Purpose Statement

This article provides a complete guide for creating, configuring, and managing inventory request boards within the Assets module.

Inventory request boards are used to organize, track, and manage inventory requests across the department. They streamline restocking workflows, support request assignment and visibility, and help ensure inventory needs are addressed efficiently.

Background Information

Inventory request boards act as the central workspace for handling supply requests. Each board defines how requests are organized, who they are assigned to, and how they move through fulfillment stages.

These boards support key inventory workflows by:

• Providing a structured location for users to submit requests
• Routing requests to appropriate teams or individuals
• Organizing requests into phases (e.g., Submitted, Approved, Fulfilled)
• Automating notifications and visibility across the organization

Request boards are closely tied to:

• Inventory items (what is being requested)
• Request submission workflows (how requests are created)
• Fulfillment workflows (how requests are completed)

Proper configuration ensures consistent processing, improved accountability, and better tracking of supply needs.

Required Permissions

Users may need the following permissions:

• Assets Module Access
• Inventory Setup / Configuration Permissions
• Request Board Management Permissions
• User/Team Assignment Permissions

Permissions may vary by agency configuration. Administrators typically manage board setup and configuration.

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Step-by-Step Guide

Create New Request Boards

1. Access Inventory Request Boards

• Navigate to Assets Module
• Click Setup
• Select Inventory
• Click Request Boards

2. Create a New Request Board

• Click + Board

3. Configure Board Settings

• Configure all request board settings:
  1. Board Name: Enter a clear, descriptive name for the request board. This is how users will identify the board when submitting requests. 
  2. Assigned To (Team/User): Select the default Team or User responsible for handling requests on this board.
     • If left blank, the requester can choose the assignment during submission.
  3. Active Toggle: Enables or disables the board for use.
     • On: Board is available for new requests
     • Off: Board is hidden from users and cannot receive new requests
  4. Default Board Toggle: Sets this board as the default selection when users create a new inventory request.
     • Users can still select a different board if needed
  5. Allow Editing of Assigned Users/Teams: Allows requesters to modify the assigned user or team when submitting a request. 
  6. Send Notification to Assigned: Sends notifications to the selected assigned users or teams when a request is submitted or updated. 
  7. Send Notification to Submitting User: Sends notifications to the user who created the request to keep them informed of updates. 
  8. Archive Request After (Days): Defines how long completed requests remain visible before being archived.
     • The countdown begins after the request reaches the final phase
  9. Inventory Groups Associated: Select which inventory groups can be requested through this board.
     • Limits available items to only those within the selected groups
  10. Phases (Workflow Stages): Define the stages a request will move through (e.g., New, Fulfilled, Closed).
      • Minimum of 3 phases, maximum of 5 phases
      • Use the + / – buttons to add or remove phases
      • The first phase is the default starting point for new requests

4. Configure Request Types

• Click the + (Add Request Type) button Configure the following fields for each request type:
  1. Request Type Name
     Enter a descriptive name for the type of request (e.g., Airway Supplies, Trauma Supplies, IV Supplies).
     • This helps categorize and standardize incoming requests
  2. Priority Level
     Select the priority associated with this request type (e.g., Low, Medium, High)
     • Used to indicate urgency and assist with prioritization during fulfillment
  3. Request Type Controls (Actions)
     Use the action icons on the right to manage each request type:
     • Favorite (Star Icon): Marks the request type as a preferred or commonly used option for quicker selection
     • Activate/Deactivate (X Icon): Enables or disables the request type for use without deleting it
     • Clone (Duplicate Icon): Creates a copy of the request type to quickly build similar types
     • Delete (Trash Icon): Permanently removes the request type
• Repeat the process to add additional request types as needed

5. Save the Board

• Click Save to finalize creation

Manage Existing Request Boards

Edit an Existing Request Board

• Navigate to Assets > Setup > Inventory > Request Boards
• Locate the desired board
• Click the Edit (pencil) icon
• Update any necessary fields (name, assignments, phases, request types, etc.)
• Click Save to apply changes

Reorder Request Boards (Control Display Order)

• Navigate to Assets > Setup > Inventory > Request Boards
• Locate the list of boards
• Drag and drop boards into the desired order
• The updated order will control how boards appear to end users during request selection

Activate or Deactivate a Request Board

• Navigate to Assets > Setup > Inventory > Request Boards
• Click the Edit (pencil) icon on the board
• Toggle the Active setting:
  • On = Board is available for new requests
  • Off = Board is no longer available for selection
• Click Save

Delete a Request Board

• Navigate to Assets > Setup > Inventory > Request Boards
• Locate the board you want to remove
• Select the Delete option (if available)

Best Practices

• Use clear, descriptive board names (e.g., “Station Supply Requests”)
• Align phases with your real-world workflow (Submitted → Approved → Fulfilled)
• Limit the number of phases to maintain simplicity
• Assign default teams to reduce manual routing
• Use request types to prioritize urgent vs routine needs
• Regularly review archive settings to keep boards clean and relevant
• Associate only relevant inventory groups to prevent confusion

Troubleshooting & FAQs

Q: Why can’t users see a request board?
A: Ensure the Active toggle is enabled and the user has proper permissions.

Q: Can users change who a request is assigned to?
A: Yes, users can modify assignment during request submission if defaults are not enforced.

Q: What happens when a request is archived?
A: It is removed from active workflow views after the configured number of days post-completion.

Q: Why can’t I add more phases?
A: Boards are limited to a maximum of five phases and require at least three.

Q: How do request boards connect to inventory items?
A: Boards are linked through Inventory Groups, which control what items can be requested.

Q: Do request boards control fulfillment?
A: No, they organize and track requests. Fulfillment is handled in the inventory request workflow.