# Requests

> Build internal request forms, submit and track requests, print them as PDFs, and route matching records through approvals.

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

Open **Requests** from the Operations section. The page has these standard tabs:

| Tab | Purpose |
|---|---|
| **All requests** | 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, with a count badge |

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

1. Select **New Request**.
2. Choose an active request type.
3. Optionally enter a title, then complete the form. Without a title, the request is listed as **Request #** plus its reference.
4. Add files, linked records, signatures, or other values requested by the form.
5. Select **Submit Request**, 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

| 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 it. The record has **Request Details** and **Comments** tabs, plus an **Approval Cycle** panel that shows each step and lets the current approver approve or reject with a reason. Switch between **Values submitted in this request** and **All form fields** to see either only the answered fields or the whole form.

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

Open **Settings → Request Types** and select **New Request Type**. The list can be filtered to **All**, **Active**, **Draft**, or **Archived** types. Only active types are offered from the New Request dialog.

The request type wizard has three steps:

1. **Basic Info** — set the name, description, color, **Allow Drafts**, and **Notify on Submit**.
2. **Form Builder** — add, arrange, and configure sections and fields.
3. **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

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 |
| **Content** | Paragraph, for rich-text instructions shown on the form |

An Entity field links the request to an Account, Contact, Deal, or Project.

Sections group fields. A section can use a 1, 2, or 3 column layout and can be **Collapsible** or **Start Collapsed**. Fields can define labels, descriptions, placeholders, required behavior, defaults, select options, minimum and maximum values, length and pattern validation, and other type-specific settings such as a signature's pen color.

### Conditional visibility

Use **Conditional visibility** to show or hide a field based on other answers. Choose **Show** or **Hide**, then whether **All match** or **Any match**, and add conditions such as “is equal to” or “is empty.” For example, show a “Return flight date” field only when “Trip type” is “Round trip.”

### 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. Choose **Start from Scratch** to build an empty form instead. Review every field before activation so the form matches the organization's policy.

## Print and download requests

When a print template exists for requests, the request record shows a **Print template** selector, **Preview**, and **Download PDF**. The PDF follows the form's sections and columns.

Design request templates in **Settings → Print Templates** on the **Requests** tab.

Users with the **Edit Document** permission can select **Customize document** to change the wording of one request's PDF without changing the template. A customized request shows a **Customized** badge, and the button changes to **Edit document**. Users without that permission only see the badge.

## Approval routing

Request approvals are configured separately in **Settings → Approvals**:

1. Create a workflow for the **Requests** module.
2. Add optional conditions, such as request type, status, submitter, or department.
3. Add the approver steps in order.
4. Select the specific users who can approve each step.
5. Decide whether a step can edit the request and whether approvers receive email notifications.
6. Activate and order the workflow.

On submission, Workstation selects the first active workflow whose conditions match. Approval steps run sequentially. See [Approvals](https://workstation.repzo.com/docs/operations/approvals) for the reviewer and submitter experience.

## 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.

Request permissions cover view, create, update, delete, and edit document. Approving is controlled by the Approvals permission, and request types have their own view, create, update, delete, and activate permissions.

## Related pages

- [Approvals](https://workstation.repzo.com/docs/operations/approvals)
- [Properties](https://workstation.repzo.com/docs/administration/properties)
- [Workflows](https://workstation.repzo.com/docs/administration/workflows)
- [Notifications](https://workstation.repzo.com/docs/administration/notifications)