New Project Request

Before your users can use, fill out, and submit a project request form, you must first define the setup.

NOTE: There is no Project Requests setup by default.

These guides will show you how to create Project Request Forms, How a User can interact and submit them, and how one can then create projects from approved requests.

Contents

System Setup

• Security Settings

Define a New Project Request Form

• Basic Info
• Add Spec Sheet
• Approval Process

Next Steps

System Setup

SECURITY SETTINGS

The ability to view, edit, and use the project request forms is controlled viaMenu>Admin/Manager>System Setup>Account Information>System Options: Security Settings.

System Administration

>System Administration section.

Edit Project Request: Allows the user to create/edit/delete project request forms via Menu>Admin>System Setup>Tracking>Project Request Forms.

Staff Settings

>Project Requests section.

View Project Request: This allows the user to view project requests via Menu>Project>Project Requests listing screen.

Add New Request to the System: This allows the user to create new project requests.

Edit Existing Requests: Allows the user to make and Save changes to existing project requests and linked spec sheets. 

Delete Existing Requests: This allows the user to delete requests from the system. It doesn't matter if a project has been created from the request, or not.

Edit the Approval Process: This allows the user to click on Actions: Edit Request and change the Approval/Notification steps.

Client/Vendor Settings

>Client/Vendor Login Options>All Options section.

NOTE: Clients are only able to add and view project request forms for their company. They are unable to edit the approval process.

View Project Requests: Allows users to view project request for their company.

Add New Project Requests: Allows users to create a new project request for their company.

Edit Project Requests from their Company: Allows users to edit requests prior to approval.

Can delete request from their company: Allows users to delete requests prior to approval

 

Define A New Project Request Form

1. From Menu > Admin > System Setup > Tracking > Define Project Requests.

2. Click on Define Project Requests

3. Click the New button to add a new project request form. 

ADD REQUEST 

DEFINE REQUEST

Name: Required. Enter a descriptive name for this project request form.

Description: Optional - Enter a descriptive paragraph about this project request form, and what it is used for. This is visible to client/staff from the project request selection screen.

Request Prefix: Required. Enter a prefix that will help you identify this project request form from other request forms. (no spaces or special characters allowed).

Next Request Number: Required. Enter the next number you would like assigned to a project request form.

Minimum Days: Number of days required for meeting the Project Due Date. The Project Due Date will be adjusted if the requested date does not allow sufficient time.

Template: Optional - A Template can be chosen here allowing for a quick Project Start once Project Request is Approved

Active: Checked by default- designates the request form as being active and available for use.

DISPLAY OPTIONS

Display Project Information: If checked, the request form will allow the requestor to enter Client Project Number and Project Due Date. These fields are mapped to the same fields in the project.

Require Project Name -  If checked the system will require this information gets entered

Require Project Description - If checked the system will require that this information gets entered. Any text entered into this area will be placed in the Project Description area.

Display Client Project Number - If Checked, the requestor can enter in their own specific Client Project Number

Display Campaign on Request: If checked, the request form will allow the requestor to select a Campaign (if one is available for this client). This field is mapped to the same field in the project.

APPROVAL OPTIONS

Add Requestor to Project Team: If checked, when request form is converted to project, the requestor will be added to the project team.

Send Confirmation Email to Requestor: If checked, Workamajig will send out an email to the requestor. The subject of the email will be what is entered in the text box.  (i.e. Your Project Request has been submitted and is under review).

NOTE: When will a notification email be sent?
If the request is rejected or cancelled, no email is sent. Otherwise it will be sent based upon the following:
I am the Requester: Email is sent when..

• Submitted/Resubmitted (when option above checked)
• Approved
• Rejected
• Canceled

I am the Approver: Email is sent when ...

• my turn to review & approve
• canceled prior to my change to make a decision
• Resubmitted

I am set as Notify: Email is sent when…

• Approved

Print Spec on Separate Page: If checked, spec sheets associated with the request will be printed on a separate page(s) from the request form info.

Use Default Name and Email -  If checked (recommended), the requestor's name will automatically drop in on the Requested By field. If left unchecked, the requestor can add someone else's name and email as their "requestor".

Additional Request Setup

After making all of your selections on the Add Request page, click SAVE which brings you to the next view:

REQUEST 

If you need to make edits to the Project Request - simply click on the pencil icon

Setup Custom Fields Section

This area is divided into 2 sections: Available Fields and Current Layout.

Initially, this area will be empty, but as you create custom fields for Project Requests, they will show in Available fields. If a custom field is made inactive it will no longer show for future project requests. will contain a list of all available pre-defined fields. To add custom fields to a Project Request Click and Hold and drag over under Current Layout and place in the "Drop your fields here". Add additional fields as needed and click and hold to drag up or down into desired order to appear in the user form.

NOTE: Separator Text type custom fields can only be used once. So you must create multiple fields for this purpose if needed.

• To add custom fields click on Available Fields.  For more info on how the fields can be set up and used, refer to the Define Custom Fields guide.
• To edit, delete or make inactive existing custom fields click directly on the Custom Field for options
• With custom fields set up, you can map the project request custom fields to new project custom fields so the data carries over. For more on this, refer to the Map To Feature guide.

Spec sheets 

From the Specs Sheets area, you are able to associate predefined specifications sheets with the project request form. From the Project Request, the Spec Sheet will be seen as a single page that needs to be filled in. Each spec sheet selected will create another "page" in the project request fill-out process.

To add existing specification sheets to the project request form, click the Spec Sheets + icon.

Specification Sheet: Select a specifications sheet from the drop-down list. 

Subject* - Required - The subject for the project request form will automatically default to the name of the specification sheet. You may change the subject if needed.

Description/Instructions: Enter any additional description or instructions for the end user. This is visible when reviewing the project request form via the setup screens or if using the edit request form. It will not be visible to clients.

Click the Save button and the specification sheet will be added to the project request form. The system will clear the screen, and will be ready for you to add a new specification sheet.

Access 

Security Group Access Section - This area allows you to define which security groups are allowed to select/complete the project request form via Project Request >. If the requestor's security group is not selected, they will be unable to add/view/edit this specific project request form, even if the Admin Security Group Settings allows them to view Project Request Forms.

This area is divided into 2 sections: 1) Available Security Groups, and 2) Selected Security Groups.

To add a Security Group click on the + and available Security Groups to add to the Project Request will be listed. Click on the "Select All" or just on the specific Security Group that should have access to this Project Request which moves them onto the main page which now will be listed under the Access area.

APPROVAL PROCESS

The approval process allows you to set up steps that the request form will follow. There are 2 step types: 1) Notifications, and 2) Approve. During the approval process, the system is designed to allow you to edit succeeding approval/notification steps. The current and past steps will remain locked. This allows you to specifically route the request form to a person(s) prior to the "current" approval step being completed. Notification step(s) will be sent after the prior step is completed.

NOTE: If you have no Approve steps, then the request will be automatically approved upon submission. In this case, you can simply add a Notify step to alert users that a request is ready to have a project created from it.

Select the Approval Process. By default, the screen will be ready for you to add a new "step". Once saved, the steps will show visible below the Approval Process section. 

Step Name: Required-enter the descriptive subject for the step (i.e. Approval)

Instructions: Enter any instructions that should be given to the individual receiving this approval step. This is visible in the email subject line and also via My Items to Approve screen. For Notifications step, this is visible as the email subject line.

Action Type: Select the appropriate action type.

Approve: This action requires that the user navigates to the system and specifically approve or reject the item. 

Send to People in Order: When you enable routing, the system sends your project request to the selected people in the selected order. The system will send the request to the person at the top of the list first. When that person approves the request, the system will send a request to the next person on the list. If any one person rejects the request, the system will stop the approval process, and reject the overall request.

Send to Everyone At Once: Will send a request to everyone in the selected list at the same time

Everyone must Review: If you do not Send to People in Order, the system will send a request to everyone in the selected list at the same time. If you require all to approve, the system will require a response from everyone in the selected list prior to moving the request to the next step. If this box is not checked, the system will use the first response it receives to either cancel the request step or approve it and move that request to the next step.

# of Days to Approve: When an approval process is updated, the system will try and determine due dates based on the number of days you give people to approve a particular step. When a request is sent to a person, the system will calculate the due date for approval based on the date it was sent to the person and the number of days that they have to approve the request.

Notify: This option is used simply to send an email with the contents of the project request forms to the assigned individuals. NOTE: Persons listed in the Approve steps will be notified that they have a project request to review. The Notify step type is typically used to notify people outside of the approval process.

Once complete, click on either option.

Click the Save button to save the Approval Process to the request form.

To edit or delete a step in the Approval Process click directly on the Approval or Notify box which will open the fields allowing you to edit your choices. To remove a step, click on "More" which will allow you to Delete Step.

Next Steps

User Submission of a Project Request

Review and Approve a Project Request

Create a Project from an Approved Request