detail Page: Buyer/Admin View
No action available; the buyer/admin can only view details about the pending order.
Note: Order review progression and status is visible based on the workflow settings in place for that order.
Pending Order Detail Page: Approver View
View details about the pending order with the ability to take approve, reject, or modify action
Note:
• Order review progression and status are visible based on the workflow settings in place for that order
• The Approver can add/change PO number originally submitted without taking order review action
Pending Order Detail Page: Approve Order
1. Click "Approve"
Pending Order Detail Page: Approve Reason Modal
2. Approver has the option to provide a reason in the text box explaining why the current order is being approved
3. Click “Approve” button to approve the order
Note: Click “Cancel” or “X” button to return to Pending Order Details Page of the current order that will remain in Pending Review Status
Pending Order Detail Page: Approve Confirmation Modal
Final Review:
Modal #1: View the modal that confirms that the order has been approved and sent over for processing. (Final review complete)
4. Click the “View All Pending Orders” button or "X" to navigate to the Pending Orders Tab
Additional Review Required:
Modal #2: View the modal that confirms that the order has been reviewed but additional reviews are still required.
4. Click the “View All Pending Orders” button or "X" to navigate to the Pending Orders Tab
Pending Order Detail Page: Reject Order
1. Click "Reject"
Pending Order Detail Page: Reject Reason Modal
2. Approver is required to provide a reason in the text box explaining why the current order is being rejected
3. Click “Reject” button to reject the order
Note: Click “Cancel” or “X” button to return to Pending Order Details Page of the current order that will remain in Pending Review Status
Pending Order Detail Page: Reject Confirmation Modal
View modal that confirms the order has successfully been rejected
4. Click the “View All Pending Orders” or "X" button to navigate to the Pending Orders Tab
Pending Order Detail Page: Modify Order
1. Click the "Modify Order" link
Pending Order Detail Page: Modify Order Modal
2. Select “Merge my cart with items from this order.”
OR
Select “Replace my cart with items from this order.”
3. Approver must provide a reason why the order was modified
4. Click “Confirm” button to continue to modify order
The items from the pending order are transferred to the Approver's cart and the Approver is then sent to the cart to place a new order once desired edits are completed.
Original Order is rejected.
Note: In the event the order being modified is for an account that the approver is not currently logged into the approver will see a warning that they will be logged into the account that the order is for upon navigation to the cart and logged out of the current account.
Show The Post Order Review Step-By-Step
Order History
Once the order is no longer pending it will be available to view on Order History.
1. To select an Order to view, click on the row to view the Order History Detail Page
Order History Detail Page: Approved Orders
All users can view the final approved workflow review status outcome along with the reasons provided by the previous tiers that made a review.
• Visibility only, no action required
• Items can be added to cart for a new order
Order History Detail Page: Rejected Orders
All users can view the final rejected workflow review status outcome along with the reasons provided by the previous tiers that made a review
• Visibility only, no action required
• Items can be added to cart for a new order
Order History Detail Page: Rejected Due To Modified Order
All users can view the final rejected due to modification workflow review status outcome along with the reasons provided by the previous tiers that made a review
• Visibility only, no action required
• To identify if an order was rejected because of a modify action there will be static text advising below the review status
• Items can be added to cart for a new order
Order History Detail Page: Expired Orders
All users can view the final expired workflow review status outcome along with the reasons provided by the previous tiers that made a review
• Visibility only, no action required
• Expired orders have static text below the order review status as an indicator as to why an order would expire
• Items can be added to cart for a new order
Frequently Asked Questions
What is Order Workflow?
A feature that provides customers with the capability to monitor and control spend at a per-transaction level.
Does Order Workflow apply to all orders?
No, it only applies to orders placed on the HD Supply Website. Orders placed through other channels will not be subjected to the Online Order Workflow.
What is an Administrator?
In terms of Order Workflow, an Administrator is a user responsible for enabling the Order Workflow by choosing the threshold value (order limit) and selecting at least one Approver.
What is a Purchaser?
A user who places an order. A Buyer.
What is an Approver?
An Approver is chosen to review any transaction equal to or in excess of the workflow threshold.
Is an Administrator also an Approver?
Administrators are not Approvers by default. A specific Administrator may be assigned approval privileges.
Do all accounts have an Administrator?
No, you can view the "Users Page" in My Account to see what roles all the users have on your account.
If my account doesn't have an Administrator, how can I add one?
If your account does not have an Administrator, please email FMAccountServices@hdsupply.com to set up the first Administrator on the account. Email must contain customer's First Name, Last Name, Email Address, Job Title, and Account Number.
What is an Order Threshold?
An amount specified by your company Administrators. All orders are compared to this value. Orders equal to or more than the amount will require review for an approval.
Can I set up more than one Order Threshold?
No, there is one Order Threshold set that applies to the entire account.
Is an Order Threshold the same thing as a Spending Limit?
Yes, Order Threshold, Spending Limit, and Order Limit are the same thing.
Is the Order Threshold the same for all users?
Yes, all users have the same workflow Order Threshold.
Can Order Workflow be set up to apply to some users but not other users?
The only user who bypasses the Order Threshold not requiring any review process is an Approver.
If I have more than one account, can I copy the workflow settings from this account to my other accounts?
No, each account requires a separate setup.
How does a Purchaser know if an order must be reviewed by an Approver?
The Purchaser is notified on the order confirmation page and via email that the order is pending review. Notifications are also sent to the purchaser if the order is still pending after 3 days. Once the order is reviewed, the Purchaser will receive a new notification.
If I enable Order Workflow and it isn't right for my account, can I turn it off?
Yes, Order Workflow can be easily turned off at any time. From the Order Workflow settings page, move the Status slider to the "Off" position and save your changes.
Where can I find Order Workflow?
Order Workflow is located in the My Account section of the website under the Account category.
I'm looking for Order Workflow, but I don't see it in the location listed. Why not?
The link to Order Workflow is visible to all Administrators.
How do I enable Order Workflow?
Order Workflow can be set up in 4 simple steps:
1. Move the "Status" slider to the right or into the "On" position. This will allow you to configure Order Workflow.
2. Next, set your Order Threshold (Order Limit).
3. After setting the Threshold, select the users you trust to review the orders that exceed the threshold as Approvers.
4. Review your settings and confirm you want to enable Order Workflow.
1. Move the "Status" slider to the right or into the "On" position. This will allow you to configure Order Workflow.
2. Next, set your Order Threshold (Order Limit).
3. After setting the Threshold, select the users you trust to review the orders that exceed the threshold as Approvers.
4. Review your settings and confirm you want to enable Order Workflow.
If I have questions about setup, is there someone who can answer them for me?
Yes, there are a couple of ways you can find answers about workflow setup:
1. Look through the online help. Both FAQs and step-by-step instructions are provided for all of the workflow functions.
2. Call Customer Care for help at 1.877.694.4932.
1. Look through the online help. Both FAQs and step-by-step instructions are provided for all of the workflow functions.
2. Call Customer Care for help at 1.877.694.4932.
Can I set up Order Workflow via the mobile app?
No. Order Workflow cannot currently be set up via the mobile app. It must be set up on the desktop.
Is Order Workflow difficult to set up?
No, Order Workflow is not difficult to set up. For more information, view the answer to the question, "How do I enable Order Workflow?" or follow the Step-by-Step for Order Workflow setup.
If I want to require that all orders are reviewed by an Approver, how do I do that?
Tick the box labeled "All orders require approval". This will set the threshold to $0 for all orders. In turn, this will require that all orders are reviewed by an Approver.
Are any users Approvers by default?
No. You will have to choose the users that you want to approve orders for the account.
How do I set up an Approver?
Navigate to the "Manage Approvers" section. You will see every user in the account in the column labeled "Users on this Account". Select the link labeled "Add as Approver" for all users you want to make approvers. You will see these users move from the column on the left to the column on the right, labeled "Designated Approvers".
Is there a limit to the number of Approvers on my account?
No. You can make every user on your account an Approver. But, be careful. Orders placed by approvers are not subject to review.
Where can I view the workflow settings for my account?
View the answer to the question "Where can I find Order Workflow?".
How do I know who set up or made changes to the workflow?
The Order Approval Workflow Landing Page in My Account will provide the name of the last user to make changes to Order Workflow.
Can I change the setting on Workflow without disabling it?
Yes, you can change the order limit without disabling it. It is possible to adjust the threshold up/down. Approval privileges may be given to any user or removed from any user by an Administrator.
Disabling Order Workflow
How do I disable Order Workflow?
Navigate back to the page to view your workflow settings. Move the Status slider to the left in "Off" mode in order to disable Order Workflow.
What happens to the orders waiting to be approved if I disable Order Workflow?
You cannot disable the Workflow while orders are pending review.
If I enable Order Workflow again, is there any delay?
No, The Workflow will immediately be enabled and any order placed will require review if equal to or over the Order Threshold set. However, please note all orders that were placed prior to enabling that are still processing will not be subject to review.
Will my previous settings be saved if I disable the Workflow?
Yes, the most recent settings will be saved in the disabled mode. Once you turn the toggle back to "On" you may either apply the previous settings or make changes.
Where can I view my order if the Order Workflow settings require it to be reviewed?
All orders that trigger an Order Workflow review are visible on the Pending Orders tab in Order History and Status.
How does a purchaser know their order will be reviewed before it is released for fulfillment?
The Order Confirmation message will notify the Purchaser that their order triggered the review process. The system will also send a notification to notify the Purchaser of the required review. In addition to those communications, a Purchaser can review the Order History Page to review all pending orders.
How does an Approver know they have an order to review?
The system will generate an email to all Approvers on the account to notify them an order is available for their review. If notifications are enabled for their HD Supply App for Android or Apple mobile devices, they will receive a push notification.
How long do approvers have to review an order?
The review process for each order is up to 5 days. After 5 days, the order will be marked as "Expired" and will be cancelled from the system.
How does the Purchaser know the Order was reviewed?
The system will send an email.
What options are Approvers given for a pending Order?
An Approver has three options available to them: Approve an order, Reject an order, or Modify an order.
What can an Approver do from a notification sent by the system to make them aware of an order pending review?
The Approver can view Order Details (product information, grand order total, Purchaser name, order date, & expiration date). The approver can also click Approve or Reject which will navigate them directly to the Pending Order Detail Page.
What is a Pending Order Detail Page?
A Pending Order Detail Page contains order details placed by the purchaser: Spend Order Threshold Limit, Order Number, Purchaser Name, Designated Approvers, Promotions Applied, Order Summary info, Category Spend, Placed On Date by the Purchaser, Order Status is Pending Review, Total Order Charge, Product Order Details, and Shipped To. Approvers will also see Approve, Reject, and Modify buttons that they will utilize to complete their review of the order.
What is the approval process?
1. Click on a pending order to view from the Order History Pending Orders tab.
2. On the Pending Order Detail Page, click the Approve button.
3. On the Approve modal, the Approver may add a reason for approval, but it is not required.
4. Click Approve to receive approval confirmation.
5. Click Cancel to return to the Pending Order Detail Page for review.
6. If you click Confirm to receive approval confirmation, you can click View All Orders to go to the Order History summary page, or View This Order to view that specific order's Order History Detail Page.
2. On the Pending Order Detail Page, click the Approve button.
3. On the Approve modal, the Approver may add a reason for approval, but it is not required.
4. Click Approve to receive approval confirmation.
5. Click Cancel to return to the Pending Order Detail Page for review.
6. If you click Confirm to receive approval confirmation, you can click View All Orders to go to the Order History summary page, or View This Order to view that specific order's Order History Detail Page.
What is the rejection process?
1. Click on a pending order to view from the Order History Pending Orders tab.
2. On the Pending Order Detail Page, click the Reject button.
3. On the Reject Modal, the Approver is required to add a reason for rejection.
4. Click Reject to receive rejection confirmation.
5. Click Cancel to return to the Pending Order Detail Page for review.
6. If you click Confirm to receive rejection confirmation, you can click View All Orders to go to the Order History summary page, or View This Order to view that specific order's Order History Detail Page.
2. On the Pending Order Detail Page, click the Reject button.
3. On the Reject Modal, the Approver is required to add a reason for rejection.
4. Click Reject to receive rejection confirmation.
5. Click Cancel to return to the Pending Order Detail Page for review.
6. If you click Confirm to receive rejection confirmation, you can click View All Orders to go to the Order History summary page, or View This Order to view that specific order's Order History Detail Page.
What is the modification process?
1. Click on a pending order to view from the Order History Pending Orders tab.
2. On the Pending Order Detail Page, click the Modify button.
3. On the Modify modal, the Approver must choose whether they want to merge their cart with the items from the pending order, OR replace the items in the cart with the items from the pending order.
4. The Approver is required to provide a reason for modifying the order.
5. Click Confirm to reject the original order and proceed to the cart to place a new order based on the decision to modify.
6. Click cancel to return to the Pending Order Detail Page for review.
2. On the Pending Order Detail Page, click the Modify button.
3. On the Modify modal, the Approver must choose whether they want to merge their cart with the items from the pending order, OR replace the items in the cart with the items from the pending order.
4. The Approver is required to provide a reason for modifying the order.
5. Click Confirm to reject the original order and proceed to the cart to place a new order based on the decision to modify.
6. Click cancel to return to the Pending Order Detail Page for review.
Is the Approver required to provide a reason?
If the Approver modifies or rejects an order, they are required to provide a reason that is visible to all users on the account. If the order is approved, the Approver can provide a reason, but it is an optional field.
Why would an Approver modify an order?
To add or remove products, add or remove a source code, or change quantities.
Can a PO number be changed after an order is pending review?
Yes, the PO number can be updated prior to approver reviewing the order.
Who can update the PO number?
Only an Approver can update the PO number on an order pending review.
Can I add a source code to a pending order?
No, the Purchaser must add the source code prior to checkout. An Approver can modify the pending order and place a new one to add a source code.
Can I change a source code for a pending order?
No, the Purchaser cannot change a source code once they submit the order. An Approver can modify the pending order and place a new one to change the source code.
Does HD Supply offer price protection for orders entering order workflow?
The price is held for 5 days and the system will honor the price that order has at submission.
Can other Buyers see my pending orders?
No, only the Buyer who placed the order, Administrators, and all Approvers on the account can view the order while pending.
Can I see who the Approvers are for my pending order?
Yes, a list of Approvers are provided on the pending order detail page.
What happens to an order when it is approved?
The order will transition to the Order History Tab on the Order History & Status page. The order date will be the date the Purchaser placed the order. The approval date will also be provided. The order status will update as the order is processed by the system.
What happens to an order when it is rejected?
Rejected Orders are essentially treated as Cancelled Orders, but by the Approver.
Can I see previously rejected orders?
Yes, the orders will transition to the Order History Tab on the Order History & Status page with a Rejected Order Status.
What happens to an order when it is modified?
The original order becomes rejected and the items are added to the Approver's cart to make a new purchase if they choose to. Once in the cart, the Approver can add or remove items, source codes, or change quantities. The Approver can then merge the items with their existing cart, or replace the items in the cart with the items from this order.
If an order is modified, is the Approver required to make a new purchase?
No, the items are added to the Approver's cart, but they are not required to make a new purchase.
Can I see previously modified orders?
Yes, the original order will move to the Order History tab with a rejected order status.
Why are modified orders rejected?
A new order must be placed if an Approver chooses to modify the order.
Will I know the new Order Number for modified orders?
No, we do not link the original order to the new Order Number. The Approver would need to specifically provide the information to the Purchaser, OR you can visit the Order History tab to view the order the Approver placed.
What are expired orders?
Expired orders are orders placed by a Buyer that an Approver did not review and make a decision within the allotted time frame. The order becomes expired and is never sent over for processing.
Can you reactivate an order that has already been dispositioned?
No, a new order must be placed.
Can I see details on a previously dispositioned order pertaining to Workflow?
Yes, on the Order History Detail page for the specific order, you can see the date the order was dispositioned, what the Workflow review decision was, who the Approver was if applicable, and the reason if one was provided.
