Workflow Template

IT Equipment Request Workflow

Captures IT equipment requests, routes them through manager approval, IT stock check, optional procurement purchase approval, configuration, and asset register recording, with status updates and email notifications throughout.

IT equipment requests often stall between approvals, stock checks and procurement, with no clear record of who signed off or where the order stands. This workflow captures the request, routes it through manager approval, IT stock check, optional procurement approval, configuration, and asset register recording, sending status updates and email notifications at each stage. Managers, IT and procurement each act on their own tasks, while the requester is kept informed by email without needing an account.

Business Outcomes

Fewer equipment requests lost in email threads or spreadsheets
Clearer visibility of where each request sits, from approval to delivery
Faster handoffs between manager, IT and procurement
More consistent asset register records with less manual chasing
Requesters kept informed automatically without status-check emails

Workflow Steps

Steps

1
Create Equipment Request Recordcreate record
Registers the submitted equipment request as a record.
2
Set Status to Submittedupdate record
Sets the request status to Submitted.
3
Email Acknowledgementsend email
Emails the requester an acknowledgement with their reference number.
4
Manager Approvalrequest approval
The requester's manager approves or rejects the equipment request.
5
Route Manager Decision
Routes based on the manager's approval decision.
approval_status: "approved"→IT: Check Stock
approval_status: "rejected"→Set Status to Rejected
Default→End
6
Set Status to Rejectedupdate record
Sets the request status to Rejected after manager rejection.
7
Email Manager Rejection Noticesend email
Emails the requester that the request was not approved by their manager.
8
IT: Check Stockcreate task
Assigns IT a task to check stock availability and estimate cost, due in 2 days.
9
Save Stock Check Resultupdate record
Saves the stock check result and estimated cost to the record.
10
Route Stock Check Result
Routes based on whether the item is in stock or purchase is required.
stock_result: "In stock"→Set Status to Configuring
stock_result: "Purchase required"→Procurement Approval
Default→End
11
Procurement Approvalrequest approval
Procurement approves or rejects the purchase for this equipment request.
12
Route Procurement Decision
Routes based on procurement's approval decision.
approval_status: "approved"→Procurement: Place Order
approval_status: "rejected"→Set Status to Rejected
Default→End
13
Set Status to Rejectedupdate record
Sets the request status to Rejected after procurement rejection.
14
Email Procurement Rejection Noticesend email
Emails the requester that the purchase was not approved by procurement.
15
Procurement: Place Ordercreate task
Assigns procurement a task with no due date to record supplier, order date and delivery date.
16
Save Order Detailsupdate record
Saves the supplier, order date and delivery date to the record.
17
Set Status to Configuringupdate record
Sets the request status to Configuring.
18
IT: Configure Equipmentcreate task
Assigns IT a task due in 3 days to configure the equipment and record it in the asset register.
19
Save Asset Register Detailsupdate record
Saves the asset tag, serial number and date issued to the record.
20
Set Status to Readyupdate record
Sets the request status to Ready.
21
Email Ready for Collection Noticesend email
Emails the requester that the equipment is ready for collection.

Fields

Show all 16 fields

FormIT Equipment Request

Requester Name*· Text
Requester Email*· Email
Employee the Equipment Is For*· Text
Equipment Type*· Choice
Specifications· Long text
Business Need*· Long text
Required Date*· Date

TaskIT: Check Stock

Stock Check Result*· Choice
Estimated Cost*· Number

TaskProcurement: Place Order

Supplier*· Text
Order Date*· Date
Delivery Date*· Date

TaskIT: Configure Equipment

Asset Tag*· Text
Serial Number*· Text
Date Issued*· Date

Other fields

Request Status*· Choice

Requester Name*
Requester Email*
Employee the Equipment Is For*
Equipment Type*
Specifications
Business Need*

Forms

IT Equipment Request

7 fields

Data Views

Equipment Requests

employee_name, equipment_type, required_date, asset_tag +1 more

Dashboard Widgets

Requests by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

IT equipment requesthardware requestlaptop requestequipment approvalIT service request

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IT Service Request Workflow Purchase Requisition Workflow Document Review and Approval Workflow

Similar Categories

Finance & Procurement Operations Management

FAQs

How do I set up this workflow for our team?

Publish the template in your workspace and it runs the live process straight away, with no installation or development project. You can adjust the request form fields, approval steps or task assignees by describing the change in plain English or editing steps in the workflow editor.

Who needs to be involved for this to work day to day?

You need workspace members assigned to the manager approval, IT stock check and configuration tasks, and procurement approval and order placement tasks. Admins can assign these tasks to specific team members, and each person only sees the tasks assigned to them.

What happens if the manager rejects the request?

The request status is set to Rejected and the requester is emailed a notice that their manager did not approve it. The record's timeline keeps a history of the decision for future reference.

How does the workflow decide whether procurement gets involved?

After IT checks stock and records the result and estimated cost, the workflow routes based on that result. If the item is in stock it moves straight to configuration; if a purchase is required it goes to procurement approval.

What if procurement rejects the purchase?

The status is set to Rejected and the requester receives an email explaining that the purchase was not approved by procurement. No order or configuration task is created after this point.

Can we customise the fields or add extra steps later?

Yes. You can describe the change you want in plain English, or edit the request form fields and workflow steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can see what changed over time.

Where do the stock check and order details get stored?

Because the workflow waits for the IT stock check and procurement order tasks, the values entered — Stock Check Result, Estimated Cost, Supplier, Order Date and Delivery Date — are saved directly on the request record. This means anyone viewing the record's timeline can see them without opening the original task.

Does the requester need to log in to track their request?

No. The requester submits the public request form and receives email notifications at each key stage, including acknowledgement, rejection notices and the ready-for-collection message. They never need an account to take part.

How is the asset register information captured?

When IT completes the configuration task, they record the Asset Tag, Serial Number and Date Issued, which the workflow saves to the record. Each business should confirm this meets its own asset tracking and record-keeping requirements.

What do requesters see once their equipment is ready?

Once IT finishes configuration and the status is set to Ready, the requester is emailed a notice that their equipment is ready for collection. The record's status and timeline reflect this change so anyone checking the request can see current progress.

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