Workflow Template
Quality Change Control Workflow
Manages a controlled quality change from initial request through quality review, risk-based approval (quality reviewer for low risk, quality manager for high risk), implementation with training if required, verification, and closure, with rejection returning the change to the requester with reasons and notifications to the requester at approval and closure.
Quality changes often stall because approvals are unclear and risk levels get treated the same way regardless of impact. This workflow manages a quality change from initial request through review, risk-based approval, implementation, verification, and closure, routing low-risk changes to a quality reviewer and high-risk changes to a quality manager. Quality teams and requesters run it directly inside assess.one, with notifications keeping requesters informed at approval and closure.
Business Outcomes
- Helps reduce approval delays by routing changes based on risk level automatically
- Supports clearer audit trails with recorded rejection reasons and status history
- Makes it easier to keep requesters informed at every key decision point
- Designed to improve consistency between low-risk and high-risk change handling
- Helps teams close out changes faster with built-in verification steps
Workflow Steps
Steps
- 1Create Change Request Recordcreate record
Registers the submitted change request as a record.
- 2Set Status to Submittedupdate record
Marks the change request as submitted.
- 3Quality Review of Changecreate task
Quality reviews the change, determines validation/testing needs, and confirms risk level.
- 4Set Status to Pending Approvalupdate record
Updates the record status once quality review is complete.
- 5Route Approval by Risk Level
Routes low-risk changes to the quality reviewer and high-risk changes to the quality manager.
risk_level: "Low"→Quality Reviewer Approvalrisk_level: "High"→Quality Manager ApprovalDefault→Quality Manager Approval - 6Quality Reviewer Approvalrequest approval
Quality reviewer approves or rejects the low-risk change.
- 7Route Reviewer Approval Outcome
Branches on the quality reviewer's approval decision.
approval_status: "approved"→Set Status to Approvedapproval_status: "rejected"→Record Rejection ReasonDefault→End - 8Quality Manager Approvalrequest approval
Quality manager approves or rejects the high-risk change.
- 9Route Manager Approval Outcome
Branches on the quality manager's approval decision.
approval_status: "approved"→Set Status to Approvedapproval_status: "rejected"→Record Rejection ReasonDefault→End - 10Record Rejection Reasonupdate record
Sets the record status to rejected.
- 11Notify Requester of Rejectionsend email
Informs the requester that the change was rejected and returns it for revision.
- 12Restart for Revisionrestart from step
Restarts the workflow from quality review to allow revision and resubmission.
- 13Set Status to Approvedupdate record
Updates the record status to approved.
- 14Notify Requester of Approvalsend email
Informs the requester that the change has been approved.
- 15Implement Changecreate task
Implements the approved change, including any required training.
- 16Set Status to Implementedupdate record
Updates the record status to implemented.
- 17Verify Implementation Completecreate task
Quality verifies the change was implemented correctly and training completed if required.
- 18Set Status to Closedupdate record
Updates the record status to closed.
- 19Notify Requester of Closuresend email
Informs the requester that the change has been implemented, verified, and closed.
- 20Set Status to Under Reviewupdate record
Marks the change request as under review at the start of quality review.
Fields
- Requester Name*
- Requester Email*
- Change Title*
- Proposed Change Description*
- Reason for Change*
- Products Impacted*
- +13 more fields
Forms
Quality Change Request Form
11 fields
Data Views
All Change Requests
change_request_ref, change_title, risk_level, change_status +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set up this workflow for our quality team?
Publish the Quality Change Control template inside assess.one and it's live immediately. You can then assign roles for requesters, quality reviewers, and quality managers, and the workflow is ready to run your first change request.
What do I need before I start using this workflow?
You need a list of who holds the quality reviewer and quality manager roles, since approvals route based on risk level. Beyond that, no extra setup or external system is required — the workflow runs entirely inside assess.one.
How long does implementation take?
Publishing the template takes minutes. Once it's live, your team can start submitting and processing quality change requests right away, with no separate implementation project needed.
How does the risk-based approval routing work?
When a change moves to pending approval, the workflow checks the assigned risk level. Low-risk changes route to a quality reviewer for sign-off, while high-risk changes route to a quality manager, so approval effort matches the level of risk involved.
What happens if a change is rejected?
The reviewer or manager records a rejection reason, and the requester is notified automatically. The change then returns to the requester for revision, so it can be updated and resubmitted rather than lost.
Who needs access to this workflow?
Requesters need access to submit and revise change requests, quality reviewers need access to approve low-risk changes, and quality managers need access for high-risk approvals. You can assign these roles directly in assess.one when you publish the template.
Can we customise the approval logic or steps?
Yes. You can adjust risk thresholds, add or remove approval steps, and change notification triggers directly inside assess.one without needing developer support. This makes it possible to tailor the workflow to your organisation's specific quality policies.
How is training handled when implementation requires it?
The implementation step in the workflow can include a training requirement before the change is marked implemented. This helps confirm that affected staff are prepared before the change moves toward verification and closure.
What happens at verification and closure?
After implementation, the workflow moves to a verification step to confirm the change was completed as approved. Once verified, the status is set to closed and the requester receives a closure notification, keeping the full change history in one place.
Does this workflow support compliance and audit needs?
The workflow tracks status changes, approval decisions, rejection reasons, and notifications throughout the change lifecycle. This creates a traceable record that can support internal audits and quality compliance reviews, though it's designed to complement your existing quality management system rather than replace it.
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