Workflow à Setup à Requests à Request types
You can define the flow for a request type, which is useful for directing the people in handling the sequence or the flow of a request from the start of the request till the request is completed.
To define the flow of a request type, function right 5 – Create request types, and edit request types without responsible or function right 232 – Edit all request types is required. By default, users with the General manager and HR roles have the first function right while the latter is reserved for users with the Administrator role.
Notes:
The information in this document is based on product update 251.
Keep in mind: All fields with the “!” are mandatory.
Click this to refresh the list of request types based on the defined criteria.
Click this to create a request type.
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.
Click this to save the request type definition.
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.
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.
Click this to copy the definition from another request type. This is useful if you want to quickly create another request type.
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:
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.
Type or select a security level to allow only users with the same or higher security levels to create this request.
Select the relevant option specify which person can create the request:
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.
Select the relevant option to specify which managers can create the request for the person:
Select the relevant role to allow people with this role to create the request. You can select up to three different roles.
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.
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.
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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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.
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:
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.
Select this check box to allow the creator to edit the request.
Select this check box to allow the approver to edit the request.
Select this check box to allow the person specified in the request to edit the request.
Select this check box to allow everyone to edit the request.
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.
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.
This section defines the process of approving requests of this type.
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.
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.
Select one of the following people groups who can approve the request:
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.
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.
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.
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.
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.
Select any of the following to specify who can take ownership of the request:
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.
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.
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.
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.
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).
This section defines the process of realizing requests of this type.
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.
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.
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:
This section defines the process of processing requests of this type.
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.
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.
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:
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.
Select any of the following people groups that can reopen the completed request:
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.
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.
This section defines the process of rejecting requests of this type.
Select the account type that the account should be updated to when the request reaches this stage in the flow.
This section defines the process of deleting requests of this type.
Select this check box to allow the creator of the request to delete it.
Select this check box to allow the manager of the item linked to the request to delete it.
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.
Select the appropriate level where the corresponding person can delete the request. This is in conjunction with the role selected at Role.