How to use My Requests?
What is the Request Module?
The request module allows tracking all types of requisitions inside an agency. Our recommendation is to use this module for simple requests that require no approval or at the most one approver.
Requests can be easily seen in the Request Tab or Request Search screen. Requests that are assigned to a specific employee can be easily viewed and updated from the My Requests screen, which will be in orange with the number of pending requests on the My STAC screen.
The system can email the related employees when a request is created, approved, and/or completed!
For requests that must be submitted to a list of approvers, users should use the Assignment Workflow.
Different ways to use the Request Module?
Before we start looking at the screens, there are a few points worth mentioning: Approval process and Assignees.
Requests can be configured to go directly to the assignee or have an approver before it is submitted to the assignee.
Most requests do not require an approver and are sent directly to the assignee.
Requests that require an approver have a different process.
The second item that is important to explain is the assignee and two different models can be used: Assigning a request to an individual or a profile.
Assigning items to an individual is, generally speaking, more efficient because it allows the system to email the assignee and to use the My Requests screen where all pending requests assigned to a user are listed.
When requests are assigned to a profile, the assignees need to use the Request Search screen to find the pending requests for a specific profile. At first glance, this option does not seem to be as efficient, but it is helpful to handle situations where users in a group are covering the work for each other.
Where can Requests be viewed and updated?
When using the assignee, be sure to configure the request type to enforce assigning an office employee.
Requests can be viewed and updated from the following screens:
- Request Tab
- Request Search
- My Requests
How to use Requests?
What is Internal Status for Requests?
The internal status does NOT replace or relate to the Request Status; they are separate things. Internal request status is controlled by STAC and the Request Status is controlled by user.
| Internal Status | Description |
|---|---|
| Pending Completion | Request does not require approval and has not yet been completed |
| Pending Approval | Request requires approval and it is still pending/has not been approved yet |
| Approved - Waiting Completion | Request was approved and is waiting to be completed |
| Declined | Request was declined on the approval process and is closed |
| Completed | Request was completed |
How are requests reassigned?
Requests configured to Assign to a Relationship, will automatically be reassigned when a new relationship is added that matches the Assign to relationship configuration.
For example, If the Request is configured to add an Investigator, and we add the request with Investigator A, if someone adds another Investigator (B) to the case, this new investigator (investigator B) will be assigned to the Request going forward.
In order for the reassignment to work properly, there are a few validations that are worth mentioning:
- The relationship in the Relationship Assign to field must not allow multiples and they must also allow reassignment. (These settings are controlled in the Relationship Type Code Table)
- The Request must be pending. (If the Request was completed or declined, the Request will NOT be reassigned)
- The Request must have a Relationship Assign To in order for the reassignment to work. (If the Request is configured to Assign to a Directory, then the Request will NOT be reassigned)
- The new directory must be active and related to a user in order for the request to be reassigned. (If the Request Type requires an employee assignee, the directory type from the directory must have the Employee checked)Updating/editing the relationship will NOT invoke the reassignment process. The only way to invoke the reassignment process is by Adding a new relationship that matches the “Relationship assign to” field. If users attempt to edit the current relationship to the new person, the Request will NOT be reassigned.
Updating/Completing Requests
It is important to understand that if the user is updating a single request, the Results, Hours, Status, and Date Ordered will be pre-populated on the screen when completing a single record at a time.
When we confirm and move onto the next step, we will see the Complete screen where the users can edit/append to the Request Results, Hours, Dt Ordered, and Status.
When completing multiple requests at one time, users will see a warning before moving onto the next screen, the error is highlighted below: “There is information in the “Results” field, and it will be lost on the selected Requests:"
Request Tab
The request tab displays all requests related to the selected case. From this screen, users can add, edit, delete requests, and mark requests as Completed.
A few of the available fields worth mentioning are:
| Field | Description |
|---|---|
| Date Requested | This is the date when the request was made |
| Request Type | Type of request |
| Request Subtype | Subtype of request |
| Related Name | The entity related to the request. For example, if users are requesting records of a witness, this would be the witness's name |
| Dt Needed | Deadline to complete the request |
| Assigned to | This is the employee assigned to complete the request. The Assignee must be related to an active Username. The system can be preconfigured to automatically add the assigned individual based on the relationship type |
| Requestor Name | Employee who made the request |
| Request Status | Indicates the current status of the request (controlled by the user) |
| Dt Completed | Is the date the request was closed |
| Internal Request Status | Indicates the current status based on the actions that the user can do, this is controlled by STAC |
| Approver reason | Indicates the approve/decline comment, when an Approver either approves or declines the Request. To see if the request was approved or declined, please refer to the internal request status |
Add a new request
Users can add a new request by going to the Request Tab. Requests can also be automatically created through triggers.
Adding a request is very simple. The system automatically defaults the Requestor field to the user adding the request. The Assigned To and the Request Status can be automatically set based on the request type configuration.
How to use My Requests Screen?
When there are pending requests to be completed by a specific employee, the system turns on the My STAC menu and the My Requests will be orange and show the number of requests that are pending.
The My Requests screen is controlled by the Show filter, Users can filter to see their Pending Approvals, Pending Completions, and the requests they already approved.
By default, when a user goes into My Requests the Show filter will be on My Pending Completions screen.
My Pending Completion
From the My Pending Completion screen, users can see all pending requests assigned to them, and they can update the progress of each request.
Many requests do not require a lot of updating, but if they do, users can use the Result/Notes field and the Request Status to update the record to allow both themselves and the requestor to follow the progress of each request.
The options available on this screen are:
- Update a Request
- Complete a Request
- Open the selected cases (Right click Menu)
My Pending Approval
From the My Pending Approval, approvers can see all the requests waiting for their approval.
When a request is being approved or declined, there is a screen for the approver to enter a reason for that action.
That action/comment when a Request is approved or rejected can be displayed on the Request tab by adding the Approver Reason field to the screen.
There are 3 additional options for the approvers:
- Approve
- Decline
- Undo Approval
- Open the selected cases (Right click Menu)
The system can be configured to send emails to the requestor and the assignee when requests are declined or approved
My Approvals
From the My Approvals, approvers can see all the requests they approved.
There are 2 options for the approvers:
- Update Request
- Undo Approval
- Open the selected cases (Right click Menu)
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