Access Request Lifecycle | ||
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Submitted
Anyone can request download access for one or more documents, and for more than one user. Additional users included in the request are assignees. When the requestor finishes creating the request, it is in the Submitted state. A trigger fires to send email notifications to users assigned to the Request Reviewer role with a CC to the requestor and any assignees included in the request.
In this state, the requestor can add or remove assignees from the request or make changes to the Reason for Request.
Request Reviewers read the requests and promote them to the Review state.
Review
Whichever reviewer promotes the request from Submitted to Review becomes the assigned reviewer and that name appears in the "Assigned To" column on the Access Requests summary page.
If the request is not acceptable, the reviewer edits the request to add comments about the reason for rejection and promotes the request to the Rejected state by using the Reject Request command on the Access Requests summary page or by promoting it to the Rejected state in the Lifecycles page.
If the request is acceptable, the reviewer edits the request to specify an expiration date and promotes the request to the Approved state by using the Approve Request command on the Access Requests summary page or by promoting it to the Approved state in the Lifecycles page.
In this state, the reviewer can add or remove assignees from the request or add comments to the request.
Rejected
When the request has been rejected, the reviewer has the ability to demote the access request to the Review state, and then approve the request. The access request cannot be promoted from this state to Approved; it must first be demoted.
Approved
When approving the access request, the Reviewer can set an expiration date. On this date, the access request is automatically promoted to the Expired state and the assignees can no longer download the approved documents. The Requestor and Reviewer will receive an email notification if the access request expires.
In addition, a Reviewer can manually expire the access request.
In this state, a Requestor can ask for an extension, and then the Reviewer (if appropriate) can edit the expiration date. The expiration date can only be modified a single time. If the Requestor needs a subsequent extension, a new access request must be submitted.