Change Order Approval Workflow

What does this workflow record at each stage of the change order process?

Each change order is a record with a reference number, a status such as Submitted, Technical Review, Awaiting Client, Approved or Implemented, and a timeline of the actions taken. The technical assessment and result, baseline version, revised budget, revised completion date, implementation date and notes are all saved to the record when the workflow waits for those tasks. Table views and dashboards let staff see change orders grouped by status at any point.

Who is involved in reviewing and approving a change order?

A technical reviewer first assesses whether the change is acceptable, and their result determines whether the request proceeds or is rejected. Depending on the cost impact entered on the request form, approval is then routed to either a project manager for changes under $10,000 or a commercial manager for changes of $10,000 or more, both assigned as tasks in the workspace.

How is client approval handled when the contract requires it?

If the request form indicates the contract requires client approval, the workflow sets the status to Awaiting Client and sends the client contact a form showing the change, cost and schedule impact. The client responds with a Decision and Comments without needing an account, and the workflow routes to rejection or continues toward baseline update based on their answer.

What happens after a change order is approved?

Once approved, the status is set to Approved and the project manager is assigned a task, due in three days, to update the project baseline with the revised version, budget and completion date. After this information is saved to the record, the status is confirmed as Approved and the requester is emailed to confirm approval.

How is implementation of the change tracked?

After baseline updates are confirmed, the project team is assigned a task with no due date to record when the change was implemented, along with implementation notes. Once completed, these details are saved to the record and the status is set to Implemented, giving a full timeline from submission through to completion.

How do we change this workflow if our approval thresholds or routing differ?

A workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor, such as adjusting the $10,000 cost threshold used to route between project manager and commercial manager approval. Earlier versions of the workflow are kept, so changes can be reviewed or reverted as needed.

What happens when a technical review or manager approval results in rejection?

If the technical reviewer marks the change as not acceptable, the status is set to Rejected and the requester is emailed the technical assessment explaining why. If a project manager or commercial manager rejects the change order, the status is set to Rejected and the requester is emailed to explain the outcome, with each decision reflected in the record's timeline.

Do requesters and clients need an account to take part?

No account is needed at any stage. Requesters submit through a public request form and receive email updates including their reference number, while client contacts respond to an emailed form to approve or reject the change and add comments.

How can we adjust this workflow for compliance or documentation needs specific to our organisation?

The workflow records statuses, task entries such as technical assessments and approval decisions, and a full timeline of activity for each change order, which can support internal documentation practices. Each organisation should confirm its own compliance and record-keeping obligations, and the workflow steps, forms and tasks can be adjusted through the workflow editor to reflect those requirements.