Creating and configuring request types allows you to customize how requests are submitted, reviewed, and approved based on your company's requirements.
By configuring specific request types, fields, and workflows, you can collect standardized information, tailor approval workflows, and gain greater visibility and control over company spending.
Creating request types
You can create a new request type from the Payhawk web portal:
Go to Settings > Requests.
Under Types, click on Add type.
In the dialog that opens, fill in its details such as the name, description, and a hint if needed.
Only the Name field is mandatory for the creation of the request type.
Click on Add.
Configuring the default field settings
Some default fields in a request type include predefined options that allow you to customize how the request type behaves.
Summary - Requesters will be expected to provide brief information on what is required. This data will be displayed as the name of the request. This request type field cannot be modified.
Description - Requesters will be expected to provide a reason for submitting the request. This request type field cannot be modified.
Supplier - Requesters will be expected to fill in the supplier for the request.
Recurrence - Requesters will be expected to define whether what they require will occur periodically or is one-time.
Special instructions - Requesters will be expected to enter any instructions for the supplier, such as delivery details or packaging requirements.
The Supplier, Recurrence, and Special instructions fields can be customized in terms of:
Visibility - The Visibility field defines who at the company will be able to view the request type, for example, Accountants and Administrators.
Necessity - The Required field defines whether the data will be required for submission (the requester will need to enter the data in the field) or for review (the reviewer will be required to enter the data in the field).
Document - You can set whether the upload of a document related to the request will be required for submission or review.
To define or update the default request type fields:
Navigate to the request type.
Select the request type field.
Select the desired options.
Click on Save.
Configuring the custom-defined field settings
To define the fields that will collect any additional information about the request:
Navigate to the request type.
Go to Fields > Additional information and click on Add field.
Select how you want the requester to provide the data:
To allow requesters to choose from a pre-defined set of values, select Dropdown. In the dialog that opens, provide the name and a short description of the field. Add its options and click on Save when ready.
To allow requesters to choose a date, select Date. In the dialog that opens, provide the name, a short description of the field, and the rest of the required data. Click on Save when ready.
To allow requesters to enter a free text, choose Short text. In the dialog that opens, provide the name, a short description of the field, and the rest of the required data. Click on Save when ready.
Associating custom fields with requests
All custom fields created on the system level are automatically displayed for the request type as inactive by default. To associate a custom field with the request type and have it displayed for each submitted request of that type:
Navigate to the request type.
In the Item categorization, click on Show inactive.
Go to the desired custom field you want to associate with the request type and click on the ✔ (Activation) icon.
From the dialog that opens, you can view and update the settings of this custom field's values. Once done, click on Save.
Any updates made to system-defined custom field settings within a specific request type will apply only to requests of that type. These local changes will not impact the global settings of the custom field across the system.
To view the system-defined settings of this custom field, click on the label displayed next to the request field type - in this case, 18 values.
To deactivate a custom field associated with the request type, click on its
(Deactivate) icon.
Enabling and disabling request types
Once created, request types are disabled by default.
You can enable request types by selecting the desired request type from Settings > Requests, switching on the toggle under the General tab, and clicking on Save changes.
To disable the request type, switch off the toggle and, again, click on Save changes.
Alternatively, click on the ✔ (Activate) or (Deactivate) icon next to the request type.
Removing request types
To delete a request type:
Go to Settings > Requests and hover over the request type.
Click on the Trash icon next to it.
In the dialog that opens, select the checkbox and click on Ok to confirm.
