Learn more about tying provider applications into the product request process.

When an educator submits a custom product request, LearnPlatform organization administrators and product managers receive an email.

To review and manage the request from the email, click the here link.

You can also open product requests without an email. Click the Management menu [1]. Then click the Requests tab [2].

Look for the Custom Product Request logo [3]. This logo refers to products that an educator could not find in the LearnCommunity Library.

The table lists products that have requests. Each product displays details in the following columns:

• Requested Product [1]: Name of requested product. By default, products are listed in order with most recently requested product at the top. To change the sort order, click column name. You can sort products alphabetically or reverse.
• Last Requested [2]: Date the product was last requested.
• Unacknowledged Requests [3]: Number of requests that have not been viewed or processed. To sort on number of unacknowledged requests, click column name.
• Review Progress [4]: Status of the Review workflow. Click column name to sort on number of unacknowledged requests.
• Product Status [5]: Product acceptance status. Click column name to sort grouped by product status.

To search for a product request, enter all or part of a product name in the Search field [1].

To filter the list according to product status, click the Status drop-down menu [2]. You can select one or more status values.

To filter the list according to review progress, click the Progress drop-down menu [3]. You can select Completed, In Progress, or Not Started.

If you have created an automated product vetting workflow, you can initiate the workflow for a product request. To start a workflow process for a product request, click the Options icon [1]. Then, click the Start Workflow link [2].

Learn more about workflows.

Note: You can initiate a workflow for newly requested products or a product that was previously requested.

To open product requests, click the request link.

On the Requests tab [1], you can view all product requests. Each request displays:

• Requestor [2]: Name of user who requested the product.
• Grade [3]: Grade the product is requested for.
• Date Requested [4]: Date the request form was submitted.
• Status [5]: Request status.

To search for a request, enter all or part of a requestor's name in the Search field [1].

To filter the requests by status, click the Status drop-down filter [2].

To sort by Date or by Organization, click the Sort drop-down menu [3].

To view, close, or acknowledge a request, click the Options icon [1]. Click one of the following links:

• View Form Request [2]: Opens request form details.
• Close [3]: Closing the educator request. When closing a request you have the option to include a message (via email) to the requester letting them know that the request has been closed and the rationale for the approval or status. You do not need to set a product status to be able to close an educator request.
• Acknowledge [4]: Lets the requestor(s) to know that the request has been received and is being reviewed. Sends an email notification to the requestor.

Notes:

• Closing a request does not mark it as completed. To mark the request as "Complete", you need to set the product status that's mapped to "Approved for Use" or "Reviewed and Denied".
• If you want the product status remain the same, you need to set a product status to close a request. For example, if a product's status is "Approved for Use" and you want to keep that status while marking the request as "Complete", simply set the product's status as "Approved for Use" for that request.

To view other request management options, click one or more request checkboxes [1].

Click the Actions button [2].

Click an action link [3]. You can select the following links:

• Add Reviewer
• Set Product Status
• Invite Provider
• Forward
• Start Workflow
• Create Custom Product
• Close the Request(s)

Notes:

• Previously completed reviews are always viewable from the requests table.
• If there are pending reviews at the time the request is converted to a workflow, these will be closed and removed from My Tasks.
• The product will now show in the Workflows table, where the original request form will also be displayed.

You can assign reviewers to participate in the vetting process and share their recommendations on the product. To add a reviewer, click the Actions drop-down menu, and click the Add Reviewer link.

To assign educators or groups, click the Educators button [1] or the Groups button [2]. Click group member checkboxes [3]. Then, click the Add button [4].

Notes:

• Reviewers can be administrators, educators, or any other team members that are required to provide input in the approval process.
• Best practice is to create a group of reviewers based on subject matter expertise to review requests.
• If a group of multiple individuals is assigned to review a product request, the task closes when anyone in the group completes the task, and the review process moves forward. If you want each person to complete a review, assign them as individuals.

To set product status from a request, click the Actions drop-down menu, and click the Set Product Status link. Select the most appropriate status from the Select Status drop-down menu [1]. Then click the Update Status button [2].

To invite a provider from a request, click the Actions drop-down menu, and click the Invite Provider link. If you have created a provider application through LearnPlatform, such as a student data privacy pledge or any standard district agreement, you can invite the provider to complete the application.

Learn more about inviting providers.

If your account is structured with the school’s module (this is rare), you can forward requests to a higher-level (or top) account for review, vetting, and approval. Forwarding sends an email notification to the administrator of the top account. Once they set a status for the requested product with your request, the status will be applied to your sub-account.

Please contact your CSM if you have questions about forwarding requests.

To view the requestor's responses to the questions in a request form, click the Actions drop-down menu, and click the View Request Form link.

Note: You can customize request form questions per status.

To close a request from the Actions drop-down menu, click the Close Request link. To include rationale for closing the request, enter text in the Enter custom message field [1]. Then, click the Yes, close request button [2]. The requestor will receive an email notification with your message, letting them know that the request has been closed.

When you close a request, it closes the educator request, but it does not close the Product Request. A LearnPlatform administrator can still assign reviewers, start workflows, etc. until the status of the product has been set to a status that is mapped to either an Approved or Denied status.

Notes:

• In order to completely close a product request a status that is mapped to either an Approved or Denied status must be selected. Statuses such as Unknown/Pending, that are not mapped to approved/denied will result in the request staying open. Even if the status of a product has been previously set, it will need to be confirmed as an approved/denied mapped status to close the product request.
• Which library the product is visible in follows rules of the status assigned to the product. Learn more about statuses.

To start a workflow from the Actions drop-down menu, click the Start Workflow link. In the Start Workflow window, click the Workflow Name drop-down menu, and select a pre-created date driven or product vetting workflow.

Learn more about creating a workflow.

To set product status from the Actions drop-down menu, click the Set Product Status link. Click the Select Status drop-down menu [1] and select a status. Then click the Update Status button [2].

The product status is then updated in the organization's product library.

Note: A product request is considered "complete" once a product status that's mapped to an "Approved for Use" or "Reviewed and Denied" has been set to that request.