Requests
As a Content Manager user, you can submit requests for records that you may not have physically at your disposal, but that you need for some reason.
You can use Content Manager requests to request records just once, or set a recurring resubmit to request the record to be sent to you regularly, for example, every year.
When a user makes a request internally through Content Manager, usually, someone will be responsible for:
- Searching Content Manager for requests and resubmits regularly
- Retrieving the file that corresponds to the Content Manager record from where it currently is
- Sending the file to the requesting individual
- Changing its Assignee Location in Content Manager to the requesting Location
When a user makes a request for a file that is stored externally, it is not as easy to manage, as someone with access to Content Manager needs to track the request progress manually.
Content Manager helps you manage the requests process with two features to choose between:
- The standard requests feature, which enables you to submit requests and recurring resubmits and manage these against the records they were created for, including searching, printing and reporting
- The advanced requests feature, which enables you to also integrate Content Manager requests with the system of a suitable external storage provider, enabling you to send requests to them and receive the progress updates electronically, as well as manage the entire process from submitting the request to receiving the record through Content Manager.
Apart from different user options, the advanced request feature also enables you to use additional administrative options. See Advanced requests system options.
In this Help file, in the topics about requests, you may find a section that describes the standard requests feature functions, and a separate section that describes the advanced requests functions.
You can use either standard or advanced requests in Content Manager, not both at the same time.
By default, Content Manager uses standard requests.
- On the Administration menu, click System Options
- Select the Features page
- Tag the feature Advanced Request Processing and click OK.
Advanced requests functions are enabled.
To turn off advanced requests and return to using standard requests, clear the tag beside Advanced Request Processing and click OK.
There are three Content Manager permissions associated with requests:
- Make Requests - for users of types Knowledge Worker and Contributor, which enables them to make requests
- Process Requests - for users of type Records Co-ordinator, which enables them to process requests received from users
- Administer Requests and Storage Provider Locations - for users of type Records Manager, which enables them to manage all aspects of the requests process, including creating Locations needed to integrate with external storage provider systems
For more information about these permissions, see About Record Update permissions.
For more information about Content Manager integration with external storage provider systems, see Requests integrated with external storage vendor systems.
Related information