HR & People package

Equipment request

Employees request kit from an equipment catalogue; a cost and role policy routes approval, IT fulfils the request and the asset is registered.

Starts from a formStarter~10 min setupv1.0.0
Download .utpkg 14 KBHow to install

About this package

What it does

Equipment request lets employees order standard kit (laptops, monitors, phones, headsets, chairs) from a form. They pick the item from the Equipment catalogue, the quantity, the reason and when they need it.

The workflow reads the item's category, unit cost, lead time and supplier SKU from the catalogue table, works out the total and evaluates the Equipment approval decision table. Low-cost accessories and executive standard kit are approved automatically; other requests go to the manager, and high-value items or furniture also need finance approval.

Once approved, the requester is emailed and IT gets a fulfilment task to order or pick the item and record the asset tag, serial number and delivery date. The asset is registered to the employee in your asset-management system and the requester is told it is ready. Adapt the catalogue rows, the approval thresholds and the asset API.

Starts from a form

Starts from a form: the employee fills in the request (Run dialog in the app, or your IT portal posting it to the start API).

Someone fills in a form to start it: the workflow inputs are the start form (Run dialog in the app, or your own portal posting to the API), and people complete User Task forms along the way.

The flow

Step by step

  1. 1

    Item requested

    The employee picks an item from the catalogue, the quantity, the reason and the date they need it.

  2. 2

    Price it

    The Equipment catalogue row gives the category, unit cost, lead time and supplier SKU; the total cost is calculated.

  3. 3

    Decide the approval

    The Equipment approval decision table approves accessories and executive kit automatically and routes the rest to the manager and, for high value, finance.

  4. 4

    Approve

    The manager confirms the cost centre; finance adds the budget code when required. Rejections are emailed to the requester.

  5. 5

    IT fulfils

    IT orders or picks the item and records the asset tag, serial number and delivery date.

  6. 6

    Register and notify

    The asset is registered to the employee in the asset system and the requester is told it is ready.

Equipment request — An employee requests an item from the equipment catalogue; the approval policy decides automatic, manager or manager-and-finance approval, then IT fulfils it and registers the asset. The same canvas you get in the designer after installing.

Forms

The start form and the task forms

The workflow inputs are the start form: the Run dialog renders them, and your own portal can post the same fields. User Tasks show their fields and outcome buttons to the assignee.

Start form

Equipment request

Filled in by whoever starts the process

Employee number * employee_id · textEmployee number (E-1001…), used to assign the asset
Your name * requester_name · textYour name
Your email * requester_email · emailname@company.comWhere updates are sent
Role level role_level · select
individual contributorpeople managerexecutive
Your role level (used by the approval policy)
Item * item · select
Standard laptop 14-inchDeveloper laptop 16-inch27-inch monitorDocking stationKeyboard and mouseNoise-cancelling headset+2
Item from the Equipment catalogue
Quantity quantity · number0How many
Reason * reason · textWhy you need it (replacement, new starter, role change…)
Needed by needed_by · dateYYYY-MM-DDWhen you need it
Cost centre cost_centre · textCost centre to charge (your manager can change it)
Manager (user id) manager_id · textOptional: user id of the approving manager (overrides the install-time default)

User Task

Approve equipment request

Approve {{quantity}} × {{item}} for {{requester_name}} ({{total_cost}})

Cost centre * cost_centre · textPrefilled: {{cost_centre}}
Comment comment · text
ApproveReject

User Task

Finance approval

Finance: approve {{item}} for {{requester_name}} ({{total_cost}})

Budget code * budget_code · text
Comment comment · text
ApproveReject

User Task

Fulfil equipment request

Fulfil {{quantity}} × {{item}} for {{requester_name}} (SKU {{catalogue_item.supplier_sku}})

Asset tag * asset_tag · text
Serial number * serial_number · text
Delivery / handover date * delivery_date · dateYYYY-MM-DD
Notes comment · text
FulfilledCannot fulfil

From your code

Start a run over the API

Every workflow can be started over REST, MCP or the CLI, whatever its trigger, with the sample input below. Runs start straight away on the published version; replace <workflow id> with the id the install created.

REST

shell
curl -X POST "$USERTASKS_URL/api/v1/workflows/start" \
  -H "Authorization: Bearer $USERTASKS_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"workflow_id":"<workflow id>","variables":{"employee_id":"E-1001","requester_name":"Sam Carter","requester_email":"sam.carter@example.com","role_level":"individual contributor","item":"Developer laptop 16-inch","quantity":1,"reason":"Replacement: current laptop is four years old and out of warranty","needed_by":"2026-11-20","cost_centre":"CC-310 Engineering"}}'

CLI

shell
usertasks workflows inputs <workflow id>          # the start form: keys, types, required
usertasks workflows run <workflow id> --input employee_id=E-1001 --input requester_name="Sam Carter" --input requester_email=sam.carter@example.com --input role_level="individual contributor" … --wait

Inbound webhook

shell
usertasks webhooks create <workflow id>          # prints the hook slug and secret once
curl -X POST "$USERTASKS_URL/api/webhooks/inbound?hook=<slug>" \
  -H "Authorization: Bearer <webhook secret>" -H "Content-Type: application/json" \
  -d '{"employee_id":"E-1001","requester_name":"Sam Carter","requester_email":"sam.carter@example.com","role_level":"individual contributor","item":"Developer laptop 16-inch","quantity":1,"reason":"Replacement: current laptop is four years old and out of warranty","needed_by":"2026-11-20","cost_centre":"CC-310 Engineering"}'

What's included

8 assets, ready to adapt

TypeNameDetails
Email templateEquipment readySent to the requester when IT has fulfilled the request and registered the asset.
Email templateEquipment request approvedSent to the requester when the request is approved and passed to IT.
Email templateEquipment request not approvedSent to the requester when an approver rejects the request or IT cannot fulfil it.
Data tableEquipment catalogueItems employees can request, with the category, unit cost, whether approval is always required, lead time and supplier SKU. Edit to match your standard kit.
IntegrationAsset management
API referenceRegister assetPOST /assets — Register the delivered item in the asset register and assign it to the employee.
Decision tableEquipment approval5 rules — Who approves an equipment request, by total cost, category and role. First matching rule wins.
WorkflowEquipment request19 steps — An employee requests an item from the equipment catalogue; the approval policy decides automatic, manager or manager-and-finance approval, then IT fulfils it and registers the asset.

Equipment catalogue · 8 sample rows

ItemCategoryUnit costApproval always requiredLead time (days)Supplier SKU

Requirements

What you connect it to

Credentials never travel in a package. The install wizard asks for what your environment must provide, or installs it incomplete until you finish setup.

Needs

  • REST API — A REST API integration: set its base URL and credentials on install.
  • Assignees — People in your workspace to receive the User Tasks (picked on install).
  • Email — Email delivery configured for the instance (EMAIL_PROVIDER), used for notifications.

After installing

  1. Asset management integration: set the base URL and API token. Register asset posts to /assets; adjust the path and body to your asset register.
  2. Assignees: pick the default approving manager (runs can pass manager_id), the finance approver and the IT person who fulfils requests.
  3. Edit the Equipment catalogue rows to your standard kit, prices and SKUs. If you add items, add them to the item options of the start form too.
  4. Edit the Equipment approval rules to your spending limits.
  5. Email: configure EMAIL_PROVIDER on the instance so the requester emails are delivered (the steps continue on error).

Asked for on install

  • Integration “Asset management”Required

    • Tokenconfig.auth_config.token
    • Base urlconfig.base_urldefault https://assets.example.com/api· optional

  • Workflow “Equipment request” assigneesRequired

    • User for step “Approve equipment request”nodes.8.config.assignee_id
    • User for step “Finance approval”nodes.11.config.assignee_id
    • User for step “Fulfil equipment request”nodes.13.config.assignee_id

Install

Install it in your workspace

Works on UserTasks cloud and on any self-hosted instance. Installing creates the assets above; nothing runs until you complete setup and start it.

In the app

  1. Download equipment-request-1.0.0.utpkg.
  2. Open Automations → Packages and drag the file onto the page (or choose Import package). Browse gallery there lists every gallery package without downloading by hand.
  3. Pick the file. The wizard verifies the checksum, every file hash and the signature, and shows the readme.
  4. Review the changes (what is created) and the data rows.
  5. Fill in the requirements, or tick Keep incomplete and finish later with Complete setup.
  6. Done: the workflow is published and active once setup is complete.

With the CLI

shell
curl -fLO https://usertasks.com/gallery/equipment-request-1.0.0.utpkg
usertasks packages inspect equipment-request-1.0.0.utpkg       # offline: checksum, hashes, signature
usertasks packages install equipment-request-1.0.0.utpkg --dry-run
usertasks packages install equipment-request-1.0.0.utpkg       # prompts for each requirement
usertasks packages install equipment-request-1.0.0.utpkg --keep-incomplete --yes   # in CI; finish with:
usertasks packages complete equipment-request -f values.yaml

Verify the download

File SHA-256
6493a42bc85ed8f08658527a7e7284ff0478d5f10abb017b5280167bad6e379f
Package checksum (what is signed)
sha256:b47995adbd10143a192921e1816c6061e1e09034fa7b42ece8d06046b90b826e
Signer
Unsigned preview build — compare the SHA-256 above

shasum -a 256 equipment-request-1.0.0.utpkg should print the file SHA-256. How gallery packages are signed.

Versions

Version 1.0.0

  1. v1.0.02026-10-26First release.

Installing a newer version upgrades in place: local credentials and requirement values are kept, and changes you made are flagged first. How packages work

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