Workflow Template
Project Change Request Workflow
Manages project scope change requests from submission through impact assessment, approval routing (steering committee for high-impact changes, project sponsor for others), baseline update, and implementation, with status tracking and requester notifications throughout.
When project scope changes come in through emails and chat messages, teams lose track of who assessed the impact, who approved it, and whether the baseline was ever updated. This workflow captures every change request as a record with a reference number, routes it through impact assessment and the right approval path based on cost and schedule thresholds, and keeps the requester informed at each stage. The result is a clear timeline for every change, from submission through to implementation, without anyone having to chase status updates manually.
Business Outcomes
- Fewer scope changes slipping through without a documented impact assessment
- Faster routing to the right approver based on cost and schedule thresholds
- Clearer visibility into where each change request stands at any point
- Reduced manual follow-up thanks to automatic requester notifications
- More consistent baseline updates tied to approved changes
Workflow Steps
Steps
- 1Create Change Request Recordcreate record
Registers the submitted change request as a record.
- 2Set Status to Submittedupdate record
Updates the record status to Submitted.
- 3Email Acknowledgement to Requestersend email
Sends the requester an acknowledgement email with their reference number.
- 4Set Status to Impact Reviewupdate record
Updates the record status to Impact Review.
- 5Project Manager: Impact Assessmentcreate task
Assigns the project manager a task to record the impact assessment and stakeholder input, due in 5 days.
- 6Save Impact Assessment to Recordupdate record
Persists the impact assessment and stakeholder input to the record.
- 7Route Approval Path by Impact Threshold
Routes high-impact changes to the steering committee and all others to the project sponsor.
cost_impact: "20000"→Steering Committee Approvalschedule_impact_days: "10"→Steering Committee ApprovalDefault→Project Sponsor Approval - 8Steering Committee Approvalrequest approvalrequires approval
Requests approval from the steering committee for this high-impact change.
- 9Route Steering Committee Outcome
Branches based on the steering committee's approval decision.
approval_status: "approved"→Set Status to Approvedapproval_status: "rejected"→Set Status to RejectedDefault→End - 10Project Sponsor Approvalrequest approvalrequires approval
Requests approval from the project sponsor for this change.
- 11Route Sponsor Outcome
Branches based on the project sponsor's approval decision.
approval_status: "approved"→Set Status to Approvedapproval_status: "rejected"→Set Status to RejectedDefault→End - 12Set Status to Rejectedupdate record
Updates the record status to Rejected.
- 13Email Requester of Rejectionsend email
Notifies the requester that the change request was not approved.
- 14Set Status to Approvedupdate record
Updates the record status to Approved.
- 15Project Manager: Update Baselinecreate task
Assigns the project manager a task to update the baseline and communicate the change, due in 3 days.
- 16Save Baseline Version to Recordupdate record
Persists the new baseline version to the record.
- 17Project Manager: Record Implementationcreate task
Assigns the project manager a task with no due date to record when the change was implemented.
- 18Save Implementation Date to Recordupdate record
Persists the implementation date to the record.
- 19Set Status to Implementedupdate record
Updates the record status to Implemented.
- 20Email Requester of Implementationsend email
Notifies the requester that their approved change has been implemented.
Fields
Show all 13 fieldsShow fewer fields
FormProject Change Request Form
- Requester Name*· Text
- Requester Email*· Email
- Project Name*· Text
- Description of Change*· Long text
- Reason for Change*· Long text
- Scope Impact*· Long text
- Schedule Impact (days)*· Number
- Cost Impact ($)*· Number
TaskProject Manager: Impact Assessment
- Impact Assessment*· Long text
- Stakeholder Input*· Long text
TaskProject Manager: Update Baseline
- New Baseline Version*· Text
TaskProject Manager: Record Implementation
- Implementation Date*· Date
Other fields
- Change Status· Choice
- Requester Name*
- Requester Email*
- Project Name*
- Description of Change*
- Reason for Change*
- Scope Impact*
Forms
Project Change Request Form
8 fields
Data Views
Change Requests Overview
project_name, cost_impact, schedule_impact_days, change_status
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
What happens if a change request exceeds the cost or schedule threshold?
When Cost Impact is over $20,000 or Schedule Impact is over 10 days, the workflow routes the request to the steering committee for approval instead of the project sponsor. Requests below both thresholds go to the project sponsor. This routing happens automatically once the project manager's impact assessment is saved to the record.
Can this handle a change request that gets rejected?
Yes. If either the steering committee or the project sponsor rejects the change, the record status is set to Rejected and the requester receives an email letting them know the request was not approved. The rejection and the approval decision are kept in the record's timeline.
Who is responsible for the impact assessment and baseline update?
The project manager is assigned a task to record the impact assessment and stakeholder input, due in 5 days, before the request moves into approval routing. Once a change is approved, the project manager is assigned a further task to update the baseline, due in 3 days, and later a task with no due date to record the implementation date.
What if the approval decision is neither approved nor rejected?
Both the steering committee and project sponsor approval routes have an 'otherwise' branch for any outcome that isn't a clear approval or rejection. This means the workflow keeps the request moving through a defined path rather than stalling on an ambiguous decision.
Can we customise the approval thresholds or the tasks assigned to the project manager?
Yes. You can describe the change you want in plain English, such as adjusting the cost or schedule thresholds that trigger steering committee approval, or edit the workflow steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed.
Does the requester need an account to submit or track a change request?
No. Requesters submit their change through a public request form, and the workflow sends them acknowledgement, rejection, or implementation emails as the request moves forward. They take part entirely through the form and emailed updates without needing to log in anywhere.
What information is saved to the record versus kept with a task?
Because the impact assessment, baseline update, and implementation date tasks are all steps the workflow waits for, the values the project manager enters — Impact Assessment, Stakeholder Input, New Baseline Version, and Implementation Date — are saved directly to the record. This keeps the full history of the change visible in one place alongside the status and timeline.
How do we track where a change request stands across multiple projects?
Every change request is a record with its own reference number, status, and timeline of what happened. Table views and dashboards in the workspace show these records by status, so you can see at a glance how many are in Impact Review, awaiting approval, or Implemented.
What does the requester see after submitting a change request?
The requester first gets an acknowledgement email with their reference number right after submission. Depending on the outcome, they later receive either a rejection email or a notification once the change has been implemented, so they're kept informed without needing to check in themselves.
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