Lapis Request Manager Product description

Transcription

1 March, 2017

2 Contents: Lapis Request Manager 1 INTRO REQUIREMENTS USERS AND ACCESS RIGHTS FUNCTIONALITY HOME PAGE ORGANISATION MY REQUESTS PENDING APPROVALS MESSAGES REQUEST FORWARD REPORTS ADMINISTRATION HELP AND SUPPORT / 16

3 1 INTRO Lapis Request Manager (LaR) supports the process of creating, processing and approving different types of requests in your organisation. All processed requests are organized in one place, with transparent view on the status and activities. Lapis Request Manager key functionalities are: Organization: Show your organization by Tree view or List view. Particular organizational unit's data are easily accessible; Employees: Show and search the list of your Employees. Current contact data are easily available; Requests: Allows you to create and approve different types of request, as appropriate as company's needs; Workflows: you can create variety of request types with workflows different request types and adjust the approval processes of approval in order to internal requirements and procedures; Templates: with every type of request you can join the appropriate template / form; Notifications: you can join different message with each activity or with each outcome; Dashboard: dashboard will provide you with a wealth of information "at first sight"; Reports: optimal composite reports will provide you with "more information"; Export data: for the people who need more comfortable analysis there is available functionalities for export data in Excel; Administration and maintenance: the authorized person will easily manage basic lists necessary for the proper operation of the system; Lapis Request Manager add-in makes it easy to create different types of request and with them related workflows (process of approval), depending on the needs of the company. Document templates allows you to complete customization of content for request type's using your own visual identity. Views and reports with ability to export data into Excel will give you top view on portfolio in order to manage them. Lapis Request Manager add-in is extremely simple to use and maintain, is effective assistant in dealing with a wide range of requirements that appear in daily operations. Lapis Request Manager allows you to work on the move - all features are available on mobile devices. 3 / 16

4 2 REQUIREMENTS Lapis Request Manager supports access from different devices (computers, tablets, smartphones). Basic requirements are: Office 365, installed application Lapis Request Manager. For smooth operation, we recommend using the following web browsers: Internet Explorer 11 and more, the latest version of Microsoft Edge, Google Chrome or Mozilla Firefox. 3 USERS AND ACCESS RIGHTS According to access rights, we find: the end user - the rights to create, review or approve requests, administrator of Lar Applications - end user rights + access to administration tools. LaR administrator does not have to be a SharePoint administrator. SharePoint administrator - the main administrator who manages SharePoint. LaR administrator manages the rights of end-users. It allows them to approve requests and to have access to the reports. 4 / 16

5 4 FUNCTIONALITY Functionalities are organized and accessible through the menu on the left side of the page. The availability of certain functions depends on the user rights. The end user can be: the person with rights to approve the request, the person with rights to use reports. 4.1 Home page Home page provides basic dashboard information for requests of the logged-on user - the total number of sent requests, the requests by type and by priority. For approvers, home page contains additional information about the number of pending approvals, also by type and by priority. Picture 1 Home page dashboard 4.2 Organisation Users often need information about organisational units and employees. The application offers the ability to display data through menus Organisational units and Employees. Organisational units page contains two views: Tree view and List view. Tree view has the ability to present basic information about the organisational unit. Employees contains basic information about users. The content is taken from the user profile. The lists are arranged in alphabetical order. It is possible to search content. 5 / 16

6 Picture 2 Organisational structure (Tree view) Picture 3 Employees 6 / 16

7 4.3 My requests User may to open different types of requests, and they can follow the approval process for created requests. User may open the request in the name of another person. This option is useful in cases when another person can t use LaR. The simple forms help the user in the process of creating a new request. Templates in use within the company simply are associated with entry forms. More documents can be attached to a particular request. The content of the request and attached documents are permanently stored and available for later retrieval. Picture 4 Request types Picture 5 New request entry form 7 / 16

8 Users are able to follow the approval process. Picture 6 Requests in progress All requests show all requests that logged on user opened during a given period (in their name or in the name of another person). Change the date for the period is provided. Details of the request and enclosed documentation are available for review. Picture 7 All requests 8 / 16

9 4.4 Pending approvals Page Pending approvals is intended to Approvers. The site contains requests that are awaiting the approval activity. Picture 8 Pending approvals Approver has available all the data from the request, and also the documentation attached. The decision is taken by the "one click". 9 / 16

10 Picture 9 Approver s view Request approval 4.5 Messages The system supports sending notifications to participants. In this way, users do not need to be constantly logged into the application. Users can use the links from the message to retrieve request in LaR system in the quickest way. Default content of messages is set during installation. LaR administrator can customize the message content to the needs of the company. 4.6 Request forward The functionality of forwarding the request is available to LaR administrator. Example of use: current approver is unavailable, the approval rules are changed. An administrator can use this functionality to redirect request to another person with a valid right for approval. 10 / 16

11 Picture 10 Request forward 11 / 16

12 4.7 Reports Dashboard provides a view on the statistics of the requests in a graphical form. Default reports contain more information about the requests. What information will be displayed depends on the organisational unit to which the person belongs. If organisational units are not defined, data from all the requests within the system are shown. Picture 11 Dashboard Reports are limited within the period. The values is possible to export to Excel workbook. 12 / 16

13 Picture 12 Example of reports Requests by type 13 / 16

14 4.8 Administration It is important to keep certain information up to date and in accordance with the rules of the company. Menu Administration provides management of key data. The data is grouped by: Employees, Request types, Workflows, Messages, Templates. Picture 13 Administration - Request types The management of these elements is done using a simple form. Picture 14 Messages edit form 14 / 16

15 Picture 15 Workflows edit form Picture 16 Request types edit form 15 / 16

16 To use all the features of the application LaR we recommend that you update the data for people and for organizational units using the SharePoint admin center. The elements used by the application are located within: Office 365 user profiles (user data). Office 365 term store (data of organizational units). Picture 17 SharePoint admin center 5 HELP AND SUPPORT Lapis Request Manager add-in is easy to install with few basic setup steps. You can use the application help and find detailed guideline that will take you through this simple process. Picture 18 Useful links If you have questions that you can t find answers, please contact us at infolar@lapis.hr and we will help you. 16 / 16