Scope change requests arrive via multiple channels and require manual documentation, approver identification, and follow-up to collect sign-offs. This fragmented process causes delays, missed approvals, and significant administrative overhead for project managers.
Automation extracts change details from incoming requests, routes them to the correct approvers based on impact rules, tracks responses, and sends reminders to non-responders. All approvals are consolidated and the project status is updated automatically once sign-off is complete.
The full workflow, from trigger to completion.
A scope change request is submitted via email or a web form. The automation captures the request details and initiates the workflow.
The automation extracts the scope change description, impact, cost, and requestor from the incoming message and structures the data.
The automation queries a rules table to determine which stakeholders must approve based on budget threshold, project type, or scope category.
A new task is created with all change details, linked to the project, and assigned to the approval workflow.
Personalized approval requests are sent to each identified approver via email with a direct link task and a clear approval deadline.
The automation tracks approval status and sends automated reminders to approvers who have not responded after 24 hours.
Once all approvals are collected, a notification is sent and the project team confirming the scope change is approved and ready to implement.
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