Submit a request

A request is how you ask the hospital for something: leave, a vehicle, ICT support, stores, a cash advance and so on. This page shows you how to raise one, follow it through approval, and fix it if it comes back to you.

You need a unit (department) on your profile to submit a request. If the list of request types is empty, see Troubleshooting.

Before you start

• There is no “save draft”. Nothing is kept until you press Submit request. Have your details and scanned documents ready.
• Supporting documents can be PDF, images (JPEG, PNG) or Word files, up to 10 MB each. Some request types (for example Legal Advisory / Contract Review) cannot be submitted without one.
• You only see the types open to you. Clinical request types, for example, are shown only to clinical staff.

Your requests list

Open Requests from the Work group of the menu. It lists the requests you submitted and the ones you are asked to act on.

1. New request. Starts a new request.
2. Status chips. Show only requests in one state: In progress, Returned for correction, Approved, Rejected, Withdrawn, or Action required (waiting on you). Each chip shows a count.
3. Search. Type part of a reference (for example DAO-ICT-001/2026/0012) or a title.
4. A request. The reference in bold, its title underneath, then its type, its status and where it is now (Current level). Select the row to open it.

Step 1: choose the request type

1. Select New request. The New request page opens with three steps across the top: Type, Form, Review.
2. Find the type. Types are grouped by the office that handles them (for example DAO · Director of Admin Office, APD · Appointments, Promotion & Discipline, FIN · Finance Requests). Type a word such as “leave” or “vehicle” in the search box to narrow the list.
3. Select the card. Each card tells you what the request is for and how many approval steps it has. The form opens.

1. Progress. The three steps. You can select a finished step to go back to it.
2. Search request types. Matches the name, code and description.
3. A request type. Its name, what it is for, and the number of approval steps.

Step 2: fill in the form

Each request type has its own form, set up by the office that handles it. Most have the same core fields:

Purpose / subject

A one-line summary. This becomes the title of your request, so make it specific: “Toner for Health Records printer”, not “Request”.

Details / justification

What you need and why. Approvers read this first.

Needed by

The date you need it by (today or later).

Priority

On many types: Low, Medium (the default), High or Urgent. Urgent requests show up as critical on the approvers’ desk, so use it only when it is.

Supporting documents

Select Add files (or drop files on the box) to attach quotations, letters or scans. Up to 10 MB each. Select the × beside a file to remove it.

Some types add their own fields, such as a table of items (Description, Qty, Unit price, Total; select Add row for more lines), leave dates, or a Relief officer. Fields marked with a red * are required.

1. Purpose / subject. Becomes the title of the request.
2. Details / justification.
3. Needed by.
4. Supporting documents. Attach files here.
5. Approval route. The people your request will go to, in order. Where a step lets you choose the person, it is highlighted with a Choose a person… box.
6. Continue. Checks the form and moves on to the review.

Under the form, the Approval route card shows the steps your request will follow, for example Step 1 · L-1 · Head of Department, then the Director of Administration, then the CMD. Most steps are filled in automatically from the organisation chart: your own head of unit comes first. If a step says Choose a person…, pick the officer who should handle it.

1. Fill in the fields. Work from top to bottom.
2. Attach your documents. Use Add files in Supporting documents.
3. Choose any people the route asks for.
4. Select Continue. If something is missing you see Please fix the highlighted fields before continuing. Fix the fields outlined in red and select Continue again.

Step 3: check the preview and submit

The review step shows your request exactly as it will be printed, on the hospital’s official layout, next to a summary.

1. The document. Your request as it will be printed and filed. Read it through once.
2. Summary. The type, title and amount (if any).
3. Approval route. The named people it will go to, in order.
4. Submit request. Sends it to the first approver. It becomes active once the preview has loaded.

1. Read the preview. If you spot a mistake, select Back, correct it, and Continue again.
2. Check the approval route. Make sure the names are who you expect.
3. Select Submit request. The request gets its reference number and you are taken to its page.

The reference number shows the request type and year, for example DAO-GEN-001/2026/0004. Quote it whenever you ask about your request.

Track your request

Open the request from Requests, or from the notification you receive at each stage. The page tells you where your request is and who is holding it.

1. Reference and status. In progress (with the approvers), Approved, Rejected, Returned for correction or Withdrawn.
2. Whose desk it is on. “On the desk of …” names the step and the person, and when it is due.
3. Print / Save as PDF. Prints the official document. Once approved, it carries every approver’s name, decision, comment and signature.
4. Withdraw. Cancels the request (see below).
5. Tabs. Form data (what you entered), Attachments (add more supporting documents while it is pending) and Comments (talk to the approvers).
6. Approval chain. Every step, who decided, when, and their comment.

You get a notification when each approver decides, and when the request is finally approved or rejected. When it is approved, it is automatically sent (dispatched) to the offices that need a copy, such as the registries, and the Dispatch card on the page lists them.

Add a comment or a file later

• Comment: open the Comments tab, type in Write a comment… and select Add comment. Approvers see it on the same page.
• File: open the Attachments tab and select Add file. You can do this only while the request is pending.

Withdraw a request

You can withdraw your request while it is still at the first step and nobody has decided on it yet, or while it is returned to you.

1. Select Withdraw at the top of the request.
2. Confirm with Withdraw. The request is closed without a decision and the approvers are told they need not act. This cannot be undone.

If your request is returned

An approver may send your request back to you instead of rejecting it, with a comment saying what to fix. You get a notification, the request shows Returned for correction, and it appears under Needs your attention on your home page.

1. Who returned it and why. The step, the approver, the date, and their comment in quotes.
2. Correct & resubmit. Opens your request for editing.

1. Read the comment. It tells you what needs changing.
2. Select Correct & resubmit. The form opens with everything you entered before, including your attachments. The comment is repeated at the top.
3. Make the changes. Edit the fields, add or remove files.
4. Select Continue, check the preview, then select Resubmit request.

1. What to fix. The approver’s comment, and a reminder that the reference is kept.
2. The form, filled in with your earlier answers. Below it are Cancel (leave without changing anything) and Continue.

What happens when you resubmit:

• The request keeps the same reference number.
• It starts again from the first level (your head of unit), even if it had gone further before.
• The earlier round is kept in the Approval chain as history (“Round 1 — returned at …”), so everyone can see what changed.

Related

• Approve, return or reject (what your approvers see)
• Requests reference
• Notifications
• All staff (Employee)