In the student request forms workflow and management process, you need to see the below steps.
Firstly, you need to start by creating a request within TEAMS. For instance, if you generate a request form like Apply For Holidays and upload it as a PDF document within TEAMS and save it. Once the request form is updated in TEAMS, it becomes accessible on the Make a Request screen within the Student Portal.
When a student selects their program, they can view the available request forms, including “Apply For Holidays.” Upon choosing this specific request, they will be presented with a download option, enabling them to retrieve the PDF document you have uploaded in TEAMS for this request.
After downloading, students can fill out the document and re-upload it, ensuring that the format remains in PDF. Upon the completion and submission of a request, it will appear as a Pending Request in the grid on the student portal.
These pending requests are displayed on the Student Request New Listing Screen within TEAMS, presented in the form of tiles. This visual representation enhances the visibility and accessibility of pending requests, making it easier for you to track and manage the request status. It’s a convenient and organised way to monitor the progress and status of student requests within the system. You can Approve, decline, download, view or create contact logs for the request.
Once the request is approved or declined by you the same status will be updated on the Student Portal for that particular request.
Please see the below tabs to understand the request form process in TEAMS and the Student Portal
As mentioned above, when you are on the Manage Request Document screen and you want to create a new request form then you need to see the below steps:
- Go to Main Dashboard > Alerts General Tile and select the Student Request New hyperlink.
- You will be directed to the Student Requests screen
- Select the Manage Requests Documents button on the right hand side of the screen and the system will open another screen namely Manage Requests documents.
- Select the +Add button above the grid on the right side and when you select it a popup window will appear on the same screen
- You will see a Request Type dropdown. (this dropdown is a user code and if you wish to create a user code related to your Request Type, please contact our support team and they will guide you to understand, how you can create a User Code in TEAMS).
- After selecting the Request Type, please select the Upload Documents button to upload the request form related to the selected request type. Please note that the documents that you are uploading are in PDF format only.
- Additionally, you can add the Notes in the Notes Box for your forms and save them.
IMPORTANT – if you upload multiple documents while creating a request form, the system will create two different entries in the grid for that specific request type.
Now, when students initiate a new request by selecting the Make a Request Icon and upon selecting the program from the dropdown, they will immediately see the Request Types and grid displaying essential information of all the requests as the Request Type, Request Date, and Request Status for the specific program they have chosen.
Additionally, we have added a new feature that allows the students to select any request on the screen and after selecting any request, the grid will show them all the related requests history and status. They can download the request forms and fill it out. When the request form is filled out by the student, they can upload it back into the system.
Please note, that if you have already submitted a request for any request type then you won’t be able to upload any documents for that specific request type. Also, its worth noting that the upload functionality is designed exclusively for PDF documents.
If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us on support@rtosoftware.com.au