Administrators with full site access using the Organization Accounting tool can add additional questions to appear on the campus funding and purchase request forms. This is accomplished by modifying Additional Fields. The process is the same for modifying both funding and purchase request additional fields.
Begin by entering the Admin view and selecting the Finance drop down, then choose either Funding Additional Fields or Purchase Additional Fields depending on which form you would like to edit.
Creating or Modifying Funding & Purchase Request Form Questions
Select Edit Fields to begin creating form questions for your request. Note that many common questions (e.g. amount, purpose) are already included in the base form, so include only questions specific to your campus. This form builder is very similar to most other form builders across Engage, allowing for a variety of question types ranging from text inputs to file upload.
Form Question Funding & Purchase Request Settings
Once you have finished creating each of your desired form questions and determining which questions should be required in order to submit the request, choose the Finance drop-down and the relevant additional fields section again.
You can now define the visibility of each field you have created. In this context, these settings have the following implications:
| Logged-in Users | Anonymous Users | Manager/Owner | Reports | |
|---|---|---|---|---|
| Edit | N/A | N/A | The organization officer who is submitting the request will be able to respond to and complete this field. Once the request is submitted, any organization officer with access to Finance can view this field and the response within the request history. This option is typically selected. | N/A |
| Show | As finance requests are only visible to organization officers and administrators, this will not have any effect. | As finance requests are only visible to organization officers and administrators, this will not have any effect. | Any organization officer with access to Finance will be able to see this field and any response, but only an administrator will be able to complete the field. If marked required, the field must be completed by the administrator in the review process prior to completing the request. | This field and all responses to it will appear in relevant reports, which can be pulled by any administrator with community-wide Finance: View access. |
| Hide | As finance requests are only visible to organization officers and administrators, this will not have any effect. | As finance requests are only visible to organization officers and administrators, this will not have any effect. | Only administrators will be able to complete and view this field when referencing the request. If marked required, the field must be completed by the administrator in the review process prior to completing the request. This option is typically used for specific office-use only fields. | This field and its responses will be hidden from reports. |