Order Guide - How to Prevent Duplicate Requests

[Kim5]

We have an order guide "New Hire Order Guide" that hiring managers use to order items for their new employee.

Unfortunately, manager's sometimes don't submit a request "on time" so someone on our IT team submits the request, but then the manager sometimes submits a request in addition to the request the IT tech already submitted. And, rarely the hiring manager submits the request twice.

This results in two separate requests (and dup RITMs) for the same new hire. Obviously, there are some internal people/process improvements to be made, but in the meantime, is there a way to prevent two requests for the same new hire from being submitted for this specific order guide? Maybe add a pop-up to say, Sorry, your request cannot be completed because a request has already been submitted for this employee.

If not, can I set up a notification that could be sent to me that would tell me, hey two new hire order guide requests were submitted for X employee or a dup has been submitted - REQXXXXXX? If so, can someone guide me on how to set that up?

We don't have HRSD and don't plan to so any advise on how to better utilize what we have would be helpful. Note, we are going to be moving away from AD to Workday for our user data so maybe this could be automated at some point, ex. New hire event in WD > auto-create/submit new hire order guide (set package of RITMs based on X job title or Dept). Any help on this topic would be helpful. Thank you!

[eumak · Accepted solution]

Hello Kim,

1st 
There is no out of box feature to do this check.

you can achieve this by making some unique filed on the catalog form & query the table -> check whether that record available or not. 

you can configure on submit client script, Glideajax to validate if request is already present for same user and abort submission if request was already submitted.

If the Users are submitting the form twice it would be simple enough to create warning before they submit another form. For example, if someone is submitting a Catalog Item for a new joiner, as soon as the "Requested for" field is populated you could use GlideAjax to query the server and see if this user has an open new joiner request already. Then you can show a message on the screen: "This user already has an open Laptop request: RITM".   You could also do this with an onSubmit check.

You can replace the "requested for" field with some particular unique field in the catalog item. Like User Name exists already. 

2nd
The best workaround for this issue is to always have a "IT person" submit the request, and once approved, send an approval to the hiring manager, if he approves. It will proceed to the next phase/step.

In this case, the hiring manager only needs to approve and does not need to be concerned about submitting the request.

Cheers..!
Happy Learning
Tushar

[eumak]

Hello Kim,

Did you get my solution useful? 

Cheers..!
Tushar

[Kim5]

Thanks very much, Tushar, for your time explaining this. Unfortunately, the steps you've described in the 1st section are a little to advanced for me so without the how-to steps listed out, I wouldn't be able to solve for this on my own. I really appreciate your time and help.