If you have the required permissions, you can create Request Types and build workflows around them to enable your users to use the Make a Request functionality for inquiries and suggestions.
An example of a Request Type workflow is a Request Access workflow. In this example, a user initiates a workflow by clicking the Make a Request button. They fill out a request form, requesting access to a specific asset, and click submit for approval. An approval form is sent to the Data Steward and they either approve or deny the request.
The option to make a request will only display if there are allocations configured on a Request Type, and if that Request Type is used in an active workflow.
Step 1: Create a request type
- Go to the Request Types tab on the Workflow page and click Create Request Type. Select the Allocation Type of Asset Type.
- Select a Default Assignment ID Scheme to set the format that will be used by default when a workflow is configured with this Request Type. You will still have the option to change this later at the workflow level.
- Configure the form that users will need to complete after clicking Make a Request. Add a list field to the form, and rename the list field to "Select the assets that you need to access". Enable Allow Multiselect?. In the Select List field, select the Business Asset type that contains the assets that you want to enable users to request access to. Select Required Field to make this field mandatory in the form, then click Save And Close.
- On the Allocations tab of the Request Type, add the Business Asset type that contains the assets that you want to enable users to request access to.
Step 2: Build a workflow that uses your request type
Request Types and workflows are closely related. Once you have defined a Request Type, the next step is to build a workflow around it.- Go to and click Create Workflow. Rename the workflow to "Request access workflow".
- From the Trigger Type list, select Make a Request, then select the Request Type on which you want to base the workflow. In this case, select the name of the Request Type that you created in step 1. It shows the Allocation type is Asset Type and Business Asset is automatically selected in the Object Class field.
- In the Object Type field, select the Business Asset type that contains the assets that you want to enable users to request access to. By selecting an Object Class and an Object Type, you are limiting the instances in which the workflow is triggered. In this example, you are restricting the workflow to only be initiated if a user is working with a specific category of Business Assets. The Object Class and Object Type fields will not display if the Request Type has an allocation type of 'General'.
- Drag a Form activity onto the workflow editing area and connect it to the Start and End activities.
- Configure the Form activity. This is the form that the Data Steward will need to complete after receiving a request for access. Add a Data Steward as the Assignee and configure the Title and Description of the form. Title: Do you approve? Description: A user has requested access to the selected assets. Approve or deny this request. Add a Boolean field to the form and select Required Field. Then, enable Email Notification and add a Subject of "Access request" and Body of "Approve or deny the access request".
- Save and publish the workflow.
- A user goes to the relevant asset type page and clicks the Make a Request button. They are presented with a form where they have to select the assets that they want to access. They select the assets and Submit the form.
- An email is sent to the designated Data Steward with a link for them to approve or deny the request.