Requests

Every internal request, from leave and ICT support to cash advances and procurement: filled in on the form its request template defines, approved level by level, then printed as an official document and filed in the registry.

Where: Menu › Work › Requests. Finance staff also have Menu › Finance › Accounts Queue, the same list narrowed to approved requests still owed a payment voucher.
Who: All staff submit requests and follow their own. Heads of department, HR and executives also see every request in the organisation and decide the steps assigned to them. Auditors can view.
Permissions: view_requests / view_own_requests (your own requests and those you are asked to act on), view_all_requests (every request), add_requests (shows New request), edit_requests (attachments on pending requests), delete_requests (withdraw someone else's pending request), approve_requests (decide your steps), export_requests (CSV). The request templates themselves are covered by Request types. See Requests permissions.
How-to: Submit a request · Approve, return or reject

Requests for a member of staff in the ICT unit.

New request. Starts the three-step form. Only with permission to add requests.
Status chips. All and one chip per status, each with its count. Select one to show only those.
Action required. Requests waiting on you for a decision. It turns amber when there are any.
Search. By reference or title.
Type and dates. Narrow by request type and by the date submitted (from, to). People who see all requests also get Any submitter.
Reference. The request's number, with its title underneath. Select the row to open the request.
Status. Where the request stands. A second badge shows the payment state of approved money requests (for example Disbursed). Further right: Current level (who holds it and whether it is overdue), Amount and Submitted.

People who can see more than their own requests get a switch at the right of the chips: Mine, Registry desk (registry officers), Dispatched to me (finalised records sent to you or your office) and All.

Screens

Requests: The list above. Export CSV appears with the export permission.
Accounts Queue: Approved requests that are owed a payment voucher. Open one and choose Raise voucher.
New request: Three steps. Type: the request templates you may use, grouped by the office that handles them, each showing how many approval steps it has. Form: that template's fields and attachments. Review: a preview of the printed request with its Approval route, then submit.
A request: The reference and status at the top, with Print / Save as PDF and (while you still can) Withdraw. A banner explains a returned or rejected request. Below: your decision form when it is your turn; the request as it prints; Form data, Attachments and comments. On the right: Summary (Type, Submitted by, Staff ID, Phone, Unit, Submitted, Amount, Current level), the payment panel, Dispatch (which offices received the finalised record, each with its own printable copy) and the Approval chain.
Correct a returned request: Opens from the banner of a returned request: change the form or the files and submit it again. It keeps its reference and starts again at level 1 as a new round; the earlier decisions stay in the history.

Statuses

This installation's words are shown; the standard wording is in brackets where it differs.

In progress (Pending approval): Submitted and moving up its approval chain. Current level says who holds it.
Returned for correction: An approver sent it back to the originator with a comment. Nothing moves until it is corrected and resubmitted.
Approved: The last level approved it. The finalised record is dispatched and filed in the registry.
Rejected: Turned down (shown in red so it stands out). It is also filed in the registry, with the reason.
Withdrawn: Closed by the originator (or someone with permission) before a decision. Its approvers are told no action is needed. It never reaches the registry.

Decisions at each level

In the approval chain each level shows one of: Pending, Recommended, Partially recommended, Not recommended, Approved, Rejected, Returned for correction or Skipped. Some offices use their own words for the same decisions, for example Treat / Don't Treat or Authorized / Not Authorized.

Payment state

Requests that carry an amount also show where the money stands:

Payment follows approval: Not approved yet.
Approved — awaiting voucher: Approved; finance has not raised a payment voucher yet (it is in the Accounts Queue).
Voucher in review: A voucher has been raised and is being approved.
Authorized — awaiting disbursement: The voucher is approved; payment has not gone out yet.
Part paid: Some of the money has been paid.
Disbursed: Paid in full.

Key fields

Request type (template): Decides the form, the printed layout, the approval chain and which registries file the result. Administrators build these (Build a request type).
Title: A short subject, shown under the reference everywhere.
Amount: On money requests. Printed in figures and words.
Reference (Ref. No.): Given on submission, for example DAO-ICT-001/2026/0015: the template's code, the year and a running number.
Attachments: Supporting files. Some templates require one before you can submit.

Words such as In progress, Level, Ref. No. and Originator are this installation's terminology (Settings › Terminology). Other installations may say Pending approval, Step, Reference number and Submitter.

Depends on

The Requests module being switched on (Settings › Modules). It includes Request types. Registry depends on Requests.
Payment vouchers for approved money requests come from Payments.
Request decisions also appear on My Desk.