Sole Source Procurement Approval Workflow

What happens if a request sits right at a threshold boundary, like exactly $25,000?

The routing logic uses the delegated thresholds you configure, so you control whether $25,000 falls under Team Lead or Procurement Manager approval. You can adjust these boundary values directly in the workflow settings at any time without rebuilding the process.

Can this handle a request that gets rejected multiple times before approval?

Yes. When procurement or an approver rejects a request, it returns to the requester with the stated reason and the requester can revise and resubmit as many times as needed. Each resubmission restarts the review at the justification stage, so nothing skips a review step.

What if we need more approval tiers than Team Lead, Procurement Manager, and Senior Leadership?

You can add, remove, or rename approval steps and adjust the routing logic directly in assess.one. This lets you match your organization's actual delegation of authority policy instead of forcing your structure into a fixed three-tier model.

Who needs access to this workflow?

Requesters need access to submit requests, procurement staff need access to review justifications, and designated approvers at each threshold tier need access to approve or reject within their authority. You assign these roles inside assess.one, and each person only sees the steps relevant to their role.

How long does it take to get this workflow live?

Publishing the template takes minutes, not weeks. Once published, your team can immediately start submitting and processing sole-source requests — there's no implementation project or software installation required.

What happens at the 'Route on Procurement Review Outcome' step if the justification is inadequate?

If procurement determines the justification is inadequate, the workflow notifies the requester with the specific gap and restarts the process for a revised submission. This prevents incomplete requests from consuming approver time further down the chain.

Can approval conditions be attached to an approved request?

Yes. The 'Record Approved Conditions' step captures any conditions an approver attaches — such as spend caps, vendor performance reviews, or contract duration limits — before the approval status is finalized. These conditions are stored with the request record and included in the notification sent to the requester.

Does this workflow support compliance or audit requirements?

Every status change, review outcome, and approval decision is timestamped and recorded within the workflow, creating a full audit trail of who reviewed, approved, or rejected each request and why. This record supports internal audits and procurement policy compliance reviews without extra manual documentation.

What if senior leadership approval is needed but the leader is unavailable?

You can configure notification and escalation rules inside assess.one, such as routing to a backup approver or sending reminder notifications after a set period. This keeps high-value requests from stalling indefinitely at the final approval tier.

Can we customize the notification emails sent to requesters?

Yes. Notification content, timing, and recipients for both approval and rejection emails are all configurable inside assess.one. You can tailor the language and add fields like approval conditions or rejection reasons without any external development work.