How to Manage Product Requests

Also see: How To Request a Product

Manually Managing Products Request

LearnPlatform Administrators can determine the best way to manage and review product requests initiated by users. This article explains how to manage those requests manually, when an automated workflow process is not active.

Product Request Notification

When an educator submits a product request form, all LearnPlatform administrators receive an email notification. This is true for all admin role types except for administrators with a Data Management Administrator status. 

A sample of the email notification below:

Request Dashboard

To access a product request click on the email link (see above) or go to Management tab > Requests.

Requests are displayed with the most recent request at the top of the dashboard. The view can be sorted to display tools by:

  • Alphabetical order
  • Unacknowledged Requests
  • Product Status

You can also Start a Workflow directly from here. This feature allows districts who have a backlog of previously requested products, or for those customers who want a little more control over when/which workflows get processed. Now you can initiate a workflow for a product that was previously requested.

View the submitted Request Form

How to view the submitted request form:

  1. Click on the Product name
  2. Click on the kebab in the Requestor Row
  3. Select ‘View Form Response’

What actions can be taken from a product request ?

In addition to viewing the submitted request form/s, the following actions can be taken from the submitted Requests.

 

1. Close - Closing the educator request. When closing a request you have the option to include a message (via email) to the requester letting them know that the request has been closed and the rationale for the approval or status. You do not need to set a product status to be able to close an educator request.

2. Acknowledge the request: Allows requester(s) to know that the request has been received and is being reviewed. The requester will receive an email notification from this action.

3. View Form Response: See responses to the questions the requester answered. These questions can be customized per status.

Take Actions on a Request:

 

  1. Add Reviewer (Recommended): As an administrator, you can assign reviewers to participate in the vetting process and share their recommendations on the product. We recommend establishing a group of reviewers based on subject matter expertise to review these requests.

    After assigning a reviewer you are able to designate a specific Review Form that the reviewer will need to complete as well as set a due date for when the reviewer needs to submit the form.

    Who are Reviewers?
    • LearnPlatform Admin are able to Add Reviewers, but it is not required.
    • Reviewers can be administrators, educators, or any other team members that are required to provide input in the approval process.
  2. Set Product Status
    • from the Actions dropdown list, select Set Product Status and select the most appropriate status from the dropdown. . The product status will be reflected in your organization's product library.
  • Note: In order to completely close a product request a status that is mapped to either an Approved or Denied status must be selected. Statuses such as Unknown/Pending, that are not mapped to approved/denied will result in the request staying open. Even if the status of a product has been previously set, it will need to be confirmed as an approved/denied mapped status to close the product request.
  1. Invite Provider If you have created a provider application through LearnPlatform, such as a student data privacy pledge or any standard district agreement, you are able to invite the provider to complete the application directly from the Request process.

Forward -

If your account is structured with the school’s module (this is rare), an administrator can forward requests to a higher-level (or top) account for review, vetting and approval. This will send a notification to the administrator of the top account. Once they set a status for the requested product with your request, the status will be applied to your sub-account. Please contact your CSM if you have questions about forwarding requests.

Start Workflow If you have created an automated product vetting workflow, you are able to select and initiate the workflow for previously/manually requested products

How to Start a Workflow

  1. From the request dashboard, find the product and use the kebab menu to Start a Workflow.
  2. Use the modal to select a workflow from the list. Only Product Request workflows will display here.
  3. You will see confirmation that the workflow was started and where to find it.

Note:

  • Previously completed reviews are always viewable from the requests table.
  • If there are pending reviews at the time the request is converted to a workflow, these will be closed and removed from My Tasks.
  • The product will now show in the Workflows table, where the original request form will also be displayed.

When is a Product Request Marked as "Complete"?

A product request will be "Complete" once a product status that's mapped to an "Approved for Use" or "Reviewed and Denied" has been set to that request.

You can set a product status by navigating to Management > Requests > (select product request) > Actions > Set Product Status.

Will Closing a Request Mark it as Completed?

No. You need to set a product status that's mapped to "Approved for Use" or "Reviewed and Denied" to mark the request as "Complete".

Do I need to Set a Product Status to Close a Request if I Want the Product Status to Remain the Same?

Currently, yes. For example, if a product's status is "Approved for Use" and you want to keep that status while marking the request as "Complete", simply set the product's status as "Approved for Use" for that request.