Making a Request (Article)

Sometimes, someone in your organization may need to submit a request to procure goods or services. The Request feature enables this in a streamlined and visible way. To make a request, click Projects from the top menu bar, then Requests:

To start a new Request, click Add Request:

Note: the position and size of the cards are responsive and may appear differently depending on screen size, resolution, etc.

Now you can start filling out the specifics of your request.

Note: required fields will be notated with an asterisk*.

Start by providing an overview of your request, including the Title and Purchase Type (Good/Service, Public Works, Other). You can also fill out a description of your Request to give the approver more information:

Then, provide additional information about the Requestor and Department. By default, the person who creates the Request is initially listed as the Requestor, but this can be changed to someone else. The Department also defaults to the department of the person who created the request, but it can also be changed:

You can then choose the pertinent categories for your request by using the search option and checking the box to the left of the categories you wish to choose:

Move through the rest of your request, filling out any additional Scheduling and Budget information, as well as Attachments you may wish to share (quotes, estimates, line items, etc.):

You can then select your Approver and any other Stakeholders who should be made aware of the request. Select the approver or stakeholder from the drop-down menu:

Note: There can only be one approver, but there is no limit on stakeholders.

Once you have finished those areas, move on to the Scope of Work:

Here, you have the option to free-type or copy/paste your Scope of Work, or you may choose to use the Scope Generator tool. To use the tool, click Generate:

Put in some information about your project. Details are helpful but not required. Once you are ready, click Generate:

A scope will be generated. If this scope meets your needs, click Insert:

If you’d like to make changes, type your changes in the top box and click Generate again. This will create a second scope and preserve your first scope. You can toggle between the scopes by using the forward and back arrows:

Once you’ve inserted your generated Scope into the Scope of Work, it will look like this:

Once your Request is complete, click Save (you can also save the draft at any time throughout the process):

Once you save, a new card called Activity will appear. Think of this as an audit trail for your request:

If you are ready to submit the request, click Submit. If you aren’t ready to submit, you can return to the request at any time and click Edit:

Once you’ve submitted your Request, several options will appear, depending on the permission set assigned to you:

If you need to make changes to your Request, click Revert to Draft. You can also Archive your request at any time.

The other options noted in the top menu bar above are discussed in the Responding to a Request as an Approver article.

Sometimes, you may need to Reassign the approval of your request. To do this, click Reassign and follow the steps to choose a new approver.

Admin Settings for Requests

Responding to a Request as an Approver