Workflow assignment rules assign a request to a workflow based on answers to the request form.
Most requests are assigned to organization-managed workflows based on request type and purchase category. For example, you can set up your rules to assign renewal requests in the Advertising purchase category to the Advertising workflow.
Assigning Software Requests
Requests in the Software purchase category may be assigned to Tropic-managed workflows.
Request management rules determine whether an addressable software request uses a Tropic-managed workflow or an organization-managed workflow. These rules evaluate three key criteria:
- Request Type: Examples include new purchase, renewal, or cancellation.
- Budgeted Amount
- Supplier
The specific criteria and which requests are considered addressable may vary based on your contract and available credits. For more information, contact your Tropic account manager.
Important: Requests with a $0 budget are automatically routed to a Tropic-managed workflow.
Editing Workflow Assignment Rules
Requires the following role: Owner
To edit your organization's workflow assignment rules:
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Navigate to Settings --> Criteria.
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Scroll down to Workflow Assignment Rules section
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Click the relevant tab for the request type (e.g., New Purchase or Renewal).
- Click Edit.
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- The first rule's Purchase Category is locked to Software. If needed, use the dropdowns to update workflows for the rule. Only Tropic-managed workflows appear in the For Tropic Managed Use dropdown.
- To add another workflow rule, click Add Condition. Select the Purchase Category and an organization-managed workflow. Note: Only workflows assigned to the purchase category will be selectable.
- To remove a rule, click Remove Condition.
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The rule under Otherwise acts as a fallback. Requests that don’t match any assignment rules will use this workflow.
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When finished, click Save.
Additional Resources
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