Request tab fields

Use the Request tab to set up project request recipients and how the request is processed.

Descriptions of the fields on the project template Request tab follow.

Setup Project Request section

The following table describes the fields in the Setup Project Request section.

Table 1. Fields in the Setup Project Request section
Field Description
Request description The description that displays when a user adds a project request. Briefly describe the purpose of the template. Length is limited to 300 characters.
Request reapproval rule Select one of the following options to define how project requests are handled when they are returned and then resubmitted.
  • If the project request is returned and then resubmitted, request is processed by all recipients again (the default).
  • If the project request is returned and then resubmitted, start process with the person who rejected.
  • If the project request is returned and then resubmitted, request owner selects the recipients that it needs to go to.

    In this case, on resubmitting the request the owner of the request can select only required recipients who accepted the request.

Setup Recipients section

The following table describes the fields and user interface controls in the Setup Recipients section.

Table 2. Fields in the Setup Recipients section
Control Description
Request owner can add and/or delete recipients If you do not add recipients, you must leave this check box checked or you receive an error message when you save the template. If this check box is checked, a project request that uses this template allows the requester to assign new recipients and change any non-mandatory pre-configured recipient assignments.
Add Recipient Step Click Add Recipient Step to add a row to the grid. Each row provides a set of fields that you configure to add request recipients.
Recipient Role A drop-down list that contains the recipient roles you configured on the Project Roles tab. The roles are displayed in alphabetical order.
Recipient Assignment A drop-down list that enables the following options.
  • User/Team: This option enables a drop-down list of users from which you select a user or team to assign to the role you selected in Recipient Role. If you select a team, the recipient is a team member or team manager (who assigns the request to a team member); this is determined by the option that is selected in the Request Routing Model section of the Team's summary tab.
  • Requester Assigned: Allows the requester to assign a user to the role you selected in the Recipient Role field. If you set the other fields (such as Default Duration, Sequence, and Project Owner), these values become the defaults for this request recipient. The requester can change the defaults.
  • Rule Driven: This option enables an icon that you click to open the Rule Builder. Then, you define rules for assigning a user to the role you selected in the Recipient Role field. See Rule Builder dialog for a description of the Rule Builder.
Default Duration Time that is allowed for each review step.

The way days are counted is set up when HCL Marketing Operations is installed and configured, in the numberOfHoursPerDay property. See the Marketing Operations Installation Guide for a description of the options that are provided for this setting.

If recipients do not respond within the time that is allowed as their default duration, they receive an alert. If the recipient is a team, alerts are sent according to the Request Routing Model configured for that team.
Sequence A field in which you enter a sequence number. Select the sequence number for each recipient to specify the order in which the recipient receives notification of the request and must approve the request. You can control whether recipients act in parallel with other recipients or before or after any other recipient. If you assign the same number to multiple recipients, they all receive notifications when it is their turn to respond.

This field must contain a number; the maximum is 99. By default, each time you add a recipient the value of this field is incremented.

Project Owner The recipient that is designated as the project owner becomes the owner if the request is accepted by all required reviewers. The project owner is always a required recipient.
Required A check box that determines whether a recipient is required. Check the box next to each recipient who must approve. If this box is not checked, the recipient is optional. Note the following behavior for required recipients.
  • If a recipient is required, the next recipient in sequence is not notified (and cannot respond) until the current recipient responds.
  • If a recipient is required, and that recipient denies the request, then the next sequential recipient is not notified. Then, the request is placed on hold and the owners are notified.
  • If multiple recipients act simultaneously, and one of the required recipients rejects the request, then the request process continues until all the required recipients who work simultaneously respond. After all responses from that step are complete, the system sends a rejection notification to the request owner and any recipients who previously responded.
  • At least one recipient must be set to Required. The system generates a warning message if someone tries to start a request that contains no required recipients.
Instructions Opens a dialog for you to add instructions that this recipient sees on the Summary tab of the project request. Length is limited to 1024 characters.
Remove Selected Recipient Step(s) To delete a recipient step, select the check box for a row in the grid and then click this link.