Overview
A request form is a collection of questions a user answers to create a purchase request in Tropic. These questions can be grouped into one or more pages. Once submitted, the answers are included in the Submission section of the request, forming the foundation of the procurement process.
How Request Forms Are Assigned
Each purchase category in Tropic, except for the Software category, has its own request form. The Software category includes two distinct forms:
- Software (Tropic-Managed Purchase)
- Software (Self-Managed Purchase)
New requests default to the Software (Tropic-Managed Purchase) form to determine if they require a Tropic-managed workflow. If not, Tropic assigns the appropriate form based on the purchase category selected in the What would you like to purchase? question.
For organization-managed request forms, subpages are automatically included for Request Types such as New Purchase, Renewal, and Replacement. These subpages can be customized by adding, editing, or removing questions.
Conditional Questions
Conditional questions refine the request form experience by displaying only the relevant questions based on user selections.
- Request Type-Based Conditions: Questions added to specific subpages (e.g., Renewal or Replacement) appear only if the corresponding Request Type is selected during the request creation process.
- Advanced Conditions: You can refine conditional questions further by setting additional criteria based on other form responses.
Example Scenarios:
- If Replacement is selected as the Request Type and the reason is Malfunction, a follow-up question about the type of malfunction will display.
- If Upgrade is selected instead, a different follow-up question about desired features will appear.
Note: Conditional questions only apply to Checkbox, Dropdown, or Multiple Choice question types.
Creating and Editing Request Forms
To create a request form, first create a purchase category. Once the category is created, follow these steps to edit its form:
- Navigate to Settings --> Purchase Categories.
- Click the ellipsis […] menu for the category.
- Select Edit Form.
- Use the editor to add questions or manage form pages.
Customization Options
Organization owners can tailor request forms to fit their needs:
-
Enable or Disable Specific Purchase Types:
Example: Hide the Replacement type for the Events category. -
Remove Timing Questions:
Example: Hide the What is the desired date for completing this purchase? question if it’s not relevant to your process. -
Conditional Questions Based on Purchase Type:
Example: Show additional questions about contract terms when Renewal is selected. - Dynamic Workflows: Create workflows where specific tasks are triggered only for certain Request Types (e.g., New Purchase or Renewal).
Note: Changes to conditional questions may impact open tasks, potentially skipping or closing them.
Hiding or Showing Request Types
You can show or hide purchase types by adjusting visibility settings in Tropic:
- In Purchase Categories select the category to edit.
- In Request Form Pages --> Request Type, click the eye icon to hide or show specific purchase types.
- Example: Hide Upgrade and Downgrade for the Events category.
- For Software forms, adjust visibility in the Software (Tropic-Managed Purchase) form.
Note: Request details pages (e.g., New Purchase, Renewal, Replacement) cannot be hidden.
Best Practices
- Only include essential questions to avoid overwhelming users.
- Tailor forms by showing relevant questions based on specific conditions.
- Update forms periodically to align with current processes and needs.
- Identify potential areas of confusion or frustration and make adjustments.
- Use help text to clarify complex questions.
- Use dropdowns or checkboxes to ensure clear responses.
Important Considerations
- The Renewal and New Purchase categories cannot be turned off for Software Request Types.
- At least one purchase type must remain enabled per category.
- Timing questions are required for Tropic-managed Software requests.
- Required questions (indicated by a Lock icon) cannot be removed.
FAQs
Q: Can I remove timing questions?
A: Yes, but only for organization-managed request forms, not for Tropic-managed Software requests.
Q: How are request forms assigned?
A: Forms are assigned based on the purchase category selected in the What would you like to purchase? question.
Q: Can I customize request forms for different Request Types?
A: Yes, you can add, edit, or remove questions for Request Types like New Purchase, Renewal, and Replacement.
Q: What happens if conditional questions are edited while tasks are open?
A: Editing conditional questions may skip or close related tasks that are already open.
Additional Resources
For more information on requests and workflows, visit our Help Center.