Internal workflows
Purchase Request & Approval Workflow
A solution that turns purchasing needs handled through messages and forms into a traceable request, review, approval, and archive process.
What this role enables
- 01
Configure department approval routes and decision roles
- 02
Review pending requests and line items
- 03
Record approval or rejection with a reason
- 04
Manage users, departments and activity history
Institutional context
Purchase requests arrived through different channels. Attachments, justifications, revisions, and approvals could not be viewed within one transaction history.
My contribution
- Built an authorization-controlled request and approval workflow.
- Developed attachments, line items and decision history.
- Implemented department, user and approval-route management.
Problem
It was difficult to see the current stage of a request, understand who changed it and why, or identify which document belonged to the final approval.
Constraints
- Separating requester, reviewer, and approver responsibilities
- Tracking revisions without altering previous records
- Keeping uploaded files safe by type and access rules
- Preserving PDF and tabular outputs used by operations
- 01Request
- 02Review
- 03Revision
- 04Authorized approval
- 05Archive
Approach
A request was treated as a business record with defined states and responsibilities rather than a simple form. Every decision is linked to its actor, time, reason, and related version in an audit trail.
Solution built
A role-based application covers request creation, operational review, revision, authorized approval, secure attachment management, notifications, and archiving.
For management
- Configure department approval routes and decision roles
- Review pending requests and line items
- Record approval or rejection with a reason
- Manage users, departments and activity history
Institutional impact
Requests gain a shared queue and visible status. Revision and decision history remains intact, making the purchasing process easier to follow and explain.
Technical scope
- State machine and role separation
- Revision and audit history
- Secure file uploads
- Notifications and task views
- PDF and tabular outputs
- Archive and search