Tropic has two types of workflows: Tropic-Managed workflows and Organization-Managed workflows.
Key Differences Between Workflow Types
The distinction between Tropic-Managed and Organization-Managed workflows depends on request management rules. These rules evaluate three key criteria:
- Request type (e.g., new purchase, renewal, or cancellation)
- Budgeted amount
- Supplier
Workflow Types Explained
Tropic-Managed Workflows
- Designed for requests where Tropic’s Assisted Purchasing team leads negotiations with SaaS suppliers.
- Includes tasks that are assigned to Tropic staff, who create and maintain these workflows.
Important: Even Owners cannot edit Tropic-Managed workflows. To request changes, please submit a support ticket.
Organization-Managed Workflows
- Used for requests not involving the Assisted Purchasing team, such as non-software purchases.
- May initially be created by Tropic staff during setup, but your organization is responsible for maintaining and updating these workflows.
Identifying Workflow Types for Requests
Check if a Request Is Tropic-Managed
- In Requests, select the request you want to verify
- Under the Management Details section, you'll see whether it is Tropic-Managed or Organization-Managed.
Changing a Request's Workflow
If you need to update a workflow for an existing request, follow the steps in Change a Request's Workflow.
You can also tag @tropicsupport within the request in the activity feed and ask for assistance.
Viewing Workflow Types in the Tropic Platform
Required Role: Owner
To view whether a workflow is Tropic-managed or organization-managed:
- Navigate to Settings > Purchase Workflows in the Tropic platform.
- Each workflow’s type is listed under the Managed By column.
Additional Resources
For more details on workflows and tasks, visit our Help Center.