Requests

The Requests module provides a comprehensive internal request management system with configurable request types, dynamic form fields, approval workflows, and status tracking. It allows organizations to create custom forms for any type of internal request (leave requests, IT support, expense reimbursements, etc.) and route them through approval processes.

Overview

The Requests module consists of three main components:

1. Request Types: Templates that define the form structure and approval requirements
2. Request Submission: The interface for users to submit new requests
3. Request Management: Viewing, tracking, and approving submitted requests

Accessing Requests

Navigate to Requests from the sidebar to access the request management interface. The page has three tabs:

Tab	Description
New Request	Browse request types and submit new requests
My Requests	View and manage your submitted requests
Pending My Approval	Requests awaiting your approval (if you’re an approver)

Request Types

Request types are the templates that define what information is collected and how requests are processed.

System Templates

The system provides 10 pre-built templates organized by category:

HR Requests:

• Annual Leave Request
• Sick Leave Request
• New Employee Onboarding
• Training Request

IT Requests:

• IT Support Request
• Asset Request

Finance Requests:

• Expense Reimbursement

General Requests:

• Facility Request
• Travel Request
• Document Request

Creating a Request Type

1. Navigate to Settings > Request Types
2. Click + New Request Type or choose from a template
3. Complete the four-step wizard:

Step 1: Basic Information

• Name: A clear, descriptive name
• Description: Explain when to use this request type
• Icon: Choose an icon for visual identification
• Color: Select a color theme

Step 2: Form Builder

Build your form using the drag-and-drop form builder:

Available Field Types:

Field Type	Description
Short Text	Single line text input
Long Text	Multi-line text area
Number	Numeric input
Currency	Money amount with currency
Dropdown	Single selection from options
Multi-Select	Multiple selections from options
Date	Date picker
Date Range	Start and end date picker
User Reference	Select a team member
Entity Reference	Link to account, contact, or deal
File Upload	Upload attachments
URL	Web address input
Phone	Phone number input
Email	Email address input
Checkbox	Yes/No toggle

Field Configuration:

• Label: Display name for the field
• Description: Help text shown to users
• Placeholder: Example text in empty fields
• Required: Whether the field must be filled
• Validation: Min/max length, patterns, etc.
• Default Value: Pre-filled value
• Sections: Group related fields together

Step 3: Approval Configuration

• Requires Approval: Toggle approval workflow on/off
• Approval Workflow: Select from existing workflows or create a new one
• Auto-Approval: Requests without approval requirements are automatically approved

Step 4: Review & Activate

• Review all settings
• Choose to save as draft or activate immediately
• Active request types appear in the “New Request” tab

Request Type Settings

Additional options for request types:

Setting	Description
Allow Drafts	Users can save requests as drafts before submitting
Notify on Submit	Send notifications when requests are submitted
Version Tracking	Track changes to the request type structure

Submitting Requests

Creating a New Request

1. Go to Requests and select the New Request tab
2. Browse available request types by category or search
3. Click on the desired request type card
4. Fill out the form:
   • Title: Give your request a descriptive title
   • Complete all required fields (marked with *)
   • Add any optional information
5. Click Submit to send for approval, or Save Draft to continue later

Form Features

• Required Fields: Marked with an asterisk (*) and must be completed
• Sections: Fields may be grouped into logical sections
• File Uploads: Attach supporting documents
• Entity Links: Reference existing contacts, accounts, or deals
• User Selection: Assign or reference team members

Draft Requests

If the request type allows drafts:

1. Fill out partial information
2. Click Save Draft
3. Return later from My Requests tab
4. Click Edit to continue
5. Submit when ready

Managing Requests

My Requests Tab

View all your submitted requests with:

• Title: Request title
• Type: The request type used
• Status: Current status (Draft, Submitted, Pending Approval, Approved, Rejected)
• Submitted Date: When you submitted the request
• Last Updated: Most recent activity

Actions:

• Click a row to view request details
• Filter by status, type, or date range
• Search by title or reference number

Request Statuses

Status	Description
Draft	Saved but not yet submitted
Submitted	Submitted and awaiting processing
Pending Approval	In the approval workflow
Approved	Approved by all required approvers
Rejected	Rejected by an approver
Completed	Request fulfilled/closed
Cancelled	Cancelled by the requester

Request Detail Page

Click on a request to view its full details:

Request Information:

• Reference number (auto-generated)
• Request type and status
• Submitted date and submitter
• Approval status and history

Form Data:

• All submitted field values
• Toggle “Show All Fields” to see empty fields
• Attachments and linked entities

Actions:

• Edit (if in draft status)
• Cancel (if not yet processed)
• View approval history

Approval Workflows

How Approvals Work

When a request type has approval enabled:

1. User submits the request
2. Status changes to “Pending Approval”
3. Approvers are notified
4. Each approver reviews and approves/rejects
5. Final status is set based on all approvals

Auto-Approval

If a request type doesn’t require approval:

• Request is automatically approved on submission
• Status immediately becomes “Approved”
• approvedAt and approvedBy are set to submission time and submitter

Pending My Approval Tab

If you’re an approver, this tab shows requests waiting for your action:

• View pending requests assigned to you
• Click to review request details
• Approve or Reject with comments

Approving/Rejecting Requests

1. Open a pending request from the “Pending My Approval” tab
2. Review the submitted information
3. Click Approve or Reject
4. For rejections, provide a reason
5. The requester is notified of the decision

Request Fields Reference

Request Entity Fields

Field	Description
referenceNumber	Auto-generated unique identifier (e.g., REQ-001)
title	User-provided request title
status	Current status (draft, submitted, pending_approval, approved, rejected, completed, cancelled)
submittedBy	User ID of the requester
submittedAt	Timestamp when submitted
approvedBy	User ID of final approver
approvedAt	Timestamp of approval
rejectedBy	User ID of rejector (if rejected)
rejectedAt	Timestamp of rejection
rejectionReason	Explanation for rejection
notes	Additional notes

Request Type Field Entity

Each form field has these properties:

Property	Description
name	Internal field identifier
label	Display label
description	Help text
placeholder	Placeholder text
fieldType	Type of input (text, select, date, etc.)
orderIndex	Display order
section	Optional section grouping
isRequired	Whether field is mandatory
minLength/maxLength	Text length validation
minValue/maxValue	Number range validation
pattern	Regex validation pattern
config	JSON configuration (options for select fields, etc.)
defaultValue	Pre-filled value
isEditable	Can be edited after submission
isHidden	Hidden from form but stored

Best Practices

For Administrators

1. Use templates: Start with system templates and customize
2. Organize with sections: Group related fields logically
3. Clear field labels: Use descriptive labels and help text
4. Required wisely: Only require truly essential fields
5. Test workflows: Submit test requests before going live
6. Review regularly: Update request types as needs change

For Users

1. Complete titles: Use clear, descriptive titles
2. Fill all fields: Provide complete information to avoid delays
3. Attach documents: Include supporting files when relevant
4. Track status: Check “My Requests” for updates
5. Respond promptly: Answer any follow-up questions quickly

Integration with Workflows

Request types can be connected to approval workflows:

1. Create an approval workflow in Settings > Approval Workflows
2. Set the workflow module to “Requests”
3. Define approval steps and conditions
4. Link the workflow to a request type

Workflows can include:

• Sequential or parallel approvals
• Role-based or user-based approvers
• Conditional routing based on field values
• Automatic notifications at each step