Managing Requests

Approve and decline workspace service requests and change requests on the Manage Request page.

See Also: Enabling Service Requests

About Workspace Requests and Change Requests

Instance administrators are responsible for approving or declining service requests made by workspace administrators.

Service requests fall into one of two categories. A Workspace Request enables users to request workspaces directly in a self-service fashion. For example, users could click a link on the Sign In page to access a request form. Once the Instance administrator approves the workspace request, each user is automatically emailed the appropriate login information. To use workspace requests, an Instance administrator must select the Provisioning Method Request on the Instance Settings page.

A Change Request enables users to modify an existing workspace (for example, add a new schema or increase the disk space limit).

See Also:

• About Specifying How Workspaces Are Created

• Making a Service Request

Viewing Requests on the Administration Services Home Page

View a summary of pending new service and change requests on the Administration Services home page. The total number of pending requests displays in the Pending Requests region.

To view a summary of new service and change requests on the Administration Services home page:

1. Sign in to APEX Administration Services.

   The Pending Requests region lists the total number of new service requests and service change requests.

2. To view pending new service requests, click the New Service number.

   The All Workspace Requests report appears listing the workspace name, schema, size, request date, and status.

   • To approve or decline the request, click Provision in the Action column.

   • To edit the provisioning request, click the Workspace name.

3. To view pending change requests, click the Service Change number.

   The All Change Requests report displays.

   • To view a pending change requests, click View Request.

   • Approve and deny the request as is appropriate.

Viewing Pending Requests

View pending service requests on the Manage Requests page.

To view pending service requests from the Manage Service Requests page:

1. Sign in to APEX Administration Services.

2. Click Manage Requests.

   The Manage Service Requests page appears and has three tabs:

   • Open Requests displays all pending service requests and change requests.

   • All Workspace Requests displays pending workspace requests.

   • All Change Requests displays pending change requests.

3. Click Open Requests to view a pending new service requests and change requests.

   • To approve or decline a new request, click the Edit icon to the left of the request description.

   • Approve and deny the request as is appropriate.

4. Click All Workspace Requests to view a pending workspace requests.

   The All Workspace Requests report appears listing the workspace name, schema, size, request date, and status.

   • To approve or decline the request, click Provision in the Action column.

   • To edit the provisioning request, click the Workspace name.

5. Click All Change Requests to view pending changes to existing services.

   All Change Requests report appears listing the workspace name, request change description, requestor, and status.

6. To view a request, click View Request.

   The View Change Request page appears.

   • To approve the request, click Assign Schema.

   • To deny a request, click Deny Request.

   • To deny and delete a request, select Delete this request if denying? and then click Deny Request.

See Also: Managing Workspace Requests and Managing Change Requests

Managing Workspace Requests

A Workspace Request enables a user to request a workspace by clicking a link on the Sign In page to access a request form.

See Also: About Workspace Requests and Change Requests and About Specifying How Workspaces Are Created

About the Workspace Request Approval Process

The Instance administrator specifies a Provisioning Method to determine how the workspace request process work.

To determine how provisioning works, an Instance Administrator selects a Provisioning Method on the Instance Settings page:

• Manual - An Instance administrator creates new workspaces and notifies the Workspace administrator regarding the Sign In credentials.

• Request - Users request a workspace. Once an administrator approves the request, the user receives an email containing an email verification link. After the user clicks the email verification link, the workspace is created.

• Automatic - Works similar to Request except requests are automatically approved with no administrator review required.

Note: To enable users to request a workspace using a link on the Sign In page, the Instance administrator must choose either the Provisioning Method Request or Automatic and configure email. If the Provisioning Method is set to Manual, no link appears on the Sign In page.

About Request and Automatic Provisioning

If a workspace uses the Provisioning Methods Request or Automatic, the following events occur:

1. The user receives an email containing an email verification link.

2. When user clicks the verification link, the workspace is created.

3. The user receives another email containing Sign In credentials (that is, the workspace name, username, and password).

4. The status of the workspace request changes from Accepted to Approved.

Note: To use the Request or Automatic Provisioning Methods, you must configure email. See Configuring Email.

What Happens When an Error Occurs?

If an error occurs during the workspace creation process, the status of the request reverts to Requested and an email is sent to the user containing the following message:

Please contact administrator.

Once the issue is resolved, the administrator can again repeat the previous procedure and approve the request.

See Also: Selecting a Workspace Provisioning Mode

Approving or Declining a Pending Workspace Request

Approve or decline pending workspace requests on the All Workspace Requests page.

To approve or decline a pending workspace request:

1. Sign in to APEX Administration Services.

2. Click Manage Requests.

3. Click the All Workspace Requests tab.

   The All Workspace Requests report appears listing the workspace name, schema, size, request date, and status.

4. To approve a request:

   1. Click Provision in the Actions column.

   2. On the Provisioning Administration page, click Approve.

   3. Review the email message.

   4. If needed, update the message and click Approve and Send Email.

5. To decline a request:

   1. Click Provision in the Actions column.

   2. On the Provisioning Administration page, click Decline.

   3. Review the email message.

   4. If needed, update the message, for example to add the reason for declining a request, and click Decline and Send Email.

      The email is sent to the user notifying them the request was declined.

   Tip: If the instance has the Provisioning Status, Request, an email containing a verification link is sent to the user. To create the workspace, the user must click the verification link to create the workspace. See About Specifying How Workspaces Are Created.

Changing the Status of an Existing Workspace Request

Change the status of an existing workspace request on the All Workspace Requests page.

To change the status of an existing workspace request:

1. Sign in to APEX Administration Services.

2. Click Manage Requests.

3. Click the All Workspace Requests tab.

   The All Workspace Requests report appears listing the workspace name, schema, size, request date, and status.

4. To review all workspace requests, deselect the filter Status_Code = ‘1’.

5. Locate a request to review.

6. Click Adjust in the Actions column.

   The Adjust Request page appears.

7. From the Project Status list, select a new status.

8. Click Apply Changes.

Note: Be careful when setting the Project Status to Requested. Although Requested enables you to provision a workspace, it could result in data corruption due to the manner in which accounts are provisioned. The provisioning system assumes Requested workspace requests do not have the corresponding schemas and dictionary entries for a Workspace administrator or developers. If you must change the Project Status for an Approved workspace to Requested, terminate the service first and then change the status to Requested.

Deleting a Workspace Request

Delete workspace requests on the All Workspace Requests page.

To delete a workspace request:

1. Sign in to APEX Administration Services.

2. Click Manage Requests.

3. Click the All Workspace Requests tab.

   The All Workspace Requests report appears listing the workspace name, schema, size, request date, and status.

4. Click the workspace name.

5. On the Edit Provisioning Request page, select the appropriate button:

   • If the Project Status is Approved, click Terminate or Delete.

   • If the Project Status is Declined, Requested, Terminated, or Accepted, click Delete.

6. Click Delete Request.

Managing Change Requests

A Change Request enables users to modify an existing workspace (for example, by adding a new schema or increasing the available disk space). Once submitted, the Instance administrator reviews and either approves or declines the change request

See Also: About Workspace Requests and Change Requests

Approving or Declining a Pending Change Request

Approve or decline pending change requests on the All Workspace Requests page.

To approve or decline a pending change request:

1. Sign in to APEX Administration Services.

2. Click Manage Requests.

3. Click the All Change Requests tab.

4. Locate the request and click View Request under the Action column.

   The View Change Request page appears. Note that the buttons that display depend upon the nature of the change request.

5. To approve the request, click one of the following:

   • Create Schema - Approves a schema request.

   • Decline Request - Declines the current change request.

   • Add Space - Approves a request for additional disk space.

   • Terminate Service - Approves a request to terminate the service.

   • Increase Web Service Limit - Approves a request to increase the web service limit.