Overview
A workflow template is a pre-built purchasing workflow designed to help you quickly create a no-code workflow for any purchase category. Each template follows best practices for specific types of purchases, based on proven processes from Tropic customers and procurement experts. You can also customize the tasks to fit your organization's needs.
Once set up, these workflows allow your organization to use the Purchasing Portal as the "front door" to start the purchase process for any category. When someone needs to make a purchase, they submit a request through the portal.
How to Create a Request Workflow Using a Template
Requires the following role: Owner
- In Tropic, click Settings → Purchase Workflows.
- Click Add Workflow.
- Enter a name for the workflow.
- Under Workflow Starting Point, select a template that best fits your use case. For a list of available templates, see Workflow Template Types.
Example: To create a workflow for hardware purchase requests, select Hardware Workflow.
- (Optional) Select a Purchase Category for the workflow.
- You can use workflow assignment rules to assign requests in the purchase category to the workflow.
- Click Add Workflow.
The workflow will open in Workflow Studio, including the pre-built tasks from the template.
Editing and Assigning Tasks
Once the workflow is open, you can edit any unassigned tasks by adding an assignee. You can also make other edits to tasks or add new tasks as needed.
When finished editing each task, click Save Task.
For more detailed information, see Add Tasks to a Workflow.
Updating the Related Request Form
Role required: Owner
If workflows are assigned based on purchase categories, remember to update the relevant request form. This allows you to include questions for requirements gathering, negotiation, or approvals. You can also add conditional tasks based on the answers provided.
Example:
You can use the Events and Conferences workflow template for the Events purchase category. Based on your workflow assignment rules, any request in the Events category is automatically assigned to this workflow. After creating the workflow, you can add questions to the request form to gather information like the event’s location and time.
For a list of recommended request form questions, see Workflow Template Types.
Workflow Template Types
The table below lists available workflow templates, their use cases, and recommended questions for the related purchase category's request form.
| Workflow | Example use cases | Recommended request form questions |
|---|---|---|
| Hardware Workflow | Laptops, desk accessories, computer goods. |
Reason for replacement: (Example: 3-year upgrade, damaged, hardware, early upgrade) |
| POC Workflow | Purchases not covered by other purchase categories. | |
| Low Spend Process Workflow | Office supplies, one-off SaaS licenses | Is this purchase under $500? |
| Procurement Level 1 | Smaller teams, finance & legal approvals | |
| Procurement Level 2 | Mid-sized teams, separate department approvals | |
| Procurement Level 3 | Larger teams, publish NetSuite purchase orders | |
| Services Renewal Workflow | Janitorial services, auditors, other professional services. |
Describe the services you are hoping to purchase. |
| Manufacturing Renewal Workflow | Raw materials for construction or manufacturing |
Confirm selection from preferred suppliers |
| Non-Software Workflow | Catch-all workflow for non-SaaS purchases. | |
| Consultant/Contractor Renewal | Professional services for consultants or contractors. |
Consultant contact details (email, location, LinkedIn) |
| Events and Conferences | Event sponsorship, conference attendance, company-wide events. | Event location and time |
| Advertising | Google Ads, print ads, direct mail campaigns. |
Will the supplier handle personally identifiable information (PII)? |
| Cloud/Infrastructure Workflow | Large cloud or data warehouse providers. Google Cloud Platform (GCP), Amazon Web Services (AWS), Microsoft Azure. |
What type of data will the supplier have access to? |
| Standard Organization Managed Workflow Template | Default workflow for unmatched categories. |
Additional Resources
For more information, check out the following resources:
- Add Tasks to a Workflow – Learn how to customize workflows by adding or editing tasks in Workflow Studio.
- Managing Workflow Assignment Rules – Understand how to set rules to automatically assign workflows based on specific criteria, such as purchase categories or request form answers.
- About Request Forms – Find out how to create and update request forms that align with your workflows.