Adding requests

Request documentation from business owners or other stakeholders.

Tip

If you need to add a large number of requests to Projects, you can bulk upload requests. For more information, see Bulk importing requests.

How it works

Auditors often need to request documentation from business owners and other stakeholders to gather further information.

To request documentation, you add a request and assign it to the appropriate person. Once assigned, the person receives an email notification with a link to access the request, and has the option to add an attachment or post a comment.

Example

Requesting documentation from Human Resources

Scenario

You need to gather additional information from the Human Resources department pertaining to employees that have been on-boarded during the past year.

Process

You send a request to Human Resources, asking for a list of newly hired employees:

Requestor yourName
Description A system-generated listing of employees hired during the audit period (a sample will be selected for testing)
Owner Human Resources
CC None
Source Control Test
Due Date 04/02/2018
Email Subject Employee list request
Status Open

Result

Human Resources receives the request and is able to provide the relevant documentation by attaching a file.

Permissions

Only Professional Managers, Professional Users, and Contributor Testers can add requests.

Contributor Testers can add requests from the Requests tab and from controls and procedures that they own. They can only view and update requests that they created or are assigned to as the request owner, and can only delete requests they created.

Steps to add a new request

Notes

Interface terms are customizable, and fields and tabs are configurable. In your instance of Diligent One, some terms, fields, and tabs may be different.
If a required field is left blank, you will see a warning message: This field is required. Some custom fields may have default values.

Open the Projects app.

The Projects homepage opens.
Open a project.
The project dashboard opens.
From the Planning, Fieldwork, or Results tab, click Requests in the Utility Toolbar in the upper right.
After the Requests side panel opens, click the + New request button.

In the Requests dialog, enter the following information, and click Save:

Field	Description
Requester	specifies the name of the person requesting the documentation
Description	describes the requested information, such as the document name, version number, or department where you might expect to find the information Note Rich text fields cannot exceed 524,288 characters. Tip To enable spell check on rich text fields, do one of the following: Chrome, Firefox, or Safari CTRL + right-click within the field on Windows or Command + right-click on Mac Internet Explorer or Microsoft Edge open your browser settings and turn on spell check / highlighting of misspelled words
Owner	specifies the name of the person responsible for fulfilling the request The search field operates on the first and / or last name of the person. Select Specify a user... and do one of the following: Specify a user Select a person under the Users list if the person is a licensed user within the Diligent One instance. Specify a contact If your organization uses the Results app, and has configured a Reference Collection, select a person under the Contacts list to specify one of your organization's contacts as the request owner. Manually type in the name of the person and press Enter Use this option if the person is not a user or contact in a Diligent One instance. In addition to the person's name, you can manually type in their email in the Email address field. If duplicate emails exist because the person is both a user and contact, the contact email is filtered out of the search results and only the user email displays. Note If the user has no access or has been assigned the Oversight Reviewer role on the project, the user is sent an unauthenticated link to the request via email, allowing them access to respond to the request.
CC optional	specifies one or more people that can contribute to the request CC'ed persons are not required to be added as users in a Diligent One instance. Only Professional Managers, Professional Users, or users assigned a Contributor role can update this field. Note If the user has no access or has been assigned the Oversight Reviewer role on the project, the user is sent an unauthenticated link to the request via email, allowing them access to respond to the request. Tip You can press enter, spacebar, comma, tab, or semi-colon to add an email to the CC list. Email addresses are validated before saving.
Due Date optional	specifies when the request should be fulfilled by
Email Subject optional	provides the ability to customize the email subject line Note Personalization entered is added onto the original subject line.
Email Message optional	provides the ability to customize the body of the email Note Personalization entered is added onto the original body text.
Notification	Note This field is only available if you are updating an existing request item. Send now sends an immediate email to the request owner and CC'ed persons Send [frequency] reminder sends an email to the request owner and CC'ed persons on a specified recurring schedule For more information about recurring reminders, see Sending recurring request reminders.

Add multiple requests

For information about adding multiple requests at once, see Bulk importing requests.