Overview

Use requester files when a position request must include a specific document, such as a business case, authorization form, or completed worksheet. Create each reusable file field once, then add it to any approval workflows that need it.

A named requester file is different from the request’s general supporting-files area. Named fields can be required, limited to workflows or stages, given a blank template, and assigned their own audience.

Access needed

Activity Access needed
Manage requester files or add them to workflows Manage organization settings plus View sensitive workforce data for all departments
Submit a named requester file Submit position requests plus View positions for the affected position
Open a file marked Sensitive access required Complete current Position access plus View sensitive workforce data for the request
Open a file marked All request reviewers Access to review the active request
Access setup See Permissions and roles.

Create a requester file

Open Requester files in organization settings. Enter a clear field name and requester instructions, add an optional blank template, and choose who can open the completed upload:

  • Sensitive access required requires complete current Position access and View sensitive workforce data for the request.
  • All request reviewers lets anyone who can review the active request open the completed file. Use this only when the file cannot contain pay amounts, salary ranges, or other sensitive details.

A blank template is private and must pass its safety check before the requester file can be made available. Choose Make unavailable when a field should no longer be offered for new workflow setup. Existing submitted requests retain their saved field and template references.

Add the file to a workflow

Open an approval workflow and choose its Requester files tab. Add an existing file from the shared library, then choose:

  • Whether it appears for every request in that workflow or only when approval is required through a selected stage or higher.
  • Whether the file is required or optional.
  • Its order on the request form.

Workflow conditions use stages from that same request type. A file attached to the New position workflow does not automatically appear for Position replacement, Position change, or Position elimination.

What requesters submit

A required named field must contain its own file before submission. A file placed in the additional supporting-files area cannot satisfy it.

Every request also requires one configured Reason. Sensitive Justification is optional unless that request type’s workflow defaults require it. Requesters may add optional files in one additional supporting-files area. These additional files always require complete current Position access and View sensitive workforce data. Organization file-count and size limits apply to named and additional files together.

A submitted file cannot be downloaded until its safety check finishes successfully. Approval can wait for file checks, while a denial remains available when the request should close.

Changes affect future requests

A submitted request keeps the exact field names, instructions, required choices, audience, workflow conditions, and template references that applied when it was sent. Renaming a field, replacing a template, changing its audience, or changing workflow setup affects future requests only.

Use history on the requester file and approval workflow when you need to confirm which setup changed and when.

Review setup before launch

Submit at least one test request for every workflow that uses named files. Confirm that:

  • Each field appears for the intended request type and approval stage.
  • Required and optional choices behave as intended.
  • The correct clean blank template is available.
  • A named field requires its own upload and cannot be satisfied by an additional file.
  • The selected audience can open the completed upload.
  • Files marked All request reviewers contain no pay amounts, salary ranges, or other sensitive details.
  • Additional files remain limited to people with complete current Position access and View sensitive workforce data.
  • Replacing setup changes a new request without changing an earlier submitted request.