Request Templates

Owned by Andrew Aylesbury
Last updated: Feb 23, 2021
7 min read

Overview

This menu enables the functions associated with the management (Add/Modify/Delete) of Request Templates.

Each Workflow Process can have one or more Request Templates and each Request Template can have one or more Phases which are further divided into Tasks.






On this page

Related topics

Request Template List


The Request Templates are listed as rows in a grid.

The grid displays the following data columns:

  • Name
  • Description
  • Working Period
  • Period Type
  • Exclude Holiday
  • Notify Requester
  • Notification Template
  • Reminder - contains the Action Icons to manage Reminders.

The right most column contains the Action Icons that are used to perform various functions for each Process.


Grid Navigation

Multiple pages will be displayed for a grid listing more than 10 items.

The Page Navigation Bar helps Users navigate between pages of items in a grid and also go to a specific page.

Page Navigation always display the page number of the page a User is currently viewing and also includes back and next buttons, and for large numbers of pages includes first or last buttons.



Tabs

Tabs help organize the views within the Request Templates context.

The following Tabs are available:

  • Published
  • Draft
  • All

Selection of a Tab will result in the Request Templates information displaying accordingly.



Search

A keyword search of the Request Template Names which allows the User to refine the Request Templates displayed in the grid.

A keyword search looks for the word(s) anywhere in the Request Template Names. Keyword searches are useful when the User has part of the information.


Sort

Allows Users to click on the heading name, for columns displaying the Sort icon, to re-organise the grid in the order of the data in that column.

Clicking a heading name will alternatively order the grid data in ascending order and then in descending order.

Ascending means smallest to largest, or alphabetical.

Descending means largest to smallest, or reverse alphabetical.


Add New



FIELD DESCRIPTIONS
Field
Description
Name

The name of the Request Template.

Request Template names must be unique within a Process.

This is a mandatory field.


Description

The description of the Request Template.


Working Period

This is a mandatory field.


Period Type

Set the type of time period used for the Request Template. Options are:

  • Day
  • Week
  • Month

Only one option can be selected.

This is a mandatory field.


Exclude Holiday

Assignments will not be made for Holidays but will be made for the next day:

  • Checked 
  • Not checked (default option) 

Public Holidays are managed in the Configuration menu.


Notify Requester of Progress

Notifications will be sent to the Requester when a Phase is completed:

  • Checked 
  • Not checked (default option) 


Notification Template 

The Workflow Email Template used for notifications sent to the Requester when a Phase is completed.

This information is associated with Workflow Email Templates managed in the Configuration menu.

Only displayed if Notify Requester of Progress option is selected. 

This is a mandatory field.





Edit

All fields can be modified.




Delete



A confirmation message will be shown that requires action.



Map Template Users

Select which Users can participate in the Workflow.

Users are grouped by Roles.



The Users are managed in the Configuration > Users menu

The Roles are managed in the Configuration > Roles menu. 

Only Users that are Active can be mapped as Template Users.


Setup Phases

Each Request Template can have one or more Phases.

Further information for Setup Phases




Form Mapping

A Request Template can be mapped with a Form.

One Request Template can only be mapped with one Form.


FIELD DESCRIPTIONS
Field
Description
Request Name

The name of the Request.

This is a mandatory field.


Form

Select the Form to map to the Request Template. 

The available Forms for selection are determined by the Online Forms list, and only Forms that have been Approved can be mapped to a Request Template.

The Request Template can only be mapped with one Form.

This is a mandatory field.


Client

This information is associated with Clients managed in the Client menu.

This is a mandatory field.


Manual Email Template

The Email Template used for manual Form notifications.

This information is associated with Form Email Templates managed in the Form Email Template menu.


Authenticate Form

The Form will require authentication:

  • No (default option) 
  • Yes

Only one option can be selected.


Allow to Submit by Staff User

The Form can be submitted by Staff roles on behalf of Students:

  • No (default option) 
  • Yes

Only one option can be selected.

Staff are managed in the Configuration > Users menu.

Students are managed in the Client  > Client Users menu.


Allow Applicant To Edit Submitted Form 

The Form can be edited after submission:

  • No (default option) 
  • Yes

Only one option can be selected.


Restrict Submission On Existing Request


The same User cannot submit the Form again until any previous submissions of this Form (Requests) are completed, rejected, or made inactive:

  • No (default option) 
  • Yes

Only one option can be selected.


Acknowledge Form Email Template


The Email Template used for notifications sent when a Form is submitted.

This information is associated with Form Email Templates managed in the Form Email Template menu.


Map Roles


Sets the User Roles that are able to submit the Form.

This information is associated with Roles managed in the Configuration > Roles menu. 

The Roles will apply to Users managed in the Configuration > Users menu and the Client > Client Users menu.






Pictorial View

Further information for Request Template Pictorial View




Publish Workflow

Further information for Publish Workflow




Create Reminder

Reminders can be created for each Request Template in a Workflow Process.

A Reminder is an automated function that notifies and/or sends emails to Users related to the Task(s) in the Phase(s).



FIELD DESCRIPTIONS
Field
Description
Reminder Name

The name of the Reminder.

This is a mandatory field.


Reminder Type

Set the type of the Reminder. Options are:

  • Before - notify User before the Task Deadline Date. 
  • After - notify User after the Task Deadline Date.
  • On - notify User on the actual Task Deadline Date.

Only one option can be selected.

This is a mandatory field.

Selecting the Reminder Type as Before or After will display the Notification Day field.


Notification Day

The number of days offset (before or after) from the Task Deadline Date for the Reminder.

Only displayed if Reminder Type Before or After option is selected. 


Reminder Time

The time for the Reminder.

The format is HH:MM AM/PM

This is a mandatory field.


Phase

Set the Phase for the Task for the Reminder. 

The available Phase options for selection are determined by the Request Template.

Only one option can be selected.


Task

Set the Task for the Reminder. 

The available Task options for selection are determined by the selected Phase. 

Only one option can be selected.


Status

Set a Task Status filter for the Reminder. 

The available Status options for selection are managed in Configuration > Task Status menu. 

Only one option can be selected.

It is not mandatory to set a Task Status filter.


Priority 

Set a Task Priority filter for the Reminder. Options are:

  • Low
  • Normal
  • High
  • Urgent

Only one option can be selected.

It is not mandatory to set a Task Priority filter.


Workflow Email Template

The Workflow Email Template used for the Reminder.

This information is associated with Workflow Email Templates managed in the Configuration menu.

This is a mandatory field.


Active

The Reminder is active:

  • No 
  • Yes (default option) 

Only one option can be selected.

Reminders that are not Active will not notify and/or sends emails to Users


Include Mail CC

Recipients for reminder email notifications.

Type or paste in the required email address(es) 

Use ; to separate multiple emails.






View Reminders

The Reminders for the Request Template are listed as rows in a grid.

The grid displays the following data columns:

  • Reminder Name
  • Reminder Type
  • Notification Day
  • Reminder Time

The right most column contains the Action Icons that are used to perform various functions for each Task.



Edit Reminder

All fields can be modified.




Delete Reminder

The Reminder is deleted from the Request Template





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