Requestor flow control — the tenant default active-request limit, hold reason, activation policy, and stale-hold threshold
Last updated: July 12, 2026 by Steve
Requestor Flow Control
Flow control is AccessPoint's intake-governance setting. It caps how many requests a single requestor may have active at once and automatically holds the rest, so a burst of filings from one person or organization doesn't swamp your office. This panel sets the tenant defaults; individual contacts and institutions can override them on their own records.
(screenshot placeholder — capture: the Flow control panel showing the default active-request limit, hold reason, activation policy, and stale-hold days)
Where to Find It
Open Settings from the app toolbar and choose Flow control in the Requesters group.
Settings Reference
| Setting | What it does |
|---|---|
| Default active-request limit | The number of simultaneously active requests allowed per requestor before new ones are held. Contacts and institutions set to Inherit use this value. |
| Hold reason | The clock-pause extension reason applied to a request held over the cap — the legal basis that justifies pausing the request clock while it waits. |
| Activation policy | How held requests are released: Immediate auto-activates the next held request when a slot frees up; Manual leaves a coordinator to release them from the Intake queue. |
| Stale-hold days | The threshold after which a request that has waited too long on hold is flagged stale — the Intake queue shows a stale badge with the days-held count. |
How Contacts and Institutions Use the Default
On a contact or institution, the Limit mode is a tri-state: Inherit (use this tenant default), Custom (set an explicit number, with its own hold reason and activation policy), or None (no cap). A request must clear both the contact's cap and the institution's cap before it activates.
How the Intake Queue Uses It
Requests held by a limit collect in the Intake queue tab of the Requestors workspace, grouped by requestor with capacity used vs. limit. Each held request shows an Auto/Manual badge (whether it will self-activate, per the activation policy) and a stale badge once it passes the stale-hold threshold. Coordinators can reorder a requestor's queue, activate a single request, or Activate to limit to fill all free slots at once. Every release is audited, moving the request from On Hold to Active.
Behavioral Effects
- Immediate policy: freeing a slot (a request closes or the limit is raised) auto-activates the next held request in rank order.
- Raising a limit on save auto-releases any held requests that now fit, and a confirmation message reports how many were released.
- The hold reason must be a valid clock-pause extension reason — this is what gives the pause its legal basis on the request timeline.
Tips
- Set the default conservatively; use per-contact Custom limits for the small number of high-volume requestors who need a different cap.
- Choose Manual activation if you want a coordinator to review priority before a held request goes live; choose Immediate to keep the queue self-draining.