Overview
Notifications triggered by workflows are automated alerts sent to users and admins based on specific process events, tasks, or milestones. These notifications ensure timely updates, and prompt actions, and keep all stakeholders informed throughout a workflow. The goal is to ensure that our users are informed about various tasks and activities on the platform tailored to their roles.
The workflow notifications are sent to the following recipients:
If you have opted for Spendflo to assist with negotiations in your Procurements, you will receive notifications based on your role below:
Event Description | Requestor | Approver/Pre-approver | Admin | POC | Followers |
Request Submitted: User submits a new procurement request. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Pre-Approval Requested (if enabled): The request is sent to Approvers who would decide whether the request can proceed. | ⛔️ | ✅ | ⛔️ | ⛔️ | ⛔️ |
Pre-Approved: One of the approvers has approved the request | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Pre-Approval Completed: All approvers have approved the request. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Pre-Approval Denied: The approver has denied the request | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Pre-Approval Overdue: The Approver has not yet approved/denied the request & is overdue. | ⛔️ | ✅ | ⛔️ | ✅ | ⛔️ |
Negotiation Started: Negotiation process initiated. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Buyer Assigned : A buyer has been assigned to the request. | ⛔️ | ⛔️ | ⛔️ | ⛔️ | ⛔️ |
Negotiation Completed: Negotiation has been completed. | ✅ | ⛔️ | ⛔️ | ✅ | ✅ |
Approval Initiated: Approval of the final contract has started. | ✅ | ⛔️ | ⛔️ | ⛔️ | ⛔️ |
Approval Received: One or more approvers have granted their approval. | ✅ | ✅ | ⛔️ | ⛔️ | ⛔️ |
Approvals Completed: All approvers have approved the request. | ✅ | ⛔️ | ⛔️ | ✅ | ✅ |
Approval Denied: One or more approvers have rejected the request. | ✅ | ⛔️ | ⛔️ | ⛔️ | ⛔️ |
Approval Pending: At least one approval decision is still pending. | ⛔️ | ✅ | ⛔️ | ⛔️ | ⛔️ |
Request Completed: All necessary steps finalized, request fulfilled. | ✅ | ⛔️ | ⛔️ | ✅ | ✅ |
Marked as Customer to Buy: Requests which are to be taken up by the customer due to a low deal size. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Request Updated: User modifies details of an existing request. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Follower Added: Additional user added to receive updates on the request progress. | ⛔️ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Approval Document Uploaded: Document uploaded to support the approval process. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Requester Changed (Email now to new requestor): Request ownership transferred to a new user. | ✅ | ⛔️ | ⛔️ | ⛔️ | ⛔️ |
Request Cancelled: User withdraws a submitted request. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
If you have opted to use the self-serve mode of the Spendflo Platform without any assistance from Spendflo on negotiations, following are the notifications you would receive based on your role:-
Event Description | Requestor | Approver/Pre-approver | Admin | POC | Followers |
Request Submitted: A new procurement request has been submitted. | ✅ | ⛔️ | ✅ | ✅ | ✅ |
Request Cancelled: A submitted procurement request has been withdrawn. | ✅ | ⛔️ | ⛔️ | ✅ | ✅ |
Pre-Approval Requested (if enabled) : The request is sent to the Pre-approvers in the organisation | ⛔️ | ✅ | ⛔️ | ⛔️ | ⛔️ |
Pre-Approved: One of the Pre-approvers grants approval for the request. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Pre-Approval Completed: All pre-approvers have approved the request | ✅ | ⛔️ | ⛔️ | ✅ | ✅ |
Pre-Approval Denied: One or more pre-approvers have denied the request. | ✅ | ⛔️ | ⛔️ | ✅ | ✅ |
Pre-Approval Overdue: Pre-approval has not been received as per deadline. | ⛔️ | ✅ | ⛔️ | ✅ | ⛔️ |
Negotiation Started: Negotiation process initiated with relevant stakeholders. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Buyer Assigned : Buyer assigned to manage the approved request. | ✅ | ⛔️ | ✅ | ⛔️ | ✅ |
Negotiation Completed: Negotiation completed with the final commercials. | ✅ | ⛔️ | ✅ | ✅ | ✅ |
Approval Initiated: Final approval workflow for the request starts - approval sent to the approvers. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Approval Received: One or more approvers have granted their approval. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Approvals Completed: All approvers have approved the request. | ✅ | ⛔️ | ✅ | ✅ | ✅ |
Approval Denied: One or more approvers have rejected the request. | ✅ | ⛔️ | ✅ | ✅ | ✅ |
Approval Pending: At least one approval decision is still outstanding. | ⛔️ | ✅ | ⛔️ | ⛔️ | ⛔️ |
Request Completed: All necessary steps finalized, request fulfilled. | ✅ | ⛔️ | ✅ | ✅ | ✅ |
Marked as Customer to Buy: Purchase responsibility shifted to the customer. | ✅ | ⛔️ | ⛔️ | ✅ | ✅ |
Marked as Spendflo to Buy: Purchase responsibility assigned to Spendflo. | ✅ | ⛔️ | ✅ | ✅ | ✅ |
Request Updated: Requestor modifies details of an existing request. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Follower Added: Additional user added to receive updates on the request progress. | ⛔️ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Approval Document Uploaded: Document uploaded to support the approval process. | ✅ | ⛔️ | ⛔️ | ⛔️ | ✅ |
Requester Changed (Email to new requestor): Request ownership transferred to a new user. | ✅ | ⛔️ | ⛔️ | ⛔️ | ⛔️ |
Note: Admins & POCs will receive some additional notifications if you have opted for self serve mode.
Key Benefits
Real-Time Updates: Users receive notifications about critical events such as approvals, escalations, or bottlenecks, enabling them to manage workflows efficiently.
Actionable Insights: Notifications alert admins about task completion, delays, or upcoming deadlines, helping them track progress and maintain smooth operations.
Compliance and Oversight: Alerts for renewals, policy changes, or compliance requirements help admins stay proactive and avoid disruptions.
Task Reminders: Users are notified of upcoming or overdue tasks, ensuring they remain on top of their responsibilities.
Smooth Progression: Notifications guide users through workflow stages, clarifying the next steps and preventing delays.
Collaboration: Workflow notifications keep team members aligned, updating them on shared tasks or completed actions that impact the broader team.
Workflow Notification Triggers
The following events from the workflows trigger all the notifications from the Spendflo platform:
Slack Notifications
Task Assigned Notifications
Task Due Reminders (sent one day prior)
Task Completion/Approval Notifications
Task Denial Notifications
Task Overdue Notifications
Cancellations of Requests
Due Date Changes
Task Owner Changes
Notifications Examples
Here are some examples of how the notifications look, once triggered from the Spendflo platform:
1. Slack Notification
Note: To receive Slack notifications, the user must have installed the Spendflo App on Slack.
2. Task Assigned Notification
3. Task Due Reminder Notification
4. Task Overdue Notification
5. Cancellation of Request Notification
In case of any further assistance, kindly contact your dedicated Customer Success manager.
To learn more about Spendflo’s Workflows, click here.