Create, manage, and execute legacy Requests

Legacy Requests in Benchling provide a structured system for managing assay or task requests between teams. They streamline the request fulfillment process and integrate seamlessly with Benchling's Notebook and Registry.

This guide offers detailed instructions on creating, managing, and executing Legacy Requests, which are no longer enabled for new customers. This guide only applies to a small subset of customers who are still using this legacy system. If you are looking for information on using the Requests portal in Workflows, see the linked article. 

You might interact with legacy Requests in one of two ways, as a:

1. Requestor: The user making the request
   • Example: you need an assay on a registered cell line
2. Fulfiller: The user fulfilling the request (i.e., who the request is assigned to)
   • Example: you are a member of a core center that runs assays for other teams

Overview of legacy Requests

A Request is composed of four main parts:

Default Request Fields

• Project Name: When a request is made, it will be associated with a project.  This project is where this request will inherit its permissions
• Assigned to: Requestors can assign a request to another Benchling user or team, who will receive an email.  This means you do not need to create an "assigned to" field during Request schema configuration.

Configurable Request Fields

Similar to Registry fields, there are multiple types of fields that can be configured on a Request, including dropdowns. Avoid using entity links in Request fields for samples, instead use a Sample table. 

Tasks

Tasks are a configurable action within a legacy Request that can be assigned to samples. You can only add a Task if there is a Sample table in the legacy Request. 

Sample Table

If registered entities or containers are included in the legacy Request, they can be added to the sample table at the bottom of the legacy Request. Usually these are samples that will be produced or otherwise used in the execution of the legacy Request. Tasks added to the legacy Request can be assigned to samples via check boxes. 

Create a legacy Request task

Creating a legacy Request allows you to initiate a task, which is a defined piece of work—such as an assay or task—to be completed by another team. Request templates are preconfigured by admins and linked to specific workflows. If you don’t see the request type you need, contact your local Benchling admin to confirm access and availability.

1. Navigate to the Requests tab by clicking on the Request application on the left-hand toolbar
2. Click the local create button
3. From the dropdown, select the Request template you want to create
4. This will open a modal, fill out the appropriate fields
5. Use the + icon to add Tasks by selecting the relevant Task(s) from the dropdown menu
6. Use the + icon in the Samples table to add samples, though this can also be done after you create the task. You have three options for how to add samples:
   • Add row: this opens a search box where you can search for an entity or container and add them one at a time
   • Import from plate or box: this allows you to search for a plate or box from the location hierarchy. You can import multiple entities with this method
   • Import from spreadsheet: this opens a spreadsheet import modal that allows you to import multiple entities from spreadsheet or raw text
7. Once completed, click Create to finalize the request

Note: You can use the "Create another" button within the request to copy your initial request.

Execute a legacy Request

Executing a legacy Request involves completing the tasks that were submitted by the requestor. This can include documenting work in an Entry (either existing, new, or new from template) or launching a legacy Workflow. 

Each sample will generate an individual Notebook entry or legacy Workflow stage run. Fulfillers can execute from the fulfillment tab or from the legacy Request view directly.

1. Navigate to the Legacy Requests application on the left-hand toolbar
2. Open the request to be executed
3. If you did not add samples when you created the legacy Request, click Edit on the Samples table to add samples either by row, imported from plate or box, or imported from spreadsheet
4. Click on the Execute tab in the top-right corner of the screen
5. Select the task(s) you want to execute
6. Click the Next button
7. Choose the execution method:
   • Entry
   • Entry from template
   • Existing entry
   • Legacy Workflow
8. Complete the task, fill out the Notebook entry or legacy Workflow as required by your organization
9. Once finished, return to the legacy Request and update the status 

Note: If executing using a workflow, each sample will create an individual stage run in the workflow. 

Update the status of a legacy Request

Updating the status of a legacy Request is how teams track progress and communicate that progress to requestors. Each stage in the status lifecycle reflects the current state of work, from initial intake to fulfillment and completion.

1. Navigate to the Requests application by clicking on the Requests icon
2. Click on the request of interest
3. In the top-right corner, click on the status dropdown
4. Select the appropriate status from the available options:
   • Requested
   • Scheduled
   • In Progress
   • Completed
   • Cancelled

Note: When you change the status of the request, the requester will receive an email notification of the updated status.

Legacy Request notifications

Benchling automatically sends email notifications to keep requestors and fulfillers informed of progress or changes. This helps teams stay aligned and ensures that work moves forward with transparency.

Notifications are configured automatically and are tied to specific request events—you do not need to manually enable them. Emails are sent to requestors and fulfillers depending on the event type (e.g., task assignment, status change). Notifications appear in the recipient’s email inbox and may also be surfaced in their Benchling inbox or activity feed depending on tenant configuration.

Legacy Requests automatically sends email notifications to keep stakeholders informed:

Requester Notifications

• When a request status changes to Scheduled
• When a request status changes to In Progress
• When a request is completed
• When a task on a request is completed

Fulfiller Notifications

• When a user is assigned to fulfill a request
• When a request is cancelled
• When a request status changes from "Cancelled" back to "Requested"

Note: If a team is assigned to fulfill a request, only team admins will receive an email notification. 

Frequently Asked Questions (FAQ)

Q: Can I assign a legacy Request to a team instead of an individual?

A: Yes, legacy Requests can be assigned to either individual users or teams. If assigned to a team, only team admins will receive notification emails.

Q: What happens when I change the status of a legacy Request?

A: Changing the status of a legacy Request updates its progress and triggers email notifications to relevant stakeholders, keeping everyone informed.