Requests
Requests provide structured internal intake for work such as leave, expenses, assets, IT support, travel, or document requests. Administrators define the form once, while team members submit and track individual requests.
Work with requests
Section titled “Work with requests”Open Requests from the Operations section. The page has these standard tabs:
| Tab | Purpose |
|---|---|
| All | All requests the current user is allowed to see |
| My Requests | Requests submitted by the current user |
| Pending My Approval | Requests waiting for the current user’s decision |
Use the New Request button to choose from active request types. The list can be filtered by status, request type, submitter, and create date. Each row shows the title and reference, type, status, submitter, and recent dates.
Submit a request
Section titled “Submit a request”- Select New Request.
- Choose an active request type.
- Enter a clear title and complete the form.
- Add files, linked records, signatures, or other values requested by the form.
- Select Submit, or Save Draft when the request type permits drafts.
A submitted request receives a reference number. If an active approval workflow matches it, the request becomes Pending Approval. If no workflow matches, Workstation approves it automatically.
Required signature behavior depends on approval routing. Without a workflow, the submitter signs the required field. With a workflow, the approver signs during the approval step.
Request statuses
Section titled “Request statuses”| Status | Meaning |
|---|---|
| Draft | Saved but not submitted |
| Submitted | Entered the submission process |
| Pending Approval | Waiting at an approval step |
| Approved | Completed all required approval steps, or no workflow matched |
| Rejected | Rejected by an approver |
| Cancelled | Cancelled before completion |
| Completed | Fulfillment is finished |
Open a request to review its submitted values, requester, reference, status, comments, signatures, and approval progress.
The submitter can edit a draft. During an active approval, editing is available only when the current approval step permits it and the signed-in user is the submitter or current approver. Completed and cancelled requests are read-only.
Configure request types
Section titled “Configure request types”Open Settings → Request Types to manage Active, Draft, and Archived types. Only active types are offered from the New Request dialog.
The request type wizard has three steps:
- Basic Info — set the name, description, color, draft behavior, and submit notifications.
- Form Builder — add, arrange, and configure sections and fields.
- Review — preview the form, save it as a draft, or activate it.
After creation, a request type record provides Overview, Form, and Templates tabs. You can edit, preview, activate, archive, or delete it as permitted.
Form fields
Section titled “Form fields”The builder supports:
| Group | Field types |
|---|---|
| Text and contact | Short Text, Long Text, URL, Phone, Email |
| Numbers and choices | Number, Currency, Dropdown, Multi-Select, Yes/No |
| Dates and references | Date, Date Range, User, Entity |
| Files and approval | File Upload, Signature, Hidden |
Sections can group fields and use layout options. Fields can define labels, descriptions, placeholders, required behavior, defaults, select options, validation, and other type-specific settings.
Start from a template
Section titled “Start from a template”Workstation includes ten system templates:
- Annual Leave Request
- Sick Leave Request
- Asset Request
- Expense Reimbursement
- IT Support Request
- New Employee Onboarding
- Training Request
- Facility Request
- Travel Request
- Document Request
Starting from a template copies its form into the wizard. Review every field before activation so the form matches the organization’s policy.
Approval routing
Section titled “Approval routing”Request approvals are configured separately in Settings → Approvals:
- Create a workflow for the Requests module.
- Add optional conditions, such as request type, status, submitter, or department.
- Add the approver steps in order.
- Select the specific users who can approve each step.
- Decide whether a step can edit the request and whether approvers receive email notifications.
- Activate and order the workflow.
On submission, Workstation selects the first active workflow whose conditions match. Approval steps run sequentially. See Approvals for the reviewer and submitter experience.
Visibility and permissions
Section titled “Visibility and permissions”Request visibility is based on the submitter and the workspace’s data-visibility scope. Approvers also receive the records that require their action. Permissions control who may view, create, update, delete, approve, or administer request types.