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Asset requests

Asset requests

Overview

Asset requests are the self-service channel that lets staff ask for equipment without writing emails or filling in paper forms. The employee picks the asset type they need, explains what they need it for and submits the request; the asset owner sees it in a queue and approves, rejects or fulfills it.

The module has two screens:

  • Request an Asset - the requester's screen, with the form and the history of their own requests.
  • Manage Requests - the management queue, where the whole company's requests are decided.

How to get there

Screen Menu URL
Request an asset Requests > Request an Asset /requests
Management queue Requests > Manage Requests /requests/manage

Key concepts

Term Definition
Asset model The type of asset being requested (Computer, Projector, Vehicle). Only models marked Users may request this model can be requested.
Pending The request was submitted and is waiting for a decision.
Approved The owner authorized the hand-over, but the equipment has not been issued yet.
Rejected The owner did not authorize the request.
Fulfilled A specific asset was issued to the requester and the request was closed.

How to use it

Submit a request (employee)

  1. Go to Requests > Request an Asset.
  2. Under New request, choose the Asset model from the Select a model list.
  3. Write in Notes why you need it and any relevant detail.
  4. Click Submit request. The button reads Submitting... while it processes.
  5. The request appears under My requests with the Model, Status, Submitted and Notes columns.

If the model list is empty with the message that no Asset models are available to request, no model has the request option enabled; ask your administrator to switch it on in the model record.

Decide a request (owner)

  1. Go to Requests > Manage Requests.
  2. The table shows Model, Requester, Status, Notes, Submitted and Decided by.
  3. In the Actions column:
    • Approve - authorizes the request; the status becomes Approved.
    • Reject - discards it; the status becomes Rejected.
    • Fulfill - available on approved requests; records the hand-over of the asset and leaves the request Fulfilled.
  4. You can filter the Status column by name (Pending, Approved, Rejected, Fulfilled) or show All.

Fields

Field Type Required Description Validation
Asset model Drop-down Yes The type of asset requested. Only active models with the request option enabled appear. If the model stops being available, the submission is rejected with a message saying the model is not available for requests.
Notes Text (multiline) No The justification and details of the need. None.

Permissions

Action Permission
See the self-service screen and submit requests Requests.View
See the queue and approve, reject or fulfill Requests.Manage

A user without Requests.Manage who tries to decide a request is told they do not have permission to manage requests. Administrators hold both permissions.

Notes

  • What can be requested is controlled from the asset model: tick Users may request this model under Master > Asset models.
  • The Asset models' Available column helps you decide: it shows how many units are free before you approve.
  • When a model has a Minimum quantity alert, ActivoHQ emails the owners if the available units fall below the threshold, so restocking happens before requests pile up.
  • If the model requires Require acceptance (EULA) at checkout, the user has to accept the agreement when the asset is assigned to them.

Troubleshooting

Symptom Likely cause Resolution
No model appears to request. No model has Users may request this model ticked, or the ones that do are inactive. Enable it under Master > Asset models.
The Fulfill button is not visible. The request is not in Approved status. Approve the request first.
Access denied appears on the management queue. The Requests.Manage permission is missing. Ask your administrator for it.
Submission fails saying the model is not available. The model was deactivated, or its request option was removed, after the screen was opened. Refresh the screen and choose another model.

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