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Requests and Approvals

Jennifer Sneider Updated by Jennifer Sneider

The Requests and Approvals feature provides a Request generation and Approval workflow around Asset usage on Projects and at the Studio. A requester can create an Asset Request containing a list of Assets they wish to use, move, or update Dispositions. When ready, the Request enters an Approval workflow mirroring the existing approval process of your organization.

User Definitions

Requester: Initiates Request

Initial Approver: Receives all Requests (can also initiate them), gives initial approval and sends to Final Reviewer, and closes Requests (Studio Manager with Initial Approver permission)

Final Reviewer: Approves Requests (Studio Manager)

General Navigation

While logged into the Studio, click Requests on the top navigation bar to access the Requests Index. Depending on your permissions, you will see the following on the secondary navigation bar:

  • My Requests Tab: An index of all Requests which have not yet been sent. This will appear for all users who have active Requests.
  • For Approval Tab: An index of all Requests to be approved. This will appear only if your are an Initial Approver.
  • To Review Tab: An index of all Requests to be approved. This will appear only if your are a Final Approver.

Generating a Request (Requester)

  1. While logged in to a Series/Feature/Division, click Assets on the top navigation bar.
  2. Choose Assets by selecting the checkboxes in line with the Asset.
  3. Click Request.
  4. Click Create a New Request or Add to Existing Request.
    1. If creating a new Request, name your Request, choose a date, and add a note.
    2. If adding to an existing Request, select the Request from the dropdown, make edits to the date and note if needed, and click Add.
    1. To send the Request immediately, check the box next to Send Request immediately and click Send.
    2. To save the Request and send it later, click Add.

When sending the Request immediately, an email is sent to the Requester and Initial Approver.

When saving the Request to send later or adding Assets to an existing Request, you must send it from the My Requests tab.

Pro Tip: You can also create or add to a Request within an Event.

Sending a Saved Request (Requester)

  1. On the top navigation bar, click the Caret on the left and select Studio.
  2. Click Requests on the top navigation bar and you will automatically be taken to the My Requests tab on the secondary navigation bar.
  3. Click Send on the line of the Request to send immediately or click the line of the Request to review Assets.
  4. Make edits if desired and click Send Request.
  5. Click Send in the form to confirm.

An email is sent to the Requester and Initial Approver, and the Request moves to the Initial Approver's For Approval tab.

Sending a Request for Final Review (Initial Approver)

  1. While logged in to the Studio, click Requests on the top navigation bar.
  2. Click the For Approval tab on the secondary navigation bar.
  3. Click the line of the Request you want to view.
Note: Flags appear next to Assets that are also in other Requests. Click the Flag icon to view the conflicts.
  1. Approve or deny Assets in the Request by selecting the checkboxes on the left and clicking Approve to approve and Deny to deny.
  2. Click Notify Final Reviewer.
  3. Select Final Reviewers, add a note, and click Send.

An email is sent to the Final Reviewer(s).

Skipping a Final Reviewer (Initial Approver)

  1. While logged in to the Studio, click Requests on the top navigation bar.
  2. Click the For Approval tab on the secondary navigation bar.
  3. Click the line of the Request you want to view.
  4. Approve or deny Assets in the Request by selecting the checkboxes on the left and clicking Approve to approve and Deny to deny.
  5. Click the Ellipsis in the upper right corner.
  6. Select Skip Final Approver.
  7. In the Notify Requester pop-up window, add a note and click Send.

An email is sent to the Requester and the Request shows as complete in the For Approval tab.

Reviewing a Request (Final Reviewer)

  1. While logged in to the Studio, click Requests on the top navigation bar.
  2. Click the To Review tab on the secondary navigation bar.
  3. Click the line of the Request you want to view.
  4. If you wish to change the approval status, select the boxes on the left and click Approve to approve and Deny to deny.
  5. Click Submit Confirmation.
  6. In the Notify Initial Approver pop-up window, add a note (especially if you changed a status), and click Send.

An email is sent to the Initial Approver.

Closing a Request (Initial Approver)

The Initial Approver receives an email when a Request is confirmed by the Final Reviewer. The Initial Approver can also close the Request if skipping the Final Reviewer.

  1. While logged in to the Studio, click Requests on the top navigation bar.
  2. Click the For Approval tab on the secondary navigation bar.
  3. Click the line of the Request (which now appears as complete).
  4. Update the Assets to reflect the Request.
    1. Select the Assets you wish to update by checking the boxes on the left.
    2. Click Move to update the Asset(s) Project or Storage Location or Add/Update > Disposition to update Disposition.
    3. Select the changes you wish to make in the pop-up window and click Save.
  5. If desired, click Notify Requester to send a note to the Requester.
  6. Click the Ellipsis in the upper right corner.
  7. Click Close Request, then Confirm.
Warning: Closing a Request is permanent and should only be done once all updates to Assets in the Request are complete.

The Request is archived in the For Approval tab and an email is sent to the Requester.

Request Status Definitions

Incomplete (red): Status before an Initial Approver approves

  • Needs action - Send to Final Reviewer

Submitted (yellow): Status when Initial Approver sends request to Final Reviewer 

  • No action required - Waiting for Reviewer

Confirmed (green): Status after Final Reviewer confirms request 

  • Needs action - Notify Requester

Complete (gray): Status after Initial Approver notifies Requester

  • Needs action - Can now be closed

Closed (black): Status after Requester closes request, removes conflict flag

  • No action required - Done

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