Overview
This guide explains how to manage request changes, approvals, and rejections in Tropic workflows. You’ll learn how to:
- Request revisions and create revision tasks.
- Approve tasks to continue workflows.
- Reject tasks, close requests, and notify stakeholders.
- Reopen requests or tasks as needed.
Watch the Video Tutorial
For a visual demonstration of how to manage request changes, watch the following video:
Managing Request Changes
Access Your Task
- Navigate to your task from the Action Center, the Purchasing Portal, or the link in your email or Slack notification.
- Click on the task to open it and click Review
Request Changes
- Your proposal form opens and once you decide how to proceed click Review → Request Changes
- Provide a detailed description of the changes required: For example, "Please update the cost estimates and clarify the vendor terms."
- Assign the task back to the requestor or to a different department or user to make the changes. Set a deadline for the changes to be completed.
- Confirm your request to create a revision task.
Track Progress
- Once the request change has been confirmed you can see the open task tagged as Revision Task in the Workflow Tasks tab.
- Click on View Workflow next to Request Progress to get a high level view of your workflow.
- Notice that the Approval task is tagged with "Changes Requested," and the revision task is opened.
- The assignee will click Review on the revision task, provide all the requested changes, add a note detailing the changes made, and Submit the form.
- In your Workflow you can see that your Revision Task is now marked as Completed and the Revision for Approval is now opened.
- The Workflow Task is now showing that there is a revision to be made for approval.
When you click Review on the Revision Approval, you can see all the revision notes that took place during the requested change and who made them. If you still need more information, you can select Request Changes and go through the same process, or you can choose to Reject and Close the request, or approve it.
Note that you cannot reopen a Revision task, rather create a new Revision task from that approval.
- You can also choose to re-open the Request
Note: Once a request is reopened, the owner or Tropic staff must manually reopen each subsequent task in the workflow. If you run into any issues with this process, please submit a ticket so we can assist you.
- Select the previously rejected task and re-open it
- From there you can click Review and go through the cycle again by either requesting more information, or approving it
Note: This process only applies to approval tasks. It does not apply to Savings Approvals or other non-approval tasks.
Managing a Rejection
Reject a Task
If the task does not meet the necessary criteria:
- Click Review and select Reject and Close Request.
- Make sure to provide a reason for the rejection and click Confirm
Impact of Rejection
After a rejection, you will notice that the request status is updated to Not Purchased, indicating that the request did not go through.
- Additionally, the requestor, any assigned Tropic staff, and all approvers of the request will be notified of the rejection.
- In your Workflow Tasks you can see that since the Approvals task was rejected
- And all subsequent tasks have been marked as skipped, indicated by the two arrows icon
- You can view all the details about the request in the Activity tab. This tab contains a complete log of actions, including request changes, revisions, approvals, rejections, and skipped tasks. It provides a chronological history of everything that happened with the request, helping you track the process and understand the sequence of events.
Managing an Approval
Approve a Task
- If the task meets all requirements, select Approve
Impact of Approval
- After approving the task, the status will be updated, and the next task in the workflow will be triggered.
- You can see the status change and subsequent actions in the Activity tab, which logs all actions taken on the request, including approvals.
FAQ
Q. Can I request changes multiple times?
A: Yes, you can request changes multiple times until all required modifications are satisfactorily made. Each request for changes will create a new revision task, and the original approval task will reopen once the revisions are completed. There is no limit to the number of approvals, requests for changes, or rejections that can be made.
Q. What happens to subsequent tasks if an approval task is rejected?
A: If an approval task is rejected, all subsequent tasks will be marked as skipped. The request status will be updated to "Not Purchased."
Q. Who can reopen a rejected request?
A: Only Tropic Staff and Owners can reopen a rejected request.
Q. How can I view the history of actions taken on a request?
A: You can view all details about the request in the Activity tab. This tab contains a complete log of actions, including request changes, revisions, approvals, rejections, and skipped tasks.
Q. Who can be assigned a revision task?
A: You can assign a revision task to a Teammate, Department Manager, Direct Manager, and Requestor.
Q. Can multiple people be assigned to make changes, or is it limited to one person?
A: It is limited to one assignee.
Q. How are the requestor and other approvers notified about the rejection?
A: Notifications are sent via email or Slack, depending on their notification settings.
Q. Can someone approve or request changes on a Savings Approval task?
A: No, this functionality is not available for Savings-related approvals since they are considered informational (FYIs) rather than actual approvals.
Q. Are customers able to assign Tropic Staff to the revision tasks?
A: Tropic staff assignees are only available in Tropic Managed Requests.
- For Tropic Managed Requests, customers can assign revision tasks to their CSM, PS, CE, or a specific Tropic staff.
- For Org Managed Requests, Tropic staff cannot be assigned.
Q. Can a request be reopened once it’s been rejected?
A: Yes, a request can be reopened, and you can choose which tasks you want to reopen.
Q. Does the CE get notified if there was a change request or rejection on a Tropic managed workflow?
A: Yes, any assigned CE, PS, or CSM on the request will be notified for Tropic managed requests that get rejected.
Additional Resources
For more detailed information about Requests and Workflow please visit our documentation in Help Center