openspp.orgSubmit a Relief Request
Contents
Submit a Relief Request#
Applies to: DRIMS
This feature is available in OpenSPP deployments with the DRIMS module installed.
What You'll Do#
Create and submit a request for relief supplies to be delivered to a disaster-affected area.
Before You Start#
You need Field Officer or Officer access
Know which incident you're responding to
Know the destination area where supplies are needed
Have information about what items are needed and how many people are affected
Steps#
3. Select the Incident#
In the Incident field, click the dropdown and choose the disaster incident you're responding to.
What this means: Every request must be linked to a disaster incident (like "Flood 2025" or "Earthquake North Region"). This helps track what supplies are for which emergency.
4. Choose Destination Area#
In the Destination Area field, select where the supplies need to be delivered.
What this means: This is the specific geographic area (city, district, or zone) where Beneficiary(ies) will receive the supplies.
5. Set Priority Level#
In the Priority field, choose the urgency level. See Understanding Priority Levels below for guidance.
6. Select Cluster (Optional)#
If your organization uses humanitarian Clusters, select the relevant cluster (like Health, Shelter, Food Security).
What this means: Clusters are coordination groups for different types of relief. This is optional but helps coordinate with other organizations.
7. Set Date Needed#
Click the Date Needed calendar and select when supplies must arrive.
Important: Be realistic. The date you choose affects how your request is prioritized.
8. Add Justification#
In the Justification field, explain why these supplies are needed. Be specific about the situation.
Example: "Flash flooding has displaced 500 families. Temporary shelters need clean water and hygiene supplies. No clean water source available in evacuation center."
9. Enter Affected Population#
In the Affected Population field, enter the number of people who will benefit from these supplies.
10. Add Requested Items#
In the Requested Items section, click Add a line.
For each item:
Product: Select the item from the dropdown (like "Water Purification Tablets" or "Emergency Blankets")
Quantity: Enter how many units you need
UoM: Confirm the unit of measure (boxes, pieces, liters, etc.)
Repeat this step for each type of supply needed.
11. Mark as Life-Threatening (If Needed)#
If this request involves a life-threatening situation, check the Life-Threatening box. See Life-Threatening Requests below.
Important: Only use this for genuine emergencies. It bypasses normal approval workflows.
13. Submit for Approval#
When your request is ready, click Submit to send it for approval.
The request status will change to Pending and go to your supervisor or logistics coordinator for review.
Understanding Priority Levels#
Choose the right Priority Level for your request:
Priority |
When to Use |
Expected Response Time |
|---|---|---|
Critical |
Immediate threat to life, injuries, imminent danger |
Within hours |
High |
Urgent needs, situation deteriorating rapidly |
Within 24 hours |
Medium |
Standard relief needs, stable situation |
Within 48-72 hours |
Low |
Non-urgent, supplementary supplies |
When resources available |
Example - Critical: "50 people trapped in flooded area, need rescue equipment and medical supplies now."
Example - High: "Evacuation center has 200 people but no food. Supplies from yesterday running out."
Example - Medium: "Community center housing 80 families needs additional blankets and cooking supplies."
Example - Low: "Request recreational items for children in stable temporary housing."
Life-Threatening Requests#
The Life-Threatening flag is for genuine emergencies where delays could result in loss of life.
When to use it:
Medical emergencies requiring immediate supplies
Rescue operations in progress
Situations with injured or critically ill people
Imminent danger to beneficiaries
What happens:
Your request gets highest priority
Approval workflows are expedited
Notifications sent to emergency response team
May bypass normal approval thresholds
Important: Misuse of this flag can delay genuine emergencies. Only check it when lives are truly at risk.
After You Submit#
Here's what happens to your request:
Pending Approval - Your supervisor or logistics coordinator reviews the request
Approved - If approved, warehouse staff begin preparing supplies
Allocated - A warehouse is assigned to fulfill your request
Dispatched - Supplies are picked, packed, and shipped
Delivered - You'll confirm receipt when supplies arrive
You'll receive notifications at each stage. Check the request status anytime by opening it from the Requests list.
If changes are requested: Your supervisor may return the request with notes asking for more information or adjustments. You'll receive a notification. Open the request, make the changes, and click Re-submit.
If rejected: You'll see the rejection reason. You can correct issues and reset the request to draft to try again, or create a new request.
Are You Stuck?#
Can't find the incident in the dropdown?
The incident may not be created yet. Contact your supervisor or DRIMS administrator to create the incident record first.
Don't know which warehouse to request from?
You don't choose the warehouse. After approval, the logistics team assigns the best warehouse based on stock availability and location.
Can't find the product you need?
The product might not be in the system catalog. Contact your DRIMS administrator to add it, or choose the closest alternative and explain in the justification field.
Submit button is grayed out?
Make sure you've filled in all required fields:
Incident
Destination Area
Priority
Date Needed
At least one requested item
Request stuck in Pending for days?
Contact your supervisor or logistics coordinator. They may not have seen the approval notification.
Need to cancel a submitted request?
You can't cancel a pending request yourself. Contact the person reviewing it and ask them to reject it, or create a new request with updated information.
How do I track my request after submission?
Open the request from the Requests list. The status field shows where it is in the process. You can also see notes from reviewers in the chatter (message section at the bottom).
Next Steps#
Process a Dispatch - Learn how dispatches are processed for your requests
Handle Returns - Learn how to handle returned items
Understand the Dashboard - Monitor the status of your requests