Creating Requests

As a Content Manager Web Client user, you can submit requests for records that you may not have physically at your disposal but you need for business reasons.

Requests

There are two available Request types available in the Content Manager Web Client:

  • Standard Requests - this enables you to submit request for particular record, or a group of records using the Tag and Task feature. You can also submit a request on behalf of another Content Manager user.

  • Advanced Requests - the Advanced Request feature enables an organization to integrate their Content Manager Request with supported external storage providers. The Advanced Request feature must be enabled by a Content Manager administrator, if it is not, the standard Request options will be available.

    The available Advanced Request options are:

    • Retrieve - Temporary - request a record to be delivered for a temporary time.
    • Retrieve - Permanent - request a record to be withdrawn from the storage location permanently so it can be stored elsewhere.
    • Retrieve - Recurring - request a record to be delivered for a temporary time, and this record is to be delivered at a regular time frame.
    • Pick up - New - request a record to be picked up that has never been held at the storage location.
    • Pick up - Return - request a record to be picked up and returned to the storage location.

Please see Tag and Task for information about applying tasks to multiple records.

Individual Record

To request a single record:

  1. On the record, click Submit Request.

The record request will be created.

To request a single record on behalf of another users:

  1. On the record, click the drop-down menu on Submit Request.

    The Request record on behalf of dialogue appears.

  2. In the Requestor name field, type in the name of the user who requires the record, from the displayed list, select the required Location.
  3. Click Save.

Multiple Records

  1. To request multiple records, tag the records to be requested.

  2. In the Record action panel, click Submit Request.

    The Request dialogue appears.

  3. In the Requested by field, type in the name of the user who requires the records. By default, this will display the currently logged in user.
  4. Click Save.

To submit a request for either an individual or multiple records:

  1. Either click an individual record, or tag multiple records, to request.
  2. Click Request and then click the type of Request required.

See the following for creating the different types of Requests.

    NOTE:
  • If multiple records are being requested, the Home Location field is not displayed.

  • By default, the priority is set to Medium. However, if you change the priority, the same is set as default for future requests on the same browser.

  • The delivery time frame for a High or Medium priority request is predefined by the Content Manager administrator.
  • Date Required is mandatory if the priority is set to Low.

  1. Click Retrieve - Temporary to create a request to have the record(s) delivered by a particular date.

    The Request - Retrieve - Temporary dialogue appears.

  2. The Home Location field displays the current Home Location of the record(s). This is where they'll be retrieved from.

  3. In the Requested by field, type the name of the user who is requesting the record(s).

  4. From the displayed list, select the required Location.

  5. From the drop-down list, select the Priority of the request. Select from:

    • Low
    • Medium
    • High

  6. Depending on the selected Priority, you may be required to add the date the record should be delivered. In the Date required field, type in, or use the Calendar to select the date the record(s) should be delivered.

  7. Type in any additional information relevant to the request in the Notes field.
  8. Click Save.

  1. Click Retrieve - Permanent to create a request to have the record(s) permanently change storage locations.

    The Request - Retrieve - Permanent dialogue appears.

  2. The Home Location field displays the current Home Location of the record(s). This is where they'll be retrieved from.

  3. In the New home field, type the name of the new storage location of the record(s).
  4. From the displayed list, select the required Location.

  5. From the drop-down list, select the Priority of the request. Select from:

    • Low
    • Medium
    • High

  6. Depending on the selected Priority, you may be required to add the date the record should be delivered. In the Date required field, type in, or use the Calendar to select the date the record(s) should be delivered.

  7. Type in any additional information relevant to the request in the Notes field.
  8. Click Save.

  1. Click Retrieve - Recurring to create a request to have the record(s) permanently change storage locations.

    The Request - Retrieve - Recurring dialogue appears.

  2. The Home Location field displays the current Home Location of the record(s). This is where they'll be retrieved from.

  3. In the Requested by field, type the name of the user who is requesting the record(s).

  4. From the displayed list, select the required Location.

  5. From the drop-down list, select the Priority of the request. Select from:

    • Low
    • Medium
    • High

  6. Depending on the selected Priority, you may be required to add the date the record should be delivered. In the Date required field, type in, or use the Calendar to select, the date the record(s) should be delivered.

  7. For the recurring request, type the number as to how often the request should occur in the Every field.

  8. From the drop-down list, select the frequency of the recurring request. Select from:

    • Days
    • Weeks
    • Months
    • Years
  9. In the Until field, type in, or use the Calendar to select, the request ceases.
  10. Type in any additional information relevant to the request in the Notes field.
  11. Click Save.

  1. Click Pick up - New to create a request to have a Content Manager record picked up and stored in a storage location.

    The Retrieve - Pick up - New dialogue appears.

  2. The Home Location field displays the current Home Location of the record(s). This is where they'll be retrieved from.

  3. In the New home field, type the name of the new storage location of the record(s).

  4. From the displayed list, select the required Location.

  5. From the drop-down list, select the Priority of the request. Select from:

    • Low
    • Medium
    • High

  6. Depending on the selected Priority, you may be required to add the date the record should be picked up. In the Date required field, type in, or use the Calendar to select the date the record(s) should be picked up.

  7. Type in any additional information relevant to the request in the Notes field.
  8. Click Save.

  1. Click Pick up - Return to create a request to have a Content Manager record picked up and stored in a storage location.

    The Retrieve - Pick up - Return dialogue appears.

  2. The Assignee field displays the who currently has the record(s). This is where they'll be retrieved from.

  3. In the Home Location field, the location the record will be returned to is displayed.

  4. From the drop-down list, select the Priority of the request. Select from:

    • Low
    • Medium
    • High

  5. Depending on the selected Priority, you may be required to add the date the record should be picked up. In the Date required field, type in, or use the Calendar to select the date the record(s) should be picked up.

  6. Type in any additional information relevant to the request in the Notes field.

  7. Click Save.

Show Requests

To view the requests already submitted for an individual record:

  1. On the record, click Request and then click Show requests.

The requests for the record will be displayed in the Requests search list panel.