Work requests are a way for you as a project manager or project owner to get the right direction and information needed to create projects. Work request forms allow your users to submit individual requests.
To create work request forms, you'll need the Create and update request forms and approve requests permission for the Workflow app, which allows you to create, edit, and permission work request forms and to approve and deny requests.
On work request forms, you'll define who can submit the form and who can approve requests submitted via the form, as well as permission forms for workgroups or individuals. You can also collaborate with your requesters on the form before request submissions become full projects.
Create work request forms
Work request forms are created from the gear icon in the Settings menu. Simply click Create form, then add a form name. The form will be in draft, or setup, mode until you add form permissions and instructions.
For permissions, add people who can use the form (individuals and workgroups), who can approve requests submitted via the form (individuals and workgroups), and who can see projects created from the form. Click Complete setup when you're done and the form will be ready to use!
If you've selected the Business tier of Workflow, in addition to creating forms you can also customize them. Customizing allows you to add sections that ask for more detailed information from users about project requests and remove the project description, supporting files, and project deliverables fields if they don't apply to the requested information.
To customize, add a section header then add as many fields as you'd like for the information you need. The fields will be in edit mode at first so you can enter field information with quickness and ease. Fields can even be added without information.
In the fields, include placeholder text that helps users complete the form, then choose whether or not to make the fields required. Add short text fields, which are quick, single lines of text, and paragraph fields, which are multiple lines of text to explain something to people who are completing the form.
You also include checkbox, date, and multiple choice fields. Use checkboxes to allow requesters to select multiple answers to a question (e.g., What languages should this be translated in?, with a list of language options). Multiple choice questions allow requesters to select one choice from a group of two or more choices. It’s great for yes and no questions when there’s only one answer.
If you need to rearrange the fields so certain requested information displays before other information, you can move them before and after previous fields in the customizable area. You can also make edits to field information as needs change and delete custom fields that are no longer necessary on the form.
You need to have permission to create and update request forms and approve requests in order to customize work request forms.
Note that, if you move from the Business tier to the Workgroup tier of Workflow, any custom fields will be automatically removed from forms you’ve created and you’ll no longer have the ability to add custom fields to new forms.
Don’t forget to select to receive email notifications when new requests are submitted!
Review and approve work requests
Reviewers can manage work requests that have been submitted from Projects > Requests. See a list of project requests that have been sent to you along with requester's initials, if the request is pending or approved, the date it was submitted, and the project's due date.
Click a request to see more details about it, including a description, the requested due date and reason for that date, comments from requesters, and any supporting files or included deliverables. Approve or deny the request, and if approved, convert it into an active project.
Workflow admins can also delete any saved forms that are outdated or that are no longer needed. Those forms can be deleted from the options menu on the Workflows page.