Project requests allow members of your internal team or your clients to initiate a request for work. A project request can operate either as a collection of customized fields, as a cover sheet to spec sheet(s), or as a combination of the two.
Each project request form will also have a custom approval process defined for it. This approval process may involve several different people reviewing & adding additional information to the request, or a simple email notification to team members of the existence or approval of a request.
It is best to focus on linking specification sheets to project requests, as all of the information contained in the specification sheet will be automatically copied to a new project when it is opened directly from a request.
Who can submit a project request for review?
Free & paid users can submit project requests, however, there is some setup involved prior to this step & possibly some limitations based on which user is logged in.
NOTE: Free & full users can add files at the end when submitting a project request, however, you can limit who can add additional pre-defined spec sheets at the end of the request form based on security group rights.
A free user in Workamajig is defined as a contact whose record has login credentials populated, is an active contact, and has 'free login' checked. Free users will submit project requests via the client portal: a condensed single page centered around the creation of new requests or for access to information on ongoing projects.
When a free user submits a project request, Workamajig will automatically match it to the client record they are linked to.
Free users can submit project requests for "any" child client of the parent client their contact record is linked to.
What if things change? For example, if you change which client the contact is linked to, then the free user contact will no longer have access to old jobs or requests for the previous client, but they will for the client they are currently linked to or any child clients.
A full user in Workamajig is defined as either 1) an active employee record with login credentials or 2) an active contact record with login credentials and 'free login' NOT checked. Both of these are counted as paid users in the system.
Full users can create requests for any client.
Full users can access all prior requests and projects.
Project requests can be submitted via the Project manager - Today page or by using the + (new) icon to the left of your name>Project manager>Project request.
Using a project request form
The following provides the workflow for using a project request form as part of your project creation process.
New project request
Main menu -> Project manager - Today-PM -> + (at top of page -> Project request.
Request Form Section
This section is used to gather request and management level information. The default fields are used to capture project/campaign level info, such as name, client PO number, etc.
NOTE: Any custom fields that were used in form can be mapped to custom fields, However, by default, they will only reside in the request form.
Client: Required- select the appropriate client for the request. If a client is creating the project request, this is filled in automatically.
Requested by: Required - this will be filled in with the name of the person that is requesting the project.
Notify email: Required - this will be filled in with the email of the person that is requesting the project.
Project name: Can be required - enter name or project that will be created.
Description: Can be required. Enter a tentative description of the project. This will be mapped to the project description.
Client project number: Can be hidden/removed. Enter the client project order number. This will be mapped to the client project number.
Project due date: Enter the date the project is due. This will be mapped to project due date.
Custom project request fields: Enter appropriate information. These can be mapped to the appropriate location in the Project: Setup: Custom fields area.
Click Next to proceed.
Spec Sheet Section
Once you click Next, the succeeding screens will consist of any associated with the request form. All associated spec sheets will be copied into the project/planning project/campaign Spec Sheet area. Once copied into the project/campaign, there is no connection back to the request
An example of a request containing a spec sheet:
Just like a project request, all spec sheet fields can be changed or required according to need. Click Next to proceed.
Before submission, users are given the option to view/change the request & spec sheet details, add new spec sheets and add any attachments that may be needed for the project/campaign. When a project/campaign is created, the attachments will be added to the Files section of the project/campaign.
After clicking submit, the request will be routed according to the approval process defined in the system setup.