Scope Change & Approval Tracking

Q: How does the automation handle approvers who do not respond?

The automation monitors responses and sends a reminder to any approver who has not approved within 24 hours. This continues until all approvals are collected.

Q: Will our existing project records in Asana be updated automatically?

Yes. Once all approvals are collected, the project record is updated with the approved change and new timeline, and stakeholders are notified instantly.

Q: Can we use DocuSign for formal approval signatures?

Yes. The automation integrates with DocuSign to capture formal signatures and logs them with timestamps for compliance and audit purposes.

Q: What if a scope change requires multiple levels of approval?

The automation determines the full approval chain based on your rules and routes the request to all required approvers in parallel or sequence, depending on your workflow.

Keep every scope change documented, approved, and billed so nothing falls through the cracks.

88 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Scope change requests arrive via email and require manual routing to the right approvers, email chasing, and spreadsheet updates. This creates delays, missed approvals, and scattered records across multiple tools.

Automation reads incoming requests, determines the approval chain based on budget impact, sends approvals to the right people with deadlines, and escalates missing responses automatically. Approvals are tracked in real time and project records update instantly.

Key features:

Route scope changes to the correct approvers based on budget impact and project type

Send approval requests with clear deadlines and full change context

Escalate missing approvals automatically after 24 hours

Track approval status and signatures in real time

Update project records and notify stakeholders when approved

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual approval chasing Operations must send reminder emails and make calls to approvers who have not responded, consuming 20 minutes per change.	80%
2	Scattered approval records Approvals arrive via email, documents, and chat; operations manually tracks who has approved and who has not.	67%
3	Approver lookup delays Operations must manually identify the right approvers and look up their email addresses based on budget impact and project type.	53%
4	Slow project updates Project records are updated manually after approval, creating lag between decision and team notification.	40%
5	Spreadsheet data entry Each scope change is manually logged into a tracking spreadsheet, duplicating information already in project management tools.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.9/ 10

AI Fit Rating™

8.7/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Scope Change Submittedtrigger

A new scope change request is created or received via email.

2. Extract Change Details

The automation reads the change description, budget impact, and project ID from the request.

3. Route to Approvers

Based on budget tier and project type, the automation identifies the correct approvers and sends a structured approval request with a clear deadline.

4. Collect Approvals

Approvers respond or sign. The automation logs each approval decision and timestamp.

5. Update Project Record

Once all approvals are collected, the automation updates the project with the approved change, new timeline, and budget adjustment.

6. Notify Stakeholders

The automation sends a confirmation message to the project team, client contact, and finance and email with the approved change details.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

368 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens when a scope change request arrives?

The automation reads the request, extracts key details, and immediately routes it to the correct approvers based on budget impact and project type. Approvers receive a clear email with the change details and a deadline.

How does the automation handle approvers who do not respond?

Will our existing project records in Asana be updated automatically?

Can we use DocuSign for formal approval signatures?

What if a scope change requires multiple levels of approval?

View more FAQs

Process pain:8.9/10

Mapped by:4 Companies

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Page updated 10 August 2026