Request Management
A centralised system for submitting, routing, and resolving workplace requests with full transparency and automated approval workflows.
Overview
Datar's Request Management module provides a centralised system for submitting, routing, and resolving any type of workplace request. Whether you need to claim an expense, request time off, order supplies, or seek formal approval, the system handles routing, notifications, and tracking automatically.
Service catalogue
Browse a structured catalogue of request types configured for your organisation. Each type has tailored forms, required fields, and pre-defined approval workflows.
Automated routing
Requests are automatically routed to the appropriate approver based on type, value, and organisational policies. No manual hand-offs or email chains needed.
Real-time tracking
Follow every request from submission to resolution with live status updates, approval history, and instant notifications at each step.
How to submit a request
Follow these steps to create and submit a new request
Step 1: Browse the catalogue
Go to the Requests page and browse the service catalogue. The catalogue shows all the types of requests available to you, such as expense claims, supply orders, and leave requests.
Step 2: Select a request type
Click on the type of request you want to submit. A details panel will open showing you what information is needed and any requirements for that request type.
Step 3: Fill in the form
Click "Create Request" and fill in the required details. Depending on the request type, you may need to add line items with amounts, quantities, dates, or other information.
Step 4: Attach documents
If you have supporting documents (receipts, invoices, or other files), attach them to your request. This helps the reviewer make a decision faster.
Step 5: Submit your request
Review everything and click "Submit." Your request will be sent to the appropriate approver and you will receive a confirmation.
How to track your requests
Stay informed about where your requests stand
After submitting a request, you can track its progress at any time from the "My Requests" section. Here you will see a list of all your requests along with their current status.
View request details
Click on any request to see its full details, including line items, attached documents, approval history, and any notes from the reviewer.
Get notified
You will receive a notification whenever your request is approved, rejected, or if the reviewer asks for more information.
For managers: Reviewing requests
If you manage a team, here is how to handle incoming requests
As a manager, you will see a dedicated "Approvals" section where all pending requests from your team are listed. Here is how to handle them:
Navigate to the Approvals section to see all requests waiting for your review. Each request shows the requester's name, the request type, the date submitted, and a summary of what is being requested.
You can filter and sort the list to focus on the most urgent requests first.
Click on a request to open its full details. You will see all the line items, amounts, dates, and any documents the requester has attached.
Take the time to review everything before making a decision. If you need more information, you can add a note asking the requester to clarify.
Once you have reviewed the request, you can approve or reject it. You can also add a note explaining your decision, which is especially helpful if you are rejecting the request so the submitter understands why.
The requester will be notified immediately about your decision.
Approval routing
Requests are automatically directed to the right approver based on type, value, and policy
Every request follows a policy-driven routing path. The system determines the appropriate approver based on the request type, the monetary value involved, and your organisation's configured approval rules. This ensures consistent, auditable decision-making without manual intervention.
Policy-based rules
Approval thresholds and routing rules are configured by your organisation's administrators. For example, expense claims under a certain amount may go directly to your line manager, while larger amounts are escalated to a director or finance team.
Escalation handling
If an approver does not respond within the configured time window, the request can be automatically escalated to the next level. This prevents requests from stalling in the queue.
When you submit a request, the system evaluates:
Request type — Different types (expense, leave, inventory) have different approval chains configured by your administrator.
Value threshold — Requests above a certain monetary value may require additional levels of approval.
Organisational structure — Your reporting line determines the default approver. The system uses your team hierarchy to route requests to the appropriate manager.
Request status explained
Each request goes through a series of stages
Every request has a status that tells you exactly where it is in the process. Here is what each status means:
Status | Description |
|---|---|
Draft | You have started filling out a request but have not submitted it yet. You can come back and finish it anytime. |
Pending | Your request has been submitted and is waiting for a manager to review it. You will be notified once a decision is made. |
Approved | Your request has been reviewed and approved. Any follow-up actions (such as expense reimbursement or inventory updates) will happen automatically. |
Rejected | Your request was not approved. Check the reviewer's notes to understand why. You can submit a new request with updated information if needed. |
Cancelled | This request was cancelled, either by you or by the system. Cancelled requests are kept in your history for reference. |
Types of requests
Different request types are available depending on your organisation's setup
Expense
Claim reimbursement for business expenses such as travel, meals, office supplies, or other work-related costs. Attach receipts for faster approval.
Time-off
Request annual leave, sick leave, personal days, or other types of time off. Your leave balance is checked automatically to make sure you have enough days available.
Inventory
Request supplies, equipment, or other items from your organisation's inventory. Once approved, the stock levels are updated automatically.
General
For anything that does not fit the other categories. Use general requests for approvals, permissions, or any other type of request your organisation supports.
Business Outcomes
Measurable improvements to your request management process
Faster turnaround
Automated routing eliminates manual hand-offs and email chains. Requests reach the right approver immediately, reducing resolution time from days to hours.
Complete visibility
Every request is tracked from submission to resolution with a full audit trail. Requesters, approvers, and administrators can see status at any time.
Policy compliance
Configurable approval rules ensure requests follow organisational policies consistently. Threshold-based routing prevents unauthorised approvals.
Reduced administration
Self-service submission and automated notifications replace manual coordination. Approvers review from a single dashboard rather than scattered emails.
Audit readiness
Every action is timestamped and attributed to a specific user. The complete request history is available for compliance reviews and internal audits.
Employee satisfaction
Transparent status tracking and timely notifications keep employees informed. No more chasing approvals or wondering about request progress.
Tips for a smooth experience
The more detail you include, the faster your request can be reviewed. Add descriptions for each line item and attach any relevant documents. This reduces back-and-forth and speeds up the approval process.
Make sure you are using the correct request type from the catalogue. Each type may have different required fields and approval workflows. Choosing the right type ensures your request reaches the right reviewer.
If you are gathering receipts or waiting for information, save your request as a draft. This way you will not lose any work, and you can submit it when everything is ready.
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