A request is an action that indicates a record needs to be delivered to a particular user and location. In centralized file room operations, physical records are manually delivered by file clerks. iManage recommends a formalized request management system.
Search for or browse to the file part.
TIP: If Electronic Renditions are available for any of the file parts you've browsed to, the "Some items below have electronic renditions available" label is displayed. An icon in the attribute row also indicates the presence of electronic rendition(s) for that item. In such cases, the electronic rendition(s) can be viewed directly, possibly without (further) need to request the item. For additional information, refer to Viewing Electronic Renditions of documents.
Right-click the file part, and select New Request.
The New Request dialog opens with your selections listed. Because electronic file parts (eRecords) can't be circulated, the request function doesn't apply to them.Update the following fields:
Requested for: If you are requesting this file part for someone other than yourself, select
and then select a different user.Deliver to location: The application fills in the default delivery location for this user. Select
and then select a different location where this file part should be delivered.Transmittal code: Select
to select how this item should be delivered.Request instructions: Enter any special instructions for the delivery of this item.
Request whole box, if available: To request the entire box, select this check box. Clearing this check box indicates you are requesting only for the specific item (or its parent, if circulation isn't available).
If the item can't be delivered, but it's boxed, this option is selected by default and can't be cleared.
Select OK. Continue with View Requested Items.
Each time a request is initiated, a Request entry is added to the audit history for the item, detailing the request.
The following reasons could prevent the request:
Insufficient privileges: You don't have sufficient privileges over the items requested.
No media type with circulation abilities: For the item, and its parent, there's no known media type that allows circulation.
Secure contents: The requested item contains secure content unavailable to the person to whom the delivery is intended. The requested item (or its parent) contains items to which the intended recipient doesn't currently have access.
Record status forbids circulation: Vital records, and destroyed records, may not be eligible for circulation; therefore, they may have a status that forbids circulation.