Using Data Requests in Scaler
Create, send, review, and manage data requests in Scaler to collect structured data from internal teams or external stakeholders with full audit tracking.
What are data requests
Data requests are a structured way to collect missing or updated data from internal or external stakeholders directly into Scaler.
They are commonly used to:
- Collect asset-level data from property managers
- Request meter or consumption updates
- Close data gaps before reporting deadlines
- Maintain an audit trail of who submitted and approved data
Data requests allow recipients to enter data without full platform access.
Where data requests live
Data requests are managed at the portfolio level and can also be created via the Asset List.
Navigation path:
Data Collection Portal → Portfolio → Data requests
From here, you can:
- View sent and received requests
- Create new requests
- Track request status and progress
Data requests can also be started from the asset list by selecting one or more assets and clicking Send request in the floating action bar.
Who can create data requests
Data requests can be created by users who have:
- Access to the relevant portfolio
- Edit access in the Data Collection Portal
This includes:
- ESG team members
- Internal property managers
- Consultants (if granted edit access)
Admins are not required to create data requests.
Who receives data requests
Recipients can be:
- Existing Scaler users
- External stakeholders who are not Scaler users
Recipients who are not full users are added automatically as data request contributors.
They:
- Do not need a Scaler account
- Do not appear as full users
- Access requests via a secure email link
Create a new data request
Video 1: Creating a Data Request
Learn how to create and send data requests in Scaler. This video covers selecting an asset, setting a title and due date, adding instructions, choosing required fields such as certifications or meter consumption, selecting specific meters, and assigning the request to a recipient. It also shows how the survey appears on your dashboard once created.
Step 1: Start a new request
- Go to Data Collection Portal → Portfolio → Data requests
- Click Create data request
Step 2: Select assets
Choose the assets the request applies to.
You can:
- Select individual assets
- Select multiple assets
- Filter assets before selecting
Step 3: Select data to request
Choose which data fields should be completed.
Requests can include:
- Asset-level fields
- Meter details
- Consumption data
- Other supported data sections
Only the selected fields will be visible to recipients.
Step 4: Add recipients
Add one or more email addresses.
Recipients:
- Can be internal or external
- Do not need to exist in Scaler beforehand
- Are automatically treated as data request contributors
You can add:
- Different recipients per asset
- The same recipient across multiple assets
Step 5: Add instructions and send
Optionally add:
- A message explaining what is required
- A deadline (if applicable)
Send the request.
Recipients receive an email with a secure link to complete the request.
What recipients can do
Recipients can:
- Open the request via the email link
- View only the requested assets and fields
- Enter or update data
- Add comments or notes
- Respond to change requests
- Submit the request when complete
They cannot:
- See other assets or data
- Access analytics
- Edit unrequested fields
(See Completing a Data Request (for recipients) for full details.)
Review submitted data
When a recipient submits data, the request status updates automatically.
Video 2: Reviewing and Approving Submitted Data
See how to review information submitted through a data request. This video demonstrates how to identify changes, view comments from property managers, approve or reject updates to property details and meter data, and send requests for further changes. Once approved, all updates are automatically applied to your Scaler platform.
Review process
- Open the submitted request
- Review changes field by field
- Compare:
- Previous values
- Newly submitted values
- Read any recipient comments
Approve or reject changes
For each submission, you can:
- Approve
The data is written into Scaler and becomes active.
- Reject
The data is not saved.
You can add comments explaining what needs to be corrected.
Rejected requests are sent back to the recipient for revision.
Audit trail and transparency
Each data request maintains a full audit trail, including:
- Who created the request
- Who submitted data
- When data was submitted
- What values changed
- Who approved or rejected the changes
- All comments and messages
This supports:
- Internal governance
- External audits
- Reporting assurance
Tracking request status
Request statuses include:
- Draft
- Sent
- In progress
- Submitted
- Approved
- Rejected
Use the Data requests list to track progress across all assets and recipients.
Common use cases
- Collecting missing data before reporting
- Requesting annual updates from property managers
- Gathering meter or consumption data from external parties
- Validating data changes with clear accountability
More details about data request behavior
Expand
1. What happens before approval
- Submitted data is not written into Scaler until approved
- Existing values remain unchanged during review
- Analytics and reports continue using the previous data
This is important for:
- ESG teams
- Reporting deadlines
- Avoiding panic (“why don’t I see the data yet?”)
2. Partial submissions
- Recipients can submit a request even if:
- Not all fields are completed
- Reviewers can:
- Approve partial data
- Reject and request remaining fields
This matters for:
- Large requests
- Multi-asset workflows
3. Multiple review cycles
- A request can go through multiple rounds of:
- Submission
- Review
- Rejection
- Resubmission
- Comments persist across cycles
This reassures users that:
- Rejection ≠ failure
- Iteration is expected
4. Editing after approval
- Once approved:
- Data behaves like any other Scaler data
- Further changes require:
- A new data request, or
- Direct edit access
This prevents confusion around “undoing” approvals.
5. Recipients vs full users
- Recipients:
- Only see requested fields
- Cannot navigate elsewhere
- Full users:
- Still see data requests in the portfolio view
- Can track multiple requests at once
Where to go next
- Completing a Data Request (for recipients)
- Meters & consumption in Scaler
- Setting up physical meters
- Using the Scaler spreadsheet