Workflow à Setup à Requests à Request types
You can define the actions information for a request type, which is useful for directing the users in taking actions upon the request type. For example, actions information such as absence for planning allows the user to obtain the overview of absence request type in the planning of a person for reference purpose before creating a request for the person.
To create or modify request types, function right 5 – Create request types, and edit request types without responsible or function right 232 – Edit all request types is required. Users with the General manager and HR roles have the first function right while the latter is reserved for users with the Administrator role.
Note:
The information in this document is based on product update 252.
Keep in mind: All fields with the “!” icon are mandatory.
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 request type and to create another one.
Note: This is available only if you are creating a 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.
Select this check box to define a request of this type as an absence request. will be displayed next to the Person field in the request. When this check box is selected, the request is displayed in the personal planning and is indicated by the color selected at Color under the General tab. Furthermore, requests of this type will be displayed in the calendar of the person as an absence type.
Select this check box to define a request of this type as an “Out of office” request. The person will be indicated as “Out of office” in the system during the start and end date or time after the request is approved. This is useful for requests such as vacation, or sick leave.
Note: If you select the Absence check box, it is advisable to select this check box too.
Select this check box to allow requests of this type to be shown in the personal planning of the person. This can be viewed at HRM à Report à People à Search, click Show to search for a person, click on the corresponding person and Planning in the Monitor section. Different colors can be used to show different types of requests in the planning page.
Select this check box to display next to the Person field in the request. Click this icon to display the calendar of the person.
Select this check box to make the request of this type available in the sales forecast report. A request of this type helps in determining the organization’s expected revenues and lost deals. The sales forecast report can be accessed at Customers à Report à Financial à Forecast. For more information on the sales forecast report, see Overview of sales forecast.
Select this check box to show the requests of this type in the item’s planning. This applies to requests that are linked to items with serial numbers. The request types with this option can be seen in the schedule for items and is useful in determining the availability of the item such as a company car or meeting room. The availability can be checked when creating a request at Workflow à Entry à Requests à Requests: New and is accessed by clicking the Planning icon at the Item field after selecting the item.
Note: The Item field must be available for this to function. For more information, see Creating and modifying request types – Fields tab.
Select this check box so that the assets of the person can be viewed when creating a request. This is done at Workflow à Entry à Requests à Requests: New and is accessed by clicking the Assets icon at the Person field after selecting the person.
Note: The Person field must be available for this to function. For more information, see Creating and modifying request types – Fields tab.
Select this to make the request of this type to be available in the planning overviews. There are three options which include:
This function is currently not available.
Select this check box to link this request to the return to work request. A Return to work button will be available when viewing requests belonging to this request type. This allows people with rights to create return to work requests.
Select this check box to define a request of this type as a service request.
Type the number of hours for the request type to remain in the Open status. The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Type the number of hours for the request type to remain in the Approval status. The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Type the number of hours for the request type to remain in the Realized status. The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Type the number of hours for the request type to be completed from the start until the end (from the Open until the Process status). The request in the workflow exceeding the specified number of hours will be highlighted as overdue.
Select the relevant type of action to be carried out upon the processing of a request of this type. These include:
Select the relevant option to define when additional financial information (such as VAT or Sales tax code) is generated before reaching this status. These include:
This option is not in use since the selection does not influence the outcome of the request type.
Select the appropriate general ledger account where the cost or revenue transactions related to this request type should be recorded depending on the item specified in either the Item 1 or Item 2 field of the request. There can be one of four options available for this.
Click to select an offset general ledger account. This is the ledger account that will hold the payments to be made or received. In most cases, this will either be the main accounts payable or accounts receivable ledger account.
Select the required option to indicate which division the financial entry should be made to. Select Account to have the financial entry carried out to the division of the specified account or Person to have the financial entry carried out to the division of the specified person, both of which refer to the account or person in the request.
Select this check box to set whether VAT should be used in creating the financial entry. If this check box is selected, the user can select a VAT code in the processing phase, and an extra financial entry line will be created to record the VAT to be received or paid.
Select the type of financial transaction the request type is associated with. This will influence the type of financial entry to be made. This will register the transactions for the appropriate financial reports.
Select the type of service activity, which is either Multiple activities or Single activity. The Multiple activities request type allows the service request to support multiple service activities whereby all the data are displayed in different tabs on the Service activity page. The Single activity request type supports only a single service activity whereby all the data are displayed on the service request level.
If Single activity is selected, the following fields will be automatically added under the Fields tab when the request type is saved.
Note: This field is enabled only if the Service check box under the Planning section is selected.
Type or select a division for the service request type.
Type or select an activity type for the service request type.
Select the method of calculating absence balance for the person specified in the request. The available options are:
Select the entitlements buildup calculation method for the person specified in the request. This information is used for automatic calculation of entitlements. The available methods are:
Note: The Basis field must be defined when the Buildup field is defined.
Select the basis of the entitlements calculation when Monthly or Yearly is selected at the Buildup field. This option cannot be changed if there are existing entitlements, as based on this request type, defined on the HRM: Division Entitlements page at HRM à Setup à Schedules à Default work schedule (select the division and click Entitlements) or on the HRM: Person – Entitlements page (click Entitlement in the Monitor section of a personal card).
Define the relevant entitlements with the following options:
Select the increment factor of the entitlements. This field is functional only if Basis is defined.
Define the relevant increment factors with the following options: