New product request and approval workflow

Purpose

1. Automatedly streamline and centralize the process for staff to request new cold cut products, trigger auto-notification to relevant approvers, and automate supplier communication upon approval.

2. Ensure procurement compliance by automating approval hierarchies, documentation, and inventory synchronization, minimizing manual intervention and automating audit trails.

Trigger Conditions

1. New product request form submission by staff or store manager.

2. Inventory level falling below preset threshold, prompting automated recommendation for a new product request.

3. Supplier catalog update detected via integration, automatically flagging potential products for approval workflow.

Platform Variants

1. Microsoft Power Automate

• Feature/Setting: “Automated Flow — When Form Response Submitted”; configure with SharePoint or Microsoft Forms, automate approval emails and supplier notifications.
  

2. Google Apps Script (Google Workspace)

• Feature/Setting: “Form Submit Trigger”; link to Google Sheets, automate Gmail notifications, Google Groups approval steps.
  

3. Slack

• Feature/Setting: “Workflow Builder — Form Submission”; automates internal request capture, approval DM to managers, and webhook to supplier platform.
  

4. Zapier

• Feature/Setting: “Zap — New Form Entry in Typeform triggers Approval Workflow”; automates notifications and supplier email via Gmail/Outlook.
  

5. Salesforce Flow

• Feature/Setting: “Record-Triggered Flow — New Product Request Custom Object”; automates approval routing and external Email Alert.
  

6. ServiceNow

• Feature/Setting: “Flow Designer — Catalog Item Requested”; automate ticket creation, approvals, and vendor communications via integration hub APIs.
  

7. Jira Service Management

• Feature/Setting: “Automation Rule — Issue Created in ‘Procurement’ Project”; automates approvals, supplier email via SMTP API.
  

8. Trello (Butler Automation)

• Feature/Setting: “Card Button Trigger — Request Product”; automates checklist for approvals, supplier communication via email power-up.
  

9. Asana

• Feature/Setting: “Rules — Task Added to ‘New Product Requests’”; automates assign approval task, automate notification, integrate with Outlook API.
  

10. HubSpot Workflows

• Feature/Setting: “Deal Stage Entered Workflow”; automates internal/external notification via HubSpot API & email.
  

11. Monday.com

• Feature/Setting: “Automations Center — Status Changes to ‘Request’”; automates approval item, supplier email via Gmail/Outlook integration.
  

12. Twilio SMS

• Feature/Setting: “Messaging API”; automate SMS notification to approver, receive SMS-based approval input for workflow advancement.
  

13. SendGrid

• Feature/Setting: “Transactional Email API”; automate approval request, supplier confirmation emails on workflow status shift.
  

14. DocuSign

• Feature/Setting: “eSignature API — Envelope Sent”; automate document approval capture, automate workflow trigger on signature.
  

15. SAP Business One

• Feature/Setting: “Approval Procedures”; Action-based approval configuration, automate vendor purchase requisition after approval.
  

16. Oracle NetSuite

• Feature/Setting: “Workflow Manager — Custom Record Initiation”; automate routing, automated vendor alert on product request.
  

17. Quickbase

• Feature/Setting: “Pipelines — New Record in Product Request Table”; automate approval, supplier email via integration channel.
  

18. Smartsheet

• Feature/Setting: “Automation — Row Added to Procurement Sheet”; automate assign approver, send supplier request email.
  

19. Freshservice

• Feature/Setting: “Workflow Automator — Service Request Submitted”; automate multi-level approval, automate vendor communication post-approval.
  

20. Make (Integromat)

• Feature/Setting: “Scenario — Form Submission”; automate approval, automate supplier notification via HTTP or mail module.
  

Benefits

1. Automate all product request steps, reducing time and error associated with manual workflows.

2. Automates audit trails and documentation, supporting compliance in food retail procurement.

3. Speeds up time to market for new product offerings through automated approval chains.

4. Centralizes approvals and communications to a single, automated system, minimizing missed requests.

5. Ensures supplier contacts are automatically updated, reducing need for manual emails and follow-up.

6. Automation enables scaling multi-store procurement operations without manual bottlenecks.

7. Automate escalation of non-approved or time-delayed requests for management oversight.

8. Enhances transparency via automation, providing real-time visibility into request/approval status.

9. Automates KPI and performance monitoring for procurement process improvement.

10. Optimizes supplier relations with consistent, automated communication and documentation.