Material Request
User Guide — Requesting New Data, Start to Submission
| Last updated: September 2026
Contents
- Overview
- Key Concept: A Request Built on a Template
- Finding Your Way Around
- The Request Summary
- Creating a New Request
- Filling In the Request
- Importing and Exporting
- Submitting the Request
- Understanding Request Status
- Quick Reference
1. Overview
Material Request is how you ask for new data to be added to your environment. Instead of sending details around in emails or spreadsheets, you create a structured request, fill in the material entries it needs, and submit it — after which a data steward picks it up and processes it.
This page shows your own requests. You can create new ones, fill them in by hand or by importing a spreadsheet, and track each one's progress through to completion.
What you can do here
- See all your requests and their current status.
- Create a new request based on an approved template.
- Add material entries one at a time, or import them from a spreadsheet.
- Export a request to a spreadsheet (blank or filled in).
- Submit a completed request for processing.
- Track each request as it moves from Open to Completed.
WHERE TO FIND IT — Material Request lives under Governance → Material Request, opening on your request summary. Only requests you created are shown here.
2. Key Concept: A Request Built on a Template
Every request is based on a template. The template decides what information the request collects — the set of columns (or fields) you'll fill in for each material entry, such as a material number, description, and so on.
This means the first step of any request is choosing a template. Once you have, the request's table takes on exactly the columns that template defines, and you fill in a row for each material you're requesting.
Each material row is identified by a primary key field (for example, a material number). This field is filled in for you when you add a row by hand, and it can't be left blank when importing.
YOU PICK FROM APPROVED TEMPLATES — You don't build the form yourself — you choose from a list of templates that have already been set up for your group. This keeps every request consistent and complete.
3. Finding Your Way Around
Material Request has two screens:
- The Request Summary — a list of all your requests, where you search, create, edit, and delete them.
- The Request Detail — the screen for a single request, where you add material entries, import or export them, and submit the request.
You move from the summary to a detail screen by opening (or creating) a request, and back again with the Back link at the top of the detail screen.
4. The Request Summary
The summary — titled My Material Request Summary — lists your requests, one per row.
| Column | What it shows |
|---|---|
| Action | The buttons for a request: Edit (open it) and, for requests still Open, Delete. |
| Requester | Who created the request (you). |
| Requester Group | The group the request belongs to. |
| Template Used | The template the request is based on. |
| Data Steward | The steward responsible for processing it. |
| Count of Entries | How many material entries the request contains. |
| Status | Where the request is in its journey (see Understanding Request Status). |
| Date Created / Date Updated | When the request was created and last changed. |
Finding a request — use the search area above the table to filter the list, and reset it to show everything again.
Opening a request — click the Edit icon in the Action column to open a request's detail screen.
Deleting a request — click the Delete icon (shown only while a request is still Open), then confirm. Once a request has been submitted, it can no longer be deleted.
DELETE IS ONLY FOR OPEN REQUESTS — You can delete a request while it's still Open and hasn't been submitted. After submission it's in the steward's hands, so the delete option no longer appears.
5. Creating a New Request
Steps
- On the summary, click Add New Request. (This button is available only if you have permission to create requests.)
- In the Add New Request dialog, choose a template from the List of Allowed Templates drop-down.
- Click Save.
- The request is created and its detail screen opens automatically, ready for you to add material entries.
THE TEMPLATE SETS THE FIELDS — The template you choose here determines the columns you'll fill in next. If you're not sure which to pick, check with your data steward — the choice can't be changed once the request is created.
6. Filling In the Request
Getting to the detail screen — there are two ways to open a request's detail screen:
- From a new request — creating one (see Creating a New Request) opens its detail screen automatically.
- From the summary — click the Edit icon in a request's Action column to open an existing request.
The detail screen — titled Material Request Detail — is where you enter the materials you're requesting.
At the top of the screen
- The Requester and Group Name are shown for reference (read-only).
- The Status of the request is shown on the right, along with the Submit Request button while the request is Open.
- Import and Export buttons sit at the top right (see the next section).
The entries table
The table's columns come from the request's template. Each row is one material you're requesting. Depending on the template, fields may be text, numbers, dates, tick-boxes, or drop-down choices.
Adding a row — click the floating add button (the round + button). A new row is added with its primary key (for example, a material number like MAT001) filled in automatically, ready for you to complete the rest.
Editing a row — click into a cell and type or choose a value; your change is saved as you go. The primary key field is filled in for you and can't be edited.
Deleting a row — click the Delete icon in the row's Action column.
YOU CAN ONLY EDIT AN OPEN REQUEST — Adding, editing, and deleting rows — and importing — are possible only while the request is Open. Once it's submitted, the entries become read-only. (Permissions also apply: you need the right access to create, edit, or delete.)
7. Importing and Exporting
For anything more than a few entries, working in a spreadsheet is often easier. The Import and Export buttons at the top of the detail screen let you do exactly that.
Export — click Export to download the request as an Excel file. The file has a column for each template field, with any existing entries already filled in. It's the quickest way to get a correctly structured spreadsheet to work in — and it includes built-in checks (for example, number fields only accept numbers, and the primary key can't be left blank).
Import — click Import, then choose your completed Excel file. OnCoor reads the rows and loads them into the request. Before importing, it checks that:
- the file matches the template's structure,
- the file actually contains data,
- number fields contain valid numbers, and
- the primary key isn't blank on any row.
If any check fails, you'll see a message explaining the problem (including which row), and the import stops so you can fix the file and try again.
A CLEAN ROUND TRIP — The easiest way to bulk-fill a request is to Export it first to get the right columns, enter your data in that file, then Import it back. Because you started from the exported template, the columns already line up.
8. Submitting the Request
When your entries are complete, click Submit Request (shown while the request is Open, if you have edit permission).
Before submitting, make sure the request has at least one material entry — an empty request can't be submitted, and you'll be prompted to add materials first.
Once submitted, the request's status changes to Request Submitted, it becomes read-only, and it moves on to the data steward for processing. You can still watch its progress from the summary.
9. Understanding Request Status
A request moves through several statuses on its way from creation to completion. The detail screen shows the current one, and — once a request has been submitted — displays the stages as a progress track.
| Status | What it means |
|---|---|
| Open | The request is being prepared. You can add, edit, import, and delete entries, and submit it. |
| Request Submitted | You've submitted the request; it's now with the data steward. |
| Accepted | The steward has accepted the request for processing. |
| Being Processed | The requested data is being worked on. |
| Draft Version | A draft of the result is in progress. |
| Completed | The request has been fully processed and closed. |
OPEN IS THE ONLY EDITABLE STAGE — Everything you do to build a request happens while it's Open. After you submit, the status stops being something you control and becomes a way to follow the request's progress.
10. Quick Reference
A fast lookup for the most common actions.
| I want to… | Do this |
|---|---|
| Open Material Request | Governance → Material Request |
| See my requests | Read the My Material Request Summary list |
| Find a request | Use the search area above the summary table |
| Start a new request | Add New Request → choose a template → Save |
| Open an existing request | Click the Edit icon in its Action column |
| Delete a request | Click its Delete icon (Open requests only) → confirm |
| Add a material entry | Open the request → click the floating + button |
| Edit an entry | Click a cell and change it (saves as you go) |
| Remove an entry | Click the Delete icon on that row |
| Fill in many entries quickly | Export → complete the spreadsheet → Import |
| Download the request as a spreadsheet | Click Export |
| Load entries from a spreadsheet | Click Import → choose your file |
| Send the request for processing | Click Submit Request (needs at least one entry) |
| Check where a request stands | Look at its Status |
Source: OnCoor Governance product documentation, written for end users. For the latest screens and options, always refer to the in-app interface.