Creating and modifying request types - Flow tab

Refresh

Click this to refresh the list of request types based on the defined criteria.

New

Click this to create a request type.

Category

Click this to create a request category. For more information, see Creating and modifying request category.

The following buttons are available only if you are creating a request type or editing an existing request type.

Save

Click this to save the request type definition.

Delete

Click this to delete the request type. A request type cannot be deleted if there are requests of this type used in the system.

Note: This is available only if you are editing an existing request type.

Save + New

Click this to save the new request type and continue creating a new one.

Note: This is available only if you are creating a new request type.

Copy

Click this to copy the definition from another request type. This is useful if you want to quickly create another request type.

Close

Click this to exit.

This section describes the Flow tab, which displays information such as the flow of processes of a request.

The Flow tab is divided into different sections, namely:

• Who can create a request?
• Who can edit the newly created request?
• Who can approve the request?
• Who can realize the request?
• Who can process the request?
• Who can reopen the request once it is completed?
• Who can reject the request?
• Who can delete the request?

Who can create a request? section

This section defines which person or group of people who can create requests of this type. It also specifies who these request types can be created for.

Note: Be extra careful when selecting the options at the Employees and Managers fields. For example, if No is selected at the Employees field, you will not be able to create requests of this type regardless of the options selected at Managers. If you have selected For: Themselves at the Employees field and No at the Managers field, a manager will still be able to create requests of this type via other access points other than the  New: Request or Request under Create in the left menu.

The definition for Role is independent, therefore for people fulfilled in either Employees or Role will be able to create request of this type.

Security level

Type or select a security level to allow only users with the same or higher security levels to create this request.

Employees

Select the relevant option specify which person can create the request:

• For: Themselves — Select this option to allow people to create requests only for themselves.
• For: All — Select this option to allow anyone to create request for everyone.
• No — Select this option to disallow people from creating requests.

Note: If For: Themselves is selected at Employees, and the Role fields are defined under the Who can create a request? section, the people with the predefined roles can also create the request for other people. Depending on the level of the roles, the people can select other people from the Corporate, Group, Division, Cost center group, or Cost center level.

Managers – For: Subordinates

Select the relevant option to specify which managers can create the request for the person:

• Direct + Indirect — Select this option to allow the person's direct or indirect managers to create the request.
• Direct — Select this option to allow only the person's direct manager to create the request.
• No — Select this option to disallow any manager from creating the request. However, depending on the option selected at Employees, a manager will still be able to create requests of this type via other access points, such as the subordinate's planning page.

Role

Select the relevant role to allow people with this role to create the request. You can select up to three different roles.

Level

Select the relevant level for the corresponding role that was defined at Role. This will allow people with the defined role of the same level or higher to create the request.

Next: Account (Type)

Select the account type that the account should be upgraded to when the request reaches this stage in the flow.

Note: The request must have an account defined for this function to work. Should the current account type be higher than the one defined here, the account will not be downgraded.

Next: Account (Status)

Select the status that account should be converted to when the request reaches this stage in the flow. This is used in conjunction with Next: Account (Type).

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 Who can edit the newly created request? section

This section defines who can edit requests of this type after it has been created and the status is still Open. A request with the status Open means it has just been created and submitted and is now waiting for the second stage in the pre-defined process.

Step action term

This field displays the action term for requests of this type. The default action term is Create. Click  to rename the request type action. For more information, see Creating and maintaining terming request step action and status.  

Note:

• The renamed request type action term will be displayed as an option only at Action and Action: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search if you have selected the request type at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.  

Step status term

This field displays the status term for requests of this type. The default status term is Open. Click  to rename the request type status. For more information, see Creating and maintaining terming request step action and status.  

Note:

• The renamed request type status term will be displayed as an option only at Status and Status: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search if you have selected the request type at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.

Creator

Select this check box to allow the creator to edit the request.

Approver

Select this check box to allow the approver to edit the request.

Person

Select this check box to allow the person specified in the request to edit the request.

Everyone

Select this check box to allow everyone to edit the request.

Role

Select a role to allow people of that role, depending on the level/division of that role, to edit the request. If the role is defined, the Level/Division field also must be defined.

Level / Division

Select the appropriate level and division where the corresponding person can edit the request. This is in conjunction with the role selected at Role. When a role is selected, the person is compared with the role and the role level defined in this field. It will also be compared with the option selected at Division on whether the person is the same division as the selected option. For instance, if Account is selected at Division, people of the account’s division can edit the request.

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Who can approve the request? section

This section defines the process of approving requests of this type.

Step action term

This field displays the action term for requests of this type. The default action term is Approve. Click  to rename the request type action. For more information, see Creating and maintaining terming request step action and status.  

Note:

• The renamed request type action term will be displayed as an option only at Action and Action: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search if you have selected the request type at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.

Step status term

This field displays the status term for requests of this type. The default status term is Approved. Click  to rename the request type status. For more information, see Creating and maintaining terming request step action and status.

Note:

• The renamed request type status term will be displayed as an option only at Status and Status: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search. Also, the Approved (default) field name will be replaced by the renamed status term when the request type is selected at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.

Person

Select one of the following people groups who can approve the request:

• Blank– Select this option so that the request does not need approval.
• Person– Select this option to allow the person specified in the request to approve the request. The Person field must be defined for this to function.
• Creator – Select this option to allow the creator of the request to approve it.
• Manager: Person– Select this option to allow the manager of the person specified in the request to approve it. The Person field must be defined for this to function.
• Manager: Item – Select this option to allow the manager of the item specified in the request to approve it. The Item field must be defined for this to function.
• Manager: Creator – Select this option to allow the manager of the request creator to approve it.
• Manager: Account – Select this option to allow the manager of the account to approve it. The Account field must be defined for this to function.
• Manager: Project – Select this option to allow the manager of the project to approve it. The Project field must be defined for this to function.
• Members: Project – Select this option to allow members of a project to approve it. The Project field must be defined for this to function.

Purchase limit

Select this check box to determine whether the amount of the request is less than the purchase limit of the approver of the request. If the amount is higher than the purchase limit, the request will be sent to the approver’s manager for approval. If the amount in the request is still higher than the approver manager’s purchase limit, it will be sent to the next manager until an approver with a purchase limit that is high enough is able to approve the request. A remark will be automatically created for the initial approver when this happens.

Note: The Amount field in the request must be defined for this to function.

Role

Select a role to allow people of that role, depending on the level/division of that role, to approve the request. If the role is defined, the Level/Division field also must be defined.

Level/Division

Select the appropriate level and division where the corresponding person can approve the request. This is in conjunction with the role selected at Role. When a role is selected, the person is compared with the role and the role level defined in this field. It will also be compared with the option selected at Division on whether the person is the same division as the selected option. For instance, if Item is selected at Division, people of the item’s division can approve the request.

Approved: Inform – Creator

Select this check box to automatically inform the creator when the request is approved. The request will appear in the workflow of the creator to notify the creator that the request has been approved. Apart from that, it will also appear in the workflow of the next actor who is supposed to handle it.

Rejected: Inform – Creator

Select this check box to automatically inform the creator when the request is rejected. The request will appear in the workflow of the creator to notify the creator that the request has been rejected. If possible, the creator can resubmit the request after amendments are made.

Assume: Ownership

Select any of the following to specify who can take ownership of the request:

• No – Select this option to disallow ownership of the request by anyone.
• Current – Select this option to allow the approver to take ownership of the request. If there is more than one approver, for instance in the event of a role, any one of the approvers can take ownership.
• Subordinates – Select this option to allow subordinates of the approver to take ownership of the request.
• Cost center – Select this option to allow people of the approver’s cost center to take ownership of the request.
• Cost center group – Select this option to allow people of the approver’s cost center group to take ownership of the request.
• Division – Select this option to allow people of the approver’s division to take ownership of the request.
• Group – Select this option to allow people of the approver’s group to take ownership of the request.
• Everyone – Select this option to allow people to take ownership of the request.

Assign: Remark

Select the relevant option to specify who can be asked to provide a remark to the request. The options available are the same as in the Assume: Ownership field.

Assign: Ownership

Select the relevant option to specify to whom the approver can assign ownership of the request to. The options available are the same as in the Assume: Ownership field.

Approve automatically if no approver defined

Select this check box to have the request approved automatically in the event where no approver has been defined. This happens the Person field is left blank or when there are no available people with approval rights in the defined Person field.

Next: Account (Type)

Select the account type that the account should be upgraded to when the request reaches this stage in the flow.

Note: The request must have an account specified for this function to work. Should the current account type be higher than the one defined here, the account will not be downgraded.

Next: Account (Status)

Select the status that the account should be converted to when the request reaches this stage in the flow. This is used in conjunction with Next: Account (Type).

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Who can realize the request? section

This section defines the process of realizing requests of this type.

Step action term

This field displays the action term for requests of this type. The default action term is Realize. Click  to rename the request type action. For more information, see Creating and maintaining terming request step action and status.  

Note:

• The renamed request type action term will be displayed as an option only at Action and Action: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search if you have selected the request type at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.

Step status term

This field displays the status term for requests of this type. The default status term is Realized. Click  to rename the request type status. For more information, see Creating and maintaining terming request step action and status.  

Note:

• The renamed request type status term will be displayed as an option only at Status and Status: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search. Also, the Realized (default) field name will be replaced by the renamed status term if you have selected the request type at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.

The functions of the fields in this section are similar to those in the Who can approve the request? section. The only differences are as follows:

• Person field: Empty – Instead of No, this option is available. Select this option so that the request need not be realized by a person. However, it can still be realized by people of a role. This is defined at Role.
• Person field: Everyone – Select this option to allow people to realize the request.

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Who can process the request? section

This section defines the process of processing requests of this type.

Step action term

This field displays the action term for requests of this type. The default action term is Process. Click  to rename the request type action. For more information, see Creating and maintaining terming request step action and status.  

Note:

• The renamed request type action term will be displayed as an option only at Action and Action: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search if you have selected the request type at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.

Step status term

This field displays the status term for requests of this type. The default status term is Processed. Click  to rename the request type status. For more information, see Creating and maintaining terming request step action and status.  

Note:

• The renamed request type status term will be displayed only as an option at Status and Status: Exclude under the Workflow section on the Workflow: Search - Requests page via Workflow à Reports à Requests à Search. Also, the Processed (default) field name will be replaced by the renamed status term when the request type is selected at Type under the Request section. For more information, see Searching for requests.
• The change will also be reflected in the workflow steps when you create a request or view the pivot analysis of this request type.
• Currently, the change is not available on the Workflow and Requests pages.

The functions of the fields in this section are similar to those in the Who can realize the request? section. The only difference is as follows:

• Person field: There is no Everyone option.

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Who can reopen the request once it is completed? section

This section defines the process of reopening completed requests of this type. A completed request is defined as a request that have reached the final stage according to the pre-defined process and no further action is required.

Reopen

Select any of the following people groups that can reopen the completed request:

• No – Select this option so that the request cannot be reopened. However, if a role is defined in the Role field, anyone with the role will be able to reopen the request.
• Last – Select this option to allow the last person who acted on the request to reopen it.
• Everyone – Select this option to allow people to reopen it.
• Creator – Select this option to allow the creator of the request to reopen it.
• Manager: Person – Select this option to allow the manager of the person specified in the request to reopen it. The Person field must be defined for this to function.
• Manager: Item – Select this option to allow the manager of the item specified in the request to reopen it. The Item field must be defined for this to function.
• Manager: Creator – Select this option to allow the manager of the request creator to reopen it.
• Manager: Account – Select this option to allow the manager of the account to reopen it. The Account field must be defined for this to function.
• Manager: Project – Select this option to allow the manager of the project to reopen it. The Project field must be defined for this to function.

Role

Select a role to allow people of that role, depending on the level/division of that role, to reopen the request. If the role is defined, the Level/Division field also must be defined.

Level/Division

Select the appropriate level and division where the corresponding person can reopen the request. This is in conjunction with the role selected at Role. The function of this field is the same as in the Edit (Open) section.

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Who can reject the request? section

This section defines the process of rejecting requests of this type.

Next: Account (Type)

Select the account type that the account should be updated to when the request reaches this stage in the flow.

Note: The request must have an account specified for this function to work. Should the current account type be higher than the one defined here, the account will not be downgraded.

Next: Account (Status)

Select the status that the account should be converted to when the request reaches this stage in the flow. This is used in conjunction with Next: Account (Type).

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Who can delete the request? Section

This section defines the process of deleting requests of this type.

Creator

Select this check box to allow the creator of the request to delete it.

Manager: Item

Select this check box to allow the manager of the item linked to the request to delete it.

Role

Select a role to allow people of that role, depending on the level of that role, to delete the request. If the role is defined, the Level field also must be defined.

Level

Select the appropriate level where the corresponding person can delete the request. This is in conjunction with the role selected at Role.

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