Workflow Template
IT Equipment Request Workflow
Employees submit IT equipment requests (laptop, monitor, phone, etc.) specifying type, specs, business need and required date. The request goes to the employee's manager for approval, then to procurement approval if a purchase is required. Approved equipment is allocated or purchased, configured, and logged in the asset register, and the employee is notified when it's ready. Rejections at any stage notify the employee with the reason.
IT equipment requests get stuck in email chains, get approved without budget checks, or vanish before anyone updates the asset register. This workflow routes employee requests through manager approval, then procurement approval if a purchase is needed, before equipment is allocated or bought, configured, and logged. IT teams, managers and procurement run the whole process inside assess.one, with employees notified automatically at every outcome.
Business Outcomes
- Cut equipment request turnaround time from days to hours
- Zero untracked assets — every device logged in the register automatically
- 100% of purchases get procurement sign-off before spend
- Fewer status-check emails to IT and managers
- Clear audit trail of every approval and rejection reason
Workflow Steps
Steps
- 1Create Equipment Request Recordcreate record
Registers the submitted equipment request.
- 2Set Status to Submittedupdate record
Marks the request as submitted and awaiting manager review.
- 3Manager Approvalrequest approval
Employee's manager reviews and approves or rejects the equipment request.
- 4Route Manager Approval Outcome
Branches based on the manager's decision.
approval_status: "approved"→Set Status to Manager Review Passedapproval_status: "rejected"→Record Manager RejectionDefault→End - 5Set Status to Manager Review Passedupdate record
Updates status once manager approval is granted.
- 6Record Manager Rejectionupdate record
Marks the request as rejected and stores the reason.
- 7Notify Employee of Manager Rejectionsend email
Sends the employee an email explaining the rejection.
- 8Check if Purchase Is Required
Routes to procurement approval if the equipment must be purchased, otherwise proceeds to allocation.
requires_purchase: "true"→Set Status to Procurement ReviewDefault→Set Status to Approved - Processing (Allocation) - 9Procurement Approvalrequest approval
Procurement team reviews and approves or rejects the purchase.
- 10Route Procurement Approval Outcome
Branches based on procurement's decision.
approval_status: "approved"→Set Status to Approved - Processing (Purchase)approval_status: "rejected"→Record Procurement RejectionDefault→End - 11Record Procurement Rejectionupdate record
Marks the request as rejected and stores the reason.
- 12Notify Employee of Procurement Rejectionsend email
Sends the employee an email explaining the procurement rejection.
- 13Set Status to Approved - Processing (Purchase)update record
Marks the request as approved and moving to purchasing.
- 14Purchase Equipmentcreate task
IT/procurement staff purchase the approved equipment and record purchase details.
- 15Set Status to Approved - Processing (Allocation)update record
Marks the request as approved and moving to allocation from existing stock.
- 16Allocate Equipment from Stockcreate task
IT staff allocate an available unit from existing stock and record its details.
- 17Configure Equipmentcreate task
IT staff configure the equipment (accounts, software, security settings) for the employee.
- 18Record in Asset Registerupdate record
Persists the asset tag, serial number and configuration notes to the asset register fields on the record.
- 19Notify Employee Equipment Is Readysend email
Emails the employee to let them know their equipment is ready for pickup or has been deployed.
- 20Set Status to Procurement Reviewupdate record
Marks the request as under procurement review before procurement approval is requested.
- 21Set Status to Configuringupdate record
Marks the request as being configured before the configuration task begins.
Fields
- Employee Name*
- Employee Email*
- Department
- Equipment Type*
- Specifications / Requirements*
- Business Need*
- +9 more fields
Forms
IT Equipment Request
8 fields
Data Views
All Equipment Requests
equipment_request_ref, employee_name, equipment_type, request_status +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set up this IT equipment request workflow?
Publish the template inside assess.one and it's live immediately — no installation or setup project needed. You then customise the request form fields, approval order and notification rules to match your organisation before employees start submitting requests.
What do I need before I can start using this workflow?
You need a list of who approves at each stage — usually the employee's manager and a procurement approver for purchases — and access to your asset register process. Everything else, including the request form and status tracking, is already built into the template.
How long does implementation take?
Minutes. You publish the template, adjust the approval steps and notifications to fit your team, and it's ready to run. There's no weeks-long rollout — the first request can go through the workflow the same day.
Can I change the approval steps or add more approvers?
Yes. You can edit approval logic directly in assess.one, add extra approval stages, change who approves purchases above a certain value, or skip procurement approval for low-cost items. All of this is configured in the platform, not through custom development.
Who needs access to this workflow?
Employees need access to submit requests, managers need approval access, and procurement or IT staff need access to review purchases, allocate stock and update the asset register. You control these permissions inside assess.one when you publish the template.
What happens if a manager or procurement rejects a request?
The workflow records the rejection and reason at whichever stage it happens, then automatically notifies the employee. The request stops moving forward, so there's no confusion about whether equipment is still pending.
How does the workflow decide between purchasing and allocating from stock?
After manager approval, the workflow checks whether a purchase is required. If yes, it routes to procurement approval before purchase; if the item is available in stock, it skips straight to allocation and configuration.
Does this workflow keep an audit trail for compliance?
Yes. Every status change, approval, rejection reason, and asset register entry is logged automatically as the request moves through the workflow. This gives you a full record for IT audits or spend reviews without extra manual tracking.
Can employees see the status of their request?
Yes. The workflow updates the request status at each stage — submitted, manager review, procurement review, processing, ready — and notifies the employee automatically when their equipment is ready to collect.
Ready to use this workflow?
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