This topic discusses the different actions you can take on a request depending on where the request is in its lifecycle. The actions discussed are:
take ownership/assign owner
create item - Requests can optionally generate a new task, issue, or project that can then be managed using PPM Pro (provided the current user has the appropriate Create permission).
Each time an action is taken on a request, an alert notifies appropriate parties. See Request Alerts.
For more information about requests, see About Requests.
In addition, the status of the request changes based on the action taken. The possible request statuses are:
Started - The request has been created and saved, but not submitted
Submitted - The request has been submitted and sent to the first gate (or final approval gate if there are no additional gates).
Rejected - The request has been rejected and sent back to the previous gate or, if no previous gate, back to the submitter
Approved - The request has been approved and moves forward to the next gate (unless at final gate). If at final gate, item can be created (if not created earlier).
Item/created fulfilled - The item (entity) has been created. By default, the approver (or user on the final approval team that is creating the item if created early) is the owner of the created entity.
Instructions for creating a request are found here. Once you create a request, you can submit it or just save it. Once you submit a request, it is sent to the first gate, if any. If you save the request, you must submit it before it can advance to a gate.
If you have created and saved a request, you will see a Submit button. Click Submit to sent the request to the first gate (or final approval gate, if there are no additional gates). If you do not want the request, click Delete.
Take Ownership/Assign Owner
A request must have an owner before it can be approved or rejected.
If there are no gates other than the final approval gate, a submitted request is passed to the Final Approval Gate. A member of the Final Approval Team must take ownership (click the take ownership button) before the request can be approved or rejected. If there is a gate, then a member of the gate approval team must take ownership. Note that unless the current user is also the gate owner, he/she will not appear in the 'Assign Owner' dropdown, but may still be able to become the owner using 'Take Ownership'.
If you see the take ownership or assign owner buttons, then a team member must take ownership before the submit and reject buttons become available. If you are looking at a request and the assign owner button is available and the approve/reject buttons are not available, this means that you are the current owner of the request as well as the submitter, and must assign ownership to a member of the approval team.
You can also set the owner to null by leaving the droplist empty. This allows you to give up ownership but not assign ownership to someone else.
Approve or Reject
Once ownership is established, the request can be approved or rejected. If the request is approved, it moves forward to the next gate, or to final approval if there are no more gates. If the request is rejected, it moves back to the previous gate, or to the submitter if there are no previous gates.
For example, the Basic Info tab shown below has a set of buttons that includes assign owner, reject, and approve. There is an assign owner button instead of a take ownership button because the user viewing the tab is already the owner (but not the requester).
Once a request is approved, the you can create the item for the request. By default, the user that creates the item becomes the owner of the item. If you do not want to create the item, click the assign owner button to assign a different owner. Otherwise, click the create item button to create the item.