How to Configure Benchling Requests

Overview

This article outlines how to configure the Requests feature in Benchling, including how to enable it, set up request templates, and manage permissions using template collections. The Requests capability is built on top of Workflows and allows admins to define structured, reusable request forms tied to task schemas. For details on how this product or feature is used, including key use cases, teams impacted, and user flow, please refer to the How to Use Help Center Article.

Before configuring Requests, ensure the following:

• Your tenant has Workflows enabled
  
  
• The Requests capability is turned on in capability management
  
  
• Users have the necessary permissions:
  
  
  • Requestors must have access to Notebook. They do not need Workflows access.
    
    
  • Fulfillers must have access to Workflows which includes Notebook, Registry, and Results.
    
    
  • Admins must also have Workflows and Requests access, and should be able to configure task schemas and template collections.
    
    

If you are unsure whether your tenant is eligible or if the capability is enabled, contact support@benchling.com or your Benchling representative.

Enabling the Requests Capability

Requests must be enabled via capability management. This step can only be completed by your local Benchling tenant admin.

To enable:

1. Confirm with your Benchling representative that Workflows is active on the tenant
   
   
2. In capability management, turn on the Requests capability
   
   
3. Once enabled, the Request Portal will be available to users with access, and admins can begin creating request templates
   
   

Creating Request Templates

Request Templates define the structure of each request type and determine how the request appears to users. Templates are tied to a task schema and organized in template collections.

You can create templates from:

• Feature Settings > Template Collections, or
  
  
• The Request Templates tab on the relevant task schema.
  
  

Task schema and template collection cannot be changed after the template is created.

Steps to Create a Request Template

1. Select or create a template collection

2. Click Create then select Request template

3. Specify the following:
   
   
   • Template name
     
     
   • Associated task schema
     
     
   • Template collection
     
     
4. Choose whether the request form is:
   
   
   • Fill-in only (fixed layout, users can only fill in data)
     
     
   • Modifiable (users can adjust the structure during request creation)
     
     
5. Add instructions to the form
   
   
   • You can include formatted text, attachments, and links
     
     
   • Instructions can appear above the task table using Shift+Enter to insert them in the desired location
6. Configure the task table. The task table is automatically included in every request template and cannot be removed, but it can be customized: 

• Field configuration:
  
  
  • Lock or unlock individual columns
    
    
  • Reorder or delete columns
    
    
  • Add formulas for calculations or validations
    
    
  • Configure field mappings
    
    
• Template layout enhancements:
  
  
  • Add additional note parts (e.g., text blocks, tables, app canvas blocks)
    
    
  • Organize the template using sections for clarity
    
    
• Validation rules:
  
  
  • Use formulas to create validation logic
    
    
  • These are helpful for enforcing formatting or data entry standards
    
    

Managing Access to Requests

Request templates are grouped into template collections, which determine which users can see and use them.

• Users must be granted access to the relevant template collection to view and create requests
  
  
• Admins can hide templates from certain requestors by omitting them from the collection
  
  
• Templates cannot be moved between collections after creation
  
  

Frequently Asked Questions (FAQ)

How many request templates can I create per task schema?

Up to 10 templates can be created per task schema.

What is the maximum number of items that can be submitted in a request?

Each request can currently include up to 500 rows. This is expected to increase to 1,000 in a future release.

Are there character limits for request template fields?

Yes. The following limits apply:

• Template name: 255 characters
  
  
• Template description: 1,024 characters
  
  
• Template prefix ID: 32 characters
  
  
  • Cannot end in a number
    
    
  • Cannot contain special characters or whitespace
    
    

Can requestors see all request types?

No. Requestors only see request types that are part of a template collection they have access to. Up to 4 recently used request types will appear by default in the portal.

Can multiple users edit a draft request at the same time?

No. Only one user can edit a draft request at a time. If another user tries to access it, they will be locked out of editing.

Are there any limits in the Requests dashboard?

Yes. A maximum of 10 assignees will appear in dashboard tooltips.

Can I edit a request after it's submitted?

No. Once submitted, requests become read-only and cannot be edited. Drafts can be discarded before submission if needed.