Requests v2

Electronic Requests (Requests2)

Module Overview

The Electronic Requests module is a flexible system for creating, approving, and managing various types of company requests. It allows each organization to set up their own request types with configurable approval processes according to specific needs.

Module Purpose

The electronic requests system digitizes and automates the process of submitting and approving various types of company requests. It eliminates paper-based administration, speeds up the approval process, and ensures a transparent audit trail of all changes and decisions.

Key Features

Creating custom request types according to organization needs (purchase requests, vacation, salary adjustment, travel orders, etc.)
Configurable approval rounds with different approvers
Custom form fields in various data types (text, number, date, files, user selection, company selection)
Dynamic approver selection during the process
Automatic email notifications to all process participants
Complete change history and decisions for each request
Option to return request for additional information
Bulk approval of multiple requests at once
Advanced filtering and searching of requests
Data export to Excel format

Target User Groups

Requesters - all employees who need to submit a request
Form fillers - persons authorized to fill out form rounds
Approvers - persons with permission to approve or reject requests
Managers - supervisors with overview of all requests
Administrators - system administrators who can configure request types

Concept and Terminology

Request Types

Each organization creates their own request types according to their needs. Each request type has a defined name, description, and approval process. Examples of request types:

Purchase request
Vacation request
Salary adjustment request
Travel order
Training request
Work hours change request

Approval Rounds

Each request type consists of several rounds that are processed sequentially from left to right. There are two types of rounds:

Form round - a round where information is entered into a form. The filler enters the required data. After completion, the request automatically proceeds to the next round.

Approval round - a round where a designated person decides on approving or rejecting the request. The approver can approve, reject, or return the request for additional information.

Request Statuses

A request can be in the following statuses:

Waiting for completion - request was created and is waiting for form round completion
Waiting for decision - request is waiting for approver's decision
Approved - request passed all approval rounds and was approved
Rejected - request was rejected by one of the approvers
Returned for completion - request was returned to previous round for additional information
Completed - form round was completed and request proceeds further

Permissions and Roles

For each request type, different user groups with different rights can be defined:

Users with full overview - see all requests of this type without restriction
Approvers - can approve requests, their overview scope is set according to configuration
Request type managers - can edit request type configuration
Administrators - can delete requests

For approvers, visibility scope can be set:

All - approvers see all requests of this type
Assigned to them for approval - see only requests they currently need to approve
Assigned to them for approval and approved by them - see their current requests and history of approved requests

User Interface

Module Main Screen

After opening the Electronic Requests module, the main screen displays with basic elements:

Top Panel with Request Types

In the upper part of the page, cards for individual request types you have access to are displayed. Each card contains:

Folder icon
Request type name
Badge with number of active requests

Clicking on a type card displays the list of requests of this type. The active type is highlighted and has an open folder icon.

Request Progress Schema

Below the top panel is a collapsible section Request parts - progress schema. This section visually displays all approval process rounds:

Blue rounds with pencil icon indicate form rounds
Green rounds with checkmark icon indicate approval rounds
Arrows between rounds show request progress direction
Hovering over a round displays its details

You can open or close the section by clicking the plus or minus icon in the top right corner.

Request Filter

Below the progress schema is a collapsible Filter section. This section allows filtering requests by the following criteria:

Requester - selection of person who submitted the request
Approver - selection of person who approved the request
Submitted - request submission date (from - to)
Approved/Rejected - request decision date (from - to)

After setting the filter, click Search button. To clear the filter, use Clear button. If a filter is active, section title is displayed in red.

Status Buttons

Above the request table is a group of buttons for quick filtering by status:

All - shows all requests regardless of status
Waiting for completion/addition - requests waiting for form completion
Waiting for approval - requests waiting for approver's decision
Approved - successfully approved requests
Rejected - rejected requests

Each button displays the number of requests in that status in a badge. Active filter is highlighted in green.

Request Table

The main part of the screen is the table with request list. The table contains the following columns:

ID - unique request number, clicking opens detail
Request submitted by - name of person who created the request
Submission date - date and time of request creation
Status - current request status
Current approver - person who currently needs to approve or fill out the request
Custom fields - additional columns correspond to fields from the first form round marked for table display
Actions - buttons for working with the request

Table Search

In the top right corner of the table is a Search field. Here you can enter any text for quick table searching. Search works across all table columns.

Buttons Above Table

Excel - export visible records to Excel file
Print - print current table view
Add request - create new request, button is active only if you have permission to fill the first round
Approve selected - bulk approval of checked requests (displayed only if feature is enabled)

Request Detail

After clicking on request ID in the table, request detail opens. Detail contains the following sections:

Basic Information

In the upper part of detail, basic request information is displayed:

Submitted by - name of person who created the request
Date - date and time of request submission
Request ID - unique identifier
Number of rounds - total number of approval process rounds
Status - current request status

Below basic information, selected fields from the first form round marked for table display are shown.

Request History

History section contains complete audit trail of all actions performed on the request. For each action:

Recorded by - name of person who performed the action
Date - date and time of action
Change, note - description of action performed (creation, completion, approval, rejection, return)

Request Rounds

Below history, individual request rounds follow in order as defined. Each round is displayed in a separate card with the following information:

Card header:

Round number
Round type (form or approval)
Round name
Optional round note
Current round status

Card content:

Information about who filled or decided on the round
Completion or decision date
Filled values of all form fields
Optional notes for return or rejection
For approval rounds: list of persons authorized to approve
Action buttons according to round type and status

Current round is automatically expanded, other rounds are collapsed. Click the plus or minus icon in card header to expand or collapse a round.

In the top right corner of detail:

Back - return to main screen with request list
Print - print request detail

Basic Operations

Creating a New Request

To create a new request, follow these steps:

On the module main screen, select request type by clicking on the appropriate card in the top panel.
Click the green Add request button in the top right corner above the table.
A modal window with the first round form opens.
Fill in all required form fields. Required fields are marked with an asterisk.
If the round allows selecting additional approvers or fillers, select the appropriate person from the list.
Click the green Save button.
Request is created and automatically proceeds to the next round.
If configured, system sends email notification to the person who should process the next round.

Form field types:

Single-line text - short text input for simple text
Multi-line text - longer text with formatting options (bold, bullets, links)
Number - numeric value
Date - date selection from calendar
Date from-to - time period selection from two calendars
Time from-to - time range selection during the day (5-minute intervals)
Checkbox - yes or no checkbox
List - single option selection from preset values
File - attachment upload, up to 20 files, maximum file size 60 MB
eIntranet user - user selection from employee list
Company from CRM module - company selection from CRM database

Filling Form in Next Round

If request is in a form round and you are authorized to fill it, follow these steps:

Open request detail by clicking its ID in the table or using the link in email.
Find your current round. It will be automatically expanded and highlighted.
Click the green Fill/complete form button.
Modal window with round form opens.
Fill in all required fields.
If you can select next approvers, select the appropriate person.
Click Save button.
Request is saved and proceeds to the next round.

Approving a Request

If you are an approver and have a request to approve, follow these steps:

Open request detail. You can use the link in email notification or find request in the list.
Review filled data in all rounds.
In the current approval round, click the green Approve button.
Modal window for approval confirmation opens.
You can add an optional approval note.
If you can select next approvers for the following round, select the appropriate person.
Confirm approval.
Request proceeds to the next round or is marked as approved if this is the last round.
System sends email notifications according to settings.

Rejecting a Request

If you need to reject a request, follow these steps:

Open request detail.
In the current approval round, click the red Reject button.
Modal window for entering rejection reason opens.
Enter required note explaining rejection reason.
Confirm rejection.
Request will be marked as rejected and approval process ends.
Requester receives email notification with your note.

Returning Request for Completion

If request contains incomplete or incorrect information, you can return it for completion:

Open request detail.
In the current approval round, click the orange Return for completion button.
Modal window for selecting round to return to opens.
Select round that needs to be completed.
Enter required note explaining what needs to be added or corrected.
Confirm return.
Request returns to selected round with returned for completion status.
Person responsible for that round receives email notification with your note.
After completing information, request again passes through all rounds from the return point.

Changing an Approved Request

If request type allows changing already approved requests, you can edit it again:

Open approved request detail.
Click the red Change request (resubmit) button.
First round form opens with pre-filled values.
Edit necessary data.
Save changes.
Request goes through entire approval process again from the beginning.

Searching Requests

For quick request search, you have several options:

Quick search:

In the top right corner of table, find the Search field.
Enter search text (can be name, number, date, or any other data from table).
Table automatically filters and shows only matching records.

Filtering by criteria:

Open Filter section by clicking the plus icon.
Set desired criteria (requester, approver, period).
Click Search button.
Table shows only requests matching set filter.
To clear filter, click Clear button.

Filtering by status:

Above table, click one of the status buttons.
Table shows only requests in that status.
To show all requests, click All button.

Advanced Features

Export to Excel Format

You can export request list to Excel file for further processing:

Optionally set filter or search according to your needs.
Above table, click Excel button.
System generates XLSX file containing all visible records.
File automatically downloads to your computer.
Export includes all columns displayed in table.

Bulk Approval

If bulk approval is enabled for request type, you can approve multiple requests at once:

In table, check checkboxes for requests you want to approve.
Below table, Approve selected button appears.
Click this button.
System bulk approves all selected requests.
Each request proceeds to next round or is marked as approved.
Appropriate email notifications are sent.

Note: Bulk approval is available only if you have permission to approve given requests and if this feature is enabled for that request type.

Next Approver Selection

For some rounds, when filling or approving you can determine who will process the following round:

Single approver selection:

In next user selection section, list of possible approvers is displayed.
Select one person using radio button.
First person in list is pre-selected.
Selection is required, cannot continue without selection.

Multiple approvers selection:

In next user selection section, list of possible approvers is displayed.
Check one or more users using checkboxes.
If you don't select anyone, request is automatically forwarded to all authorized approvers.

Copy for additional users:

For some rounds, option to send copy to specific user may appear.
This user receives notification but doesn't need to actively process the request.
According to settings, sending copy may be required or optional.

Approval Process Visualization

Request progress schema provides visual overview of entire approval process:

Blue boxes with pencil icon represent form rounds where data is entered.
Green boxes with checkmark icon represent approval rounds where decisions are made.
Arrows between boxes illustrate request progress from left to right.
Each box contains round name.
Hovering over box displays tooltip with detailed round information.

This schema helps you quickly understand which steps request goes through and where it currently is.

Email Notifications

System automatically sends email notifications in the following situations:

After forwarding to next round:

Person who should fill or approve the round receives notification.
Email contains request ID with direct link to detail.
Request type and current round name are displayed.

After approval:

According to settings, notification may be sent to requester.
According to settings, it may also be sent to approvers.
Email contains approval information and optional approver's note.

After rejection:

Requester receives notification.
Email contains required note explaining rejection reason.
According to settings, it may also be sent to approvers.

After return for completion:

Person who should complete the round receives notification.
Email contains note explaining what needs to be added or corrected.

Email notification content:

Request ID with clickable link to detail
Request type
Requester's name
Current approval round
Decision-maker's name and their notes

Complete Request History

Each request has complete audit trail of all performed actions:

Request creation - who and when created the request
Form round completion - who and when filled individual rounds
Approval - who and when approved request including notes
Rejection - who and when rejected request including reason
Return for completion - who and when returned request including reason
Data changes - all modifications made to request

History is displayed in request detail in History section in chronological order from newest actions.

Integration with Other Modules

Connection with eIntranet Modules

Electronic Requests module is integrated with the following eIntranet system modules:

Users Module:

Selection of approvers and fillers from employee list
Request rights tied to user accounts
Automatic filling of names and contact details

User Groups and Positions Module:

Approval according to job positions and roles
Automatic approver assignment according to organizational structure

CRM Module:

Company selection from CRM database into form fields
Request linking with specific business partners
Automatic company data completion

Files Module:

Attachment upload to requests
Document storage related to request
Attached file version management

Email System:

Automatic notification sending to all process participants
Direct request links in emails
Configurable email templates

System Data Flows

Request flows through system as follows:

Request creation - requester creates new request of selected type
First round completion - first round form is filled
Automatic progression - system automatically forwards request to second round
Notification - person responsible for second round receives email
Round processing - all defined rounds are processed sequentially
Approval or rejection - in last approval round, final decision is made
Process completion - request receives final status approved or rejected

During the process, request can be returned to any previous round for additional information. After completion, request again proceeds through all rounds from return point.

System Dependencies

For proper Electronic Requests module function, following requirements must be met:

Email server - must be configured for sending notifications
User email addresses - all process participants must have email address filled in
Request type configuration - administrator must create at least one request type with configured rounds
CRM module - if form contains company selection field, CRM module must be active
User permissions - users must have correct permissions assigned for working with requests

Frequently Asked Questions and Troubleshooting

Cannot Create New Request

If Add request button is inactive (gray), check the following:

Do you have permission to fill the first round of this request type?
Is request type active?
Does request type have correctly configured rounds?
Contact system administrator to verify your permissions.

Cannot See Any Request in List

If request table is empty, check:

Is correct request type selected in top panel?
Is there any filter active that limits display?
Do you have permission to see requests of this type?
Do any requests of this type exist at all?

Cannot Approve Request

If Approve button is inactive, check:

Are you authorized to approve in this round?
Is request in correct status (waiting for decision)?
Is current round approval or form type?
Are you perhaps the requester of this request (according to settings you may not be able to approve your own requests)?

Not Receiving Email Notifications

If you're not receiving emails about requests, check:

Do you have correct email address filled in the system?
Is email in spam or junk folder?
Is email notification sending enabled for request type?
Contact administrator to verify email server settings.

Want to Edit Already Filled Request

If you need to edit a filled request:

If not yet approved, you can ask approver to return it for completion.
If already approved and request type allows it, use Change request button.
If request type doesn't allow changes after approval, contact administrator.

Don't Know What Status Request Is In

To find out current request status:

Open request detail by clicking its ID.
In upper part of detail, current status is displayed.
Open round is currently being processed.
In history, you see all performed actions in chronological order.

Need to Delete Request

Request deletion is allowed only to administrators:

Regular users cannot delete requests.
Instead of deletion, use request rejection with stated reason.
If request really needs to be deleted, contact administrator.

Tips for Efficient Work

Quick Processing of Pending Requests

Use Waiting for approval status button to show only requests requiring your action.
Badge with number on request type card shows count of your active requests.
Process requests continuously, don't postpone them to the last moment.
Use bulk approval for quick processing of multiple similar requests.

Proper Form Filling

Check all filled fields before submitting.
Fill data as accurately as possible, you'll save time during approval.
For text fields with formatting, use bold for highlighting important information.
Attach relevant attachments as support for your request.

Efficient Approval

Before deciding, review all filled rounds.
Use notes to explain your decision.
If information is incomplete, return request for completion instead of rejecting.
When returning, clearly describe what needs to be added or corrected.

Request Overview

Regularly check Waiting for approval section.
Use date filtering for checking older requests.
Use Excel export for creating reports and analyses.
Request history provides complete overview of entire process.

Security and Privacy

Data Protection

All requests are stored in secured eIntranet system database.
Request access is controlled through user permissions.
Every action is recorded in history with author identification.
Attached files are stored on secured server.

Access Rights

Each user sees only requests they have permission for.
Approvers see only relevant requests according to visibility settings.
Administrators have access to all requests for system management purposes.
Only authorized administrators can delete requests.

Audit Trail

System records every action performed on request.
History is immutable and cannot be subsequently modified.
Each record contains date, time, and name of person who performed the action.
History serves for possible inspections and audits.

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Last update date: 2025-11-11

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