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 to specify which resource can create the request:

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

Managers

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

• Direct + Indirect — Select this to allow the resource’s direct or indirect managers to create the request.
• Direct — Select this to allow only the resource’s direct manager to create the request.
• No — Select this to disallow any manager from creating the request.

Role

Select the relevant role to allow resources 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 resources 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).

Edit (Open) 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.

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.

Resource

Select this check box to allow the resource 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 resources 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 resource can edit the request. This is in conjunction with the role selected at Role. When a role is selected, the resource 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 resource is the same division as the selected option. For instance, if Account is selected at Division, resources of the account’s division can edit the request.

Approve section

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

Resource

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

• No – Select this so that the request does not need approval.
• Resource – Select this to allow the resource specified in the request to approve the request. The Resource field must be defined for this to function.
• Creator – Select this to allow the creator of the request to approve it.
• Manager: Resource – Select this to allow the manager of the resource specified in the request to approve it. The Resource field must be defined for this to function.
• Manager: Item – Select this 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 to allow the manager of the request creator to approve it.
• Manager: Account – Select this to allow the manager of the account to approve it. The Account field must be defined for this to function.
• Manager: Project – Select this to allow the manager of the project to approve it. The Project field must be defined for this to function.
• Members: Project – Select this 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 resources 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 resource can approve the request. This is in conjunction with the role selected at Role. When a role is selected, the resource 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 resource is the same division as the selected option. For instance, if Item is selected at Division, resources 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 to disallow ownership of the request by anyone.
• Current – Select this 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 to allow subordinates of the approver to take ownership of the request.
• Cost center – Select this to allow resources of the approver’s cost center to take ownership of the request.
• Cost center group – Select this to allow resources of the approver’s cost center group to take ownership of the request.
• Division – Select this to allow resources of the approver’s division to take ownership of the request.
• Group – Select this to allow resources of the approver’s group to take ownership of the request.
• Everyone – Select this to allow all resources 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 when No is selected at the Resource field or when there are no available resources with approval rights in the defined Resource 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).

Realize section

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

The functions of the fields in this section are similar to those in the Approve section. The only differences are as follows:

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

Process section

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

The functions of the fields in this section are similar to those in the Realize section. The only differences are as follows:

• Resource field: There is no Everyone option.

Reopen (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 resource groups that can reopen the completed request:

• No – Select this so that the request cannot be reopened.
• Last – Select this to allow the last resource who acted on the request to reopen it.
• Everyone – Select this to allow all resources to reopen it.
• Creator – Select this to allow the creator of the request to reopen it.
• Manager: Resource – Select this to allow the manager of the resource specified in the request to reopen it. The Resource field must be defined for this to function.
• Manager: Item – Select this 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 to allow the manager of the request creator to reopen it.
• Manager: Account – Select this to allow the manager of the account to reopen it. The Account field must be defined for this to function.
• Manager: Project – Select this 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 resources 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 resource 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.

Reject 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).

Delete 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 resources 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 resource can delete the request. This is in conjunction with the role selected at Role.

Related document

• Customizing Request Type Fields (Main Document)
• Creating and Modifying Request Types – General Tab
• Creating and Modifying Request Types – Fields Tab
• Creating and Modifying Request Types – Actions Tab