Scheduled Request Templates let you create templates for recurring requests to be automatically generated on a defined schedule.
Once set up, the template will automatically create new requests based on the details you specify and the frequency you define.
Please note: This feature is currently available in beta for Xero-connected Organisations. If you'd like to enable it, please contact us.
Please note: This feature is currently only available for Purchase Order requests.
Who can create Scheduled Request Templates
Who can create Scheduled Request Templates
Scheduled Request Templates can be created by all users assigned as Requesters in the Purchase Order workflow.
Templates must follow the workflow rules that apply to the Requester creating them. If you’re limited to specific Accounts, Suppliers or Tracking Categories in the Requester matrix, only those can be used in your template.
For example, Jason Carter is limited by the Requester matrix to the North region in the matrix below. So, if Jason tries to create a Scheduled Request Template that includes a region other than North — e.g. South or West — ApprovalMax will prevent the template from being created.
How to create a Scheduled Request Template
How to create a Scheduled Request Template
This is how you create a new template
Go to Scheduled Request Templates in the main navigation menu:
Click on New scheduled request template:
Before filling in the request form details, first set up the Scheduler section at the top of the form:
Click on Set up scheduler and define when and how often you want recurring requests to be created. Choose the execution time, recurrence pattern (daily, weekly, monthly or yearly) and an optional end date, then click on Save:
Please note: The scheduler uses your Organisation’s time zone for execution. If your personal time zone differs, creation may occur at a different local time for you.
Once saved, toggle the scheduler to activate it:
When the scheduler is set, fill in the rest of the form:
Choose whether the recurring requests should start as a Draft or be submitted for approval right away:
Give your template a clear name so it’s easy to identify later. Set the Delivery Date rule to define when the recurring request should go out, enter a reference code and select a Contact :
Please note: ApprovalMax will automatically assign a numerical value to the end of each recurring request’s reference.
For example, if your reference is set to Purchase Order, the first request will be PO-1, the next PO-2, and so on.
Fill in the other request details just like when creating a regular Purchase Order:
Review all fields, then click on Save template:
Once the template is saved, it will appear in your Scheduled Request Templates list with its next execution date, schedule status and author details: