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REQUEST BOX ON

APNACOMPLEX
This document describes the handling of requests using the request box feature on
ApnaComplex.com

Table of Contents
Introduction ............................................................................................................................................ 3
Setting up or Configuring Request Box............................................................................................... 3
Creating Approver Lists ...................................................................................................................... 3
Creating Checklists.............................................................................................................................. 5
Editing checklist into system .............................................................................................................. 5
Deleting Checklist from system .......................................................................................................... 5
Creating Templates............................................................................................................................. 6
Editing Template into system ......................................................................................................... 6
Deleting Template from system...................................................................................................... 7
Manage Categories into System. ........................................................................................................ 8
Editing category into system .............................................................................................................. 8
Deleting Category from system .......................................................................................................... 9
Raising a new Request ...................................................................................................................... 10
Admin raising request into system. .............................................................................................. 10
Members raising requests into system ......................................................................................... 10
Please follow the below procedure to raise request into the system. ............................................ 10
Approving a Request ........................................................................................................................ 11
Rejecting a Request .......................................................................................................................... 12
Issuing Certificate ............................................................................................................................. 13
Support ................................................................................................................................................. 15

List of Figures
Figure 1 - Assigning Request approver role ............................................................................................ 4
Figure 2 - Manage Approver list.............................................................................................................. 4
Figure 3 - Add New Approver List ........................................................................................................... 4
Figure 4 - Adding check list ..................................................................................................................... 5
Figure 5 - Edit checklist screen................................................................................................................ 5
Figure 6 - Delete checklist screen ........................................................................................................... 5
Figure 7 - Add Template screen. ............................................................................................................. 6
Figure 8 Viewing of Templates ............................................................................................................. 6
Figure 9 - View of template categories ................................................................................................... 7
Figure 10 - Edit template categories screen ........................................................................................... 7
Figure 11 - Delete template category ..................................................................................................... 8
Figure 12 - Add categorie ........................................................................................................................ 8
Figure 13 - View categories screen ......................................................................................................... 9
Figure 14 - Edit categories screen ........................................................................................................... 9
Figure 15 - Delete category ................................................................................................................... 10
Figure 16 - Admin Raising request screen............................................................................................. 10
Figure 17 - Displaying success message. ............................................................................................... 10
Figure 18 - Member raising request screen. ......................................................................................... 11
Figure 19 - Displaying success message. ............................................................................................... 11
Figure 20 - Admin approval of a request .............................................................................................. 12
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Figure 21 - Request approval screen .................................................................................................... 12


Figure 22 - Admin rejection of a request .............................................................................................. 12
Figure 23 - Request rejection screen .................................................................................................... 13
Figure 24 - Clicking on Issue Certificate ................................................................................................ 13
Figure 25 - Issuing certificate ................................................................................................................ 14

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REQUEST BOX
Introduction
In most housing societies, it is a common practice to issue No Objection Certificates, No Dues
Certificates, Address Proof Letters, Move Out Letters etc. upon request by Members of the Society.
However, issuance of these letters usually follows a process of verification and approvals For
example, the association office would check among other things if the tenant has returned the club
house access cards before issuing a No Objection certificate. Also, the General Secretary or Treasurer
may have to approve these requests before a letter is issued.
This is a huge administration overhead on society office. Even for Members, they need to make
multiple visits to the society office in order to get the required letter.
In order to reduce the efforts required, ApnaComplex now supports a new feature Request Box.
With help of Request Box, Administrators can first configure various categories of Requests that can
be raised by Members. For example, administrators can create a new Request Category called Issue
NOC Certificate. Each Request Category needs to have configuration defined for:
1. Approver List
2. List of items to checked by the Approvers
3. Template of the Certificate that is issued once necessary approvals are obtained

Setting up or Configuring Request Box


Configuring Request Box involves the following steps:
1. Creating Approver List
2. Creating Checklist
3. Creating Template
4. Finally, creating the Request Category
The sections below explain each of these steps in detail.

Creating Approver Lists


ApnaComplex allows you to create multiple approver lists and then use these approver lists at
various places like Request Box and Purchase Requests.
To create Approver Lists, assign the members/staff eligible to approve the role of Request
Approver. Follow the steps below to do this:
1.
2.
3.
4.

Go to Directory ->Maintenance Staff.


Click on Add/Edit role of the Maintenance Staff.
Upon which a pop up box will be opened to add roles to the Maintenance staff.
Assign Request Approver role

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Figure 1 - Assigning Request approver role

Once roles are assigned, create the approver list by following steps below.
1. Go to Helpdesk->Request Box.
2. Click on Manage Approver lists as shown below.

Figure 2 - Manage Approver list

3. Click on Add New Approver list. Upon which it will redirect you to a page to add approvers
for admin/member raising requests.
4. The following figure explains how to add approver list. To get approvers you need to assign
Request approvers as mentioned above.

Figure 3 - Add New Approver List

5. The approver list is uploaded successfully.

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Creating Checklists
ApnaComplex allows you to create multiple checklists. A Checklist is a set of questions that need the
answered by the approver before approving/rejecting a request. You can have unlimited number of
questions in the checklist. Here are the steps to follow to create a checklist.
1. Go to Helpdesk-> Request Box
2. Click on Manage Check Lists button present in that page, and then click on Add New
Check List, button you will be redirected to a page as displayed below.

Figure 4 - Adding check list

Editing checklist into system


Please follow the below procedure to edit checklist into the system.
1. Go to Request Box-> Request Box
2. Click on Manage Check Lists button present in that page, you will be redirected to page to
view checklist present into the system.
3. Click on this icon
present in actions column, you will be redirected to page as displayed
below edit details as per your requirement in that page and click on this icon

Figure 5 - Edit checklist screen

Deleting Checklist from system


Please follow the below procedure to delete checklist into the system.
1. Go to Request Box-> Request Box
2. Click on Manage Check Lists button present in that page, you will be redirected to page to
view checklist present into the system.
3. Click on this icon
as displayed in below snapshot.

Figure 6 - Delete checklist screen

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Creating Templates
Templates are the letters or certificates that are issued to the requestor upon the approval of the
request. ApnaComplex supports creation of multiple templates. Template also supports automatic
replacement of certain key words that would make the template extremely useful. The list of
keywords that can be replaced include name of the requestor, name of the complex, address, flat #
etc.
Please follow the below procedure to create templates: <<divya to modify to show the creation of
template of NOC and usage of the keywords>>
1. Go to Request Box-> Request Box
2. Click on Manage Templates button present in that page, you will be redirected to a page
to view templates.
3. Click on Add Template button present in that page, you will be redirected to a page as
displayed in below snapshot.

Figure 7 - Add Template screen.

4. Fill in appropriate details as displayed in above snapshot and click on Add button, click of
which you will be redirected to a page as displayed in below snapshot.

Figure 8 Viewing of Templates

Editing Template into system


Please follow the below procedure to edit template category into the system.
1. Go to Request Box-> Request Box
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2. Click on Manage Templates button present in that page, you will be redirected to a page
to view templates.
3. Click on this icon
as displayed in below snapshot.

Figure 9 - View of template categories

4. Click of which you will be redirected to a page as displayed in below snapshot, make
appropriate changes in that page and click on Update button, as highlighted below.

Figure 10 - Edit template categories screen

Deleting Template from system


Please follow the below procedure to delete template category into the system.
1. Go to Request Box-> Request Box
2. Click on Manage Templates button present in that page, you will be redirected to a page
to view templates.
3. Click on this icon
present in actions column, as displayed in below snapshot, click of
which template will be deleted from the system.

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Figure 11 - Delete template category

Manage Categories into System.


The last step in configuring Request Box is to create Request Categories.
Please follow the below procedure to add new request category.
1. Go to Request Box-> Request Box
2. Click on Manage Categories button present in that page, you will be redirected to page to
view categories present into the system.
3. Click on Add Category button present in that page, you will be redirected to a page as
displayed in below snapshot.

Figure 12 - Add categorie

4. Fill in appropriate details as displayed in above snapshot and click on Save.

Editing category into system


Please follow the below procedure to edit categories into the system.
1. Go to Request Box-> Request Box
2. Click on Manage Categories button present in that page, you will be redirected to page to
view categories present into the system.
3. Click on this icon
present in actions column as highlighted in below snapshot.

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Figure 13 - View categories screen

4. You will be redirected to page as shown in below snapshot, edit details as per your
requirement and click on save.

Figure 14 - Edit categories screen

Deleting Category from system


Please follow the below procedure to edit categories into the system.
1. Go to Request Box-> Request Box
2. Click on Manage Categories button present in that page, you will be redirected to page to
view categories present into the system.
3. Click on this icon
present in actions column as highlighted in below snapshot.

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Figure 15 - Delete category

Raising a new Request


Now that a Request Category is created we can raise a new request. Requests can be raised by any
member OR by the Request Administrator on behalf of the member.
Admin raising request into system.
1. Go to Request Box->Request Box.
2. Click on Raise a Request button present in that page, click of which you will be directed to
a page to raise request into system, as shown in below screenshot.

Figure 16 - Admin Raising request screen

3. Click on Add button as highlighted in above screenshot, click of which you will be directed
to a page displaying success message please refer below screenshot.

Figure 17 - Displaying success message.

Members raising requests into system


Please follow the below procedure to raise request into the system.
1. Go to Request Box->Request Box.
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2. Click on Raise a Request button present in that page, click of which you will be directed to
a page to raise request into system, as shown in below screenshot.

Figure 18 - Member raising request screen.

3. Click on Add button as highlighted in above screenshot, click of which you will be directed
to a page displaying success message please refer below screenshot.

Figure 19 - Displaying success message.

Approving a Request
Once request is raised, based on the approval list, the approvers would get an email notification
seeking approval. The Request Approver can login into portal and switch role to Request Approver
and follow the steps below to approve/reject the pending requests
1) Go to Helpdesk->Request Box.
2) Click on Pending for My Approval button present in that page, click of which you will be
directed to a page to view the requests pending for approval, as displayed in below
snapshot.

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Figure 20 - Admin approval of a request

3) Click on this icon , present in actions column as highlighted in above screenshot.


4) Click of which you will be redirected to a page as displayed in below snapshot.

Figure 21 - Request approval screen

5) Fill in appropriate details as displayed in above snapshot, and click on Approve, on click of
which the request will be approved into system.

Rejecting a Request
Please follow the below procedure for admin rejection of purchase request into the system
1. Go to Request Box->Request Box.
2. Click on Pending for My Approval button present in that page, click of which you will be
directed to a page to view the requests pending for approval, as displayed in below snapshot.

Figure 22 - Admin rejection of a request

3. Click on this icon


present in actions column as highlighted in above snapshot, click of which
a pop-up box will open as displayed in below snapshot.

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Figure 23 - Request rejection screen

4. Fill in appropriate details as per your requirement and click on Reject.

Issuing Certificate
After Request approver approves the request, Request box administrator will have access to issue
the certificate.
1. Go to Helpdesk->Request Box.
2. It redirects to list of requests. Click on
Preview/Issue certificate present in the actions
column as shown in below figure.

Figure 24 - Clicking on Issue Certificate

3. On click, it opens a pop up box to issue certificate.

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Figure 25 - Issuing certificate

4. Upon issuing certificate an email with certificate will be sent to member the person who
raised request.

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Support
If you have any queries, you can write to us at support@apnacomplex.com

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