Automating IT Requests and Approvals


Automating IT Requests and Approvals

Handling one IT request can take a few minutes, which isn’t much. But multiply this by dozens or hundreds and this amounts to hours or even days of wasted working time. Fortunately, with airSlate, the number of requests is not important — workflow automation processes them quickly and error-free.

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About this course:

Discover a new and better way of handling IT requests — end-to-end automated workflows. Learn how to create an IT request workflow, integrate it with the third-party services you’re using, and get it approved in minutes.

By the end of this course, you will be able to configure a fully automated IT request and approval workflow that benefits both IT departments and employees.

What does this course cover?

This course provides step-by-step guidelines on how to set up an automated IT request workflow from scratch. You will also discover how workflow automation enhances collaboration, simplifies planning, and streamlines document processing.

Why was this course made?

We created this course to help IT departments and other employees eliminate the routine paperwork and organizational hassle connected with IT requests and approvals so they can focus on more important tasks.

Who can enroll?

Anyone can enroll in this course and we recommend doing so while getting to know airSlate better.

The materials for this course include:

  • learning resources to teach you how to automate the IT requests and approvals workflow in practice.
  • quiz and assignments to consolidate the received knowledge.

What you will learn

How to create and set up a fully automated IT requests and approvals workflow within minutes
How to ensure every participant is immediately notified and reminded to fill out documents
How to eliminate errors and minimize the time spent on processing IT requests and approvals
How to track every change within the workflow
How to archive and store documents for future use, if necessary
Duration 30 minutes
Certificate A sharable achievement is included
Subject IT requests and approvals workflow
Level Intermediate
Language English
Price Free



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All you need to digitally transform your business

The airSlate Academy combines everything you need to digitally transform your business, including legally binding eSignatures, advanced PDF editing, and automated workflows.
Familiarize yourself with eSignatures, their implementation, business value, and learn how to create legally binding eSignature workflows for your business.
Change the way you work with documents into an interactive online experience and learn how to make your documents look professional.

Achieve your career goals with airSlate’s advanced certification programs

Automation Architect
Learn how to make any process in your workflow run like clockwork. Automate each step using Bots and triggers and perform integrations with popular CRMs like Salesforce or MS Dynamics 365.
Business Process Analyst
Identify which processes in your workflow can be automated. Learn key metrics to propel your business forward and increase your return on investment (ROI).
Custom Bot Developer
Learn how to design and develop airSlate Bots — a powerful robotic process automation tool that can be customized using airSlate.
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Become an airSlate Partner

Students who complete the airSlate Academy courses are welcome to become partners. Get the necessary skills for building automated processes, helping airSlate newbies, and generating revenue.

Learn more about airSlate partnership benefits

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The Requests and Approvals Workflow: Power your Business with IT Automation

As Robert A. Heinlein used to say, «Progress is made by lazy men looking for easier ways to do things.» No wonder why within the latest two decades businesses have made a huge transition from paper-based flows to digital ones. But there is no limit to perfection and companies are constantly investing in new ways to streamline and enhance internal business processes, including document workflows. This article aims to introduce you to the basics of workflow automation, list multiple benefits of advanced approaches over outdated ones, and show a practical example of how to automate the IT requests and approvals workflow with airSlate. airSlate is the only holistic workflow automation software that simplifies working with pre-filled templates to automation Bots.

Why are common IT requests models inefficient?

IT requests and approvals are common pieces of any company workflow. When an employee is onboarded they have to fill out a request to get the hardware and software they need to do their job correctly. Usually, the documents have to undergo a long procedure of multi-level approvals before being fulfilled.

  1. An employee sends an IT request with all the related information to the manager.
  2. The manager reviews it and either approves or rejects it.
  3. In case the manager approves the request, it is forwarded to the IT Department.
  4. The IT Department selects a service and sends a purchase order to the vendor.
  5. The vendor makes an invoice and sends it to the Finance Department.
  6. The Finance Department settles the invoice and proceeds with payments.
  7. Once the invoice is paid the IT Department receives the order.

That process can take days and even weeks from start to finish before the employee receives their tools without workflow automation. The scary thing is, days and weeks are if everything happens correctly. Errors can lead to prolonged delays. Bureaucracy and errors bring chaos to the process and undermine efficiency, create bottlenecks and even delays. The longer it takes to get an employee their tools, the longer it takes to start making money.

How IT process automation improves request and approval procedures?

Companies are usually reluctant to try new approaches and employ workflow automation regardless of the long list of benefits offered in return. Most simply fear change and are intimidated by what changing the process can create. However, those companies, which dare to take the risk, eventually experience great benefits, including saving on time and costs, fewer errors, seamless data transfer, enhanced performance, etc.

This is how an IT requests and approvals procedure looks when automated:
  1. An employee fills in a request form. Once completed, the form is automatically forwarded to the manager.
  2. The manager approves the form with an electronic signature and then automatically forwards it to the IT Department. If declined, the employee receives automatic feedback from the manager explaining the denial.
  3. The IT specialist selects a supplier and fills in the respective form with the vendor’s details.
  4. The Finance manager receives a payment form, which is partially pre-filled from the request form and processes it.
  5. The employee and the IT Department receive notifications via automation Bots: once the invoice is paid and as soon as the hardware and/or software is delivered.

With the automated IT requests and approvals flow, forget about emails and attached documents. You just need two forms: the request form and the payment form. Notification Bots will keep you updated throughout the whole process, so you can plan your activities accordingly.

Why is airSlate the best automation software for IT requests and approvals?

To automate the IT requests and approvals flow, all companies need to do is utilize an online editor to fill out forms, an esignature tool to validate the documents and Bot automation software to manage the document workflow. Traditionally, the key risk here is that three different platforms can be incompatible and/or expensive. airSlate is a holistic all-in-one solution, featuring document generation, two editors, esignature, automation Bots, and Audit Trail. It’s compatible with major CRMs, cloud storages and doesn’t require code or additional investments for integration with your existing solutions. As a full-featured solution, airSlate leads to significant cost-savings.

Some more benefits of employing airSlate for business are as follows:
  • Speeds up and streamlines business processes
  • Removes human errors
  • Allows the setting up reminders and notifications
  • Simplifies planning
  • Enables statistic data
  • Allows tracking activities
  • Accelerates payments
  • Archives documents

For smooth integration into your business processes airSlate has developed a training course on workflow automation and IT requests and approvals automation. Discover airSlate’s practical benefits and advantages over competitors and learn how to smoothly integrate it into your business processes.

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Questions & answers

Here is a list of the most common customer questions. If you can’t find an answer to your question, please don’t hesitate to reach out to us.
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Create a request form using the built-in editor. After that, Insert fillable fields for text, images, digits, and so on. Come up with roles and assign them fields to fill (Employee and Manager). Set up Bots to speed up the process and archive data. That's it. You are ready to run your new Flow.

A workflow approval process is a common procedure for any company. From onboarding until offboarding, each employee goes through this process to get hardware, software, invoices, etc. Process bottlenecks hinder everyone. Without streamlined approval, other processes are slow.

You’re choosing workflow approval software to save time and reduce errors. Therefore, the solution that you pick should be easy to use. If the service you choose includes examples of use cases like the airSlate Academy does, that’s great. Also, pay attention to security, certificates of compliance, and so on.

Your approval workflow can be Self-approvals or entire Approval Flows. They are quite a bit different from each other. Self-approvals are automated processes that don't require any human intervention. To take advantage of Approval Flows if you need a manager or any other approver to check and verify requests.

airSlate helps you create a reusable fillable template for approval requests. Using the built-in editor, you can equip your form with text, signature, and data fields. When it comes to invoices, add calculation fields to eliminate errors for good. Advanced options allow you to easily adapt settings to your needs and establish conditional steps for your new approval workflow.

If a request doesn't need additional verification, then it can be automatically approved. When setting up a Bot, you can set up such an option using conditions. Once the appropriate conditions are set, other approvers like managers are only involved in essential matters, and the rest of the requests go through the whole process on their own.

Workflow approval processes are valuable for any department. If you need to send a request for software or to start a development process, approval workflows are 100% necessary. To better understand this, imagine you’re going to quit your job. To do so, you’ll need to fill out a leave request for the HR department. Or if you’re a salesman, think about all the different approvals needed for a purchase.

An approval workflow is the start to other company processes. Without approval requests, your organization can't handle and close deals. Hiring, selling, doing payroll, et., all begin with orders, invoices, or offers that must be approved.

With the airSlate Academy, you’ll learn how to work with an approval workflow using BPA tools. Eliminate errors and reduce human intervention in your approval requests in clicks. airSlate's Bots are there to help you to route, filter, and set up an auto-approval process.

The best way is to use a ready-made fillable form to avoid missing any critical information. Be sure to include your full name and your department, and CC all interested parties.