Request and Request Status

Request summary introduction

The request summary page displays to the user a summary of where the request is currently at. The page is split into several sections:

• Request information – Provides a summary of the key information of the request and allows the user to contact the primary contact and the owner.
• Request status – Provides an overview of how many days until the request target end date.
• Request activity – Similar to the home page this displays the user activity on this particular request. On each activity you will be able to access the task that is being actioned and contact the user who is working on the activity.

• Tasks not overdue – when the request has become active the tasks that are active and not past their target end date will be displayed here. A user can click the task to be taken to the task to view notes and action the task.
• Tasks overdue – when the request has become active the tasks that are active and past their target end date will be displayed here. A user can click the task to be taken to the task to view notes and action the task.

Add/view users

On the request summary page, a user can add users that are associated with the request. There is also an option to view the users already added. This displays a pop up window which allows the user to remove users that have been added previously.

Request info

The request info tab display information relating to the request. There are several fields that can be edited, these are listed below:

• Request type – Able to change the request type, but this is not recommended and will be made read only in the next release.
• Owner – can be changed by clicking the change button. This opens a pop up which allow the user to search for a user and set them as the owner.
• Legal entity
• Initial assignee – can be changed by clicking the change button. This opens a pop up which allow the user to search for a user and set them as the internal assignee.
• Task template – can be changed by clicking the change button. The new task template will be applied. The previous tasks will not be deleted but will be set to a status that removes them from being displayed.

This is to ensure it maintains a full history of what has happened during the request process.

• Project/Matter name – Able to change the project/matter name.
• Target end date – Able to change the target end date of the request.

Several of the fields are read only, these fields are listed below:
• Status – the current status of the request. This is populated automatically as the request progresses through the onboarding process.
• Outcome status – When the request is completed this field is automatically populated.
• Outcome by – When the request is completed this field is automatically populated.
• Outcome date – When the request is completed this field is automatically populated.
• Outcome comment – When the request is completed this field is automatically populated.
• Start date – When the request is started this field is automatically populated.
• End date – When the request is completed this field is automatically populated.

Client info

The client info tab displays information for the client. There are several fields that can be edited, these are listed below:
• Client type
• Organisation name
• Organisation number
• Internal contact
• Currency code
• Client group
• Tax group
• Terms of payment
• Is ethical wall

Several of the fields are read only, these fields are listed below:

• Existing client number

Client contacts

The client contacts tab displays the initial contact that was created when using the new request form. This contact is marked as the primary contact. A request can have multiple client contacts. Each contact can have multiple addresses and multiple contact information such as email address, phone numbers etc.

The fields that available for each client contact are:

Client type – organisation or person

If the client type is of organisation:

• Organisation name
• Organisation number

If the client type is of person:

• First name
• Middle name
• Last name
• Gender

Addresses and contact information entries for the contact can be created, deleted an updated.

Additional parties

The additional parties tab displays the additional parties for the request. A request can have multiple additional parties. Each party can have multiple addresses and multiple contact information such as email address, phone numbers etc.

The fields that available for each party are:

Party type – organisation or person

If the party type is of organisation:

• Organisation name
• Organisation number
• In the capacity of

If the party type is of person:

• First name
• Middle name
• Last name
• Name prefix
• Name suffix
• Gender
• In the capacity of

Addresses and contact information entries for the party can be created, deleted an updated.

Tasks

The tasks tab displays a list of the tasks the have been configured in the task template that was selected when creating the request. More information on the tasks that can be configured can be found in the task template section of this document.

Tasks can be completed by clicking on the task on the check mark. This will display a popup where you can define whether the task passed or failed. A comment can also be added to provide additional information.

The task also displays notes, documents, history and dependencies of the task.

Notes

On the notes tab, notes can be added to provide progress and updates on the request. The notes can be created but cannot be edited or deleted. They provide a date descending list of notes for the request.

History

On the history tab, it provides an audit history of the activities that have happened on the request. There is also an audit history tab on each of the tasks, which is specific to the task you are viewing.

Integration

The integration tab provides information on the outcome of the integration with evergreen. It provides links to the records created for example the client in evergreen. When creating a client request, a client record is created in evergreen. When creating a matter the integration creates a client, matter contract, matter and funding source and lists the results in the integration tab.

The screenshot below displays an example of how errors are displayed if there is an issue with the integration.

Request status

When the request is created the request will be created at the status of Draft. In the draft status the request is able to be updated and prepared before the request is started. In draft status all tasks are not enabled as they do not become enabled until the request has been started.

Once the request has been started by clicking the start button on the request. The status of the request is then changed to Active.

When the request is active status, the tasks that are available due to the dependency settings (see task template section) on the task template can be actioned. Once all the tasks have been completed the Complete button is enabled. Clicking the completed button will set the request to approved or rejected status.