Procurement

Purchase request to approval

Purchase requests arrive with missing budget, category or justification and wait while approval ownership is resolved.

Business problem

Purchase requests arrive with missing budget, category or justification and wait while approval ownership is resolved.

What teams see

  • Work waits between submit purchase request and validate request.
  • Owners reconstruct status from Web forms and ERP platform.

Why it happens

  • No shared state spans Web forms, ERP platform, Microsoft Teams.
  • Decision and exception rules are applied inconsistently.

Why it becomes expensive

  • Capacity is consumed by coordination and rework.
  • Late exceptions weaken visibility and service quality.

Business outcomes

  • Shorter update requester cycle
  • Fewer handoff and missing-information exceptions
  • Clear ownership from submit purchase request to update requester
  • Inspectable decisions and recovery

Measurable KPIs

  • Turnaround time: Elapsed time from submit purchase request to update requester.
  • Manual intervention rate: Share of items needing a person outside defined review conditions.
  • Exception age: Time unresolved exceptions remain without a completed action.
  • Successful completion rate: Share of valid workflow items completing without terminal failure.

How the workflow works

  1. Submit purchase request — Accept and identify the purchase request to approval trigger. Web forms
  2. Validate request — Execute validate request with validated sample data and an auditable result. Web forms
  3. Check budget — Execute check budget with validated sample data and an auditable result. ERP platform
  4. Classify category — Execute classify category with validated sample data and an auditable result. Microsoft Teams
  5. Apply approval policy — Execute apply approval policy with validated sample data and an auditable result. SEIDO Review Queue
  6. Procurement review — Execute procurement review with validated sample data and an auditable result. SEIDO Review Queue
  7. Create PO handoff — Execute create po handoff with validated sample data and an auditable result. Microsoft Teams
  8. Update requester — Execute update requester with validated sample data and an auditable result. Web forms
  9. Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store

Integrations and ownership

  • Web forms: Provide workflow input
  • ERP platform: Lookup and update context
  • Microsoft Teams: Receive controlled outcome

Human responsibility: Procurement manager

Failure and recovery

Web forms is temporarily unavailable.

Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.

Required data for validate request is malformed or missing.

Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.

The trigger or provider event is delivered more than once.

Return the existing execution identified by the idempotency key and do not repeat downstream business actions.

The human decision expires before completion.

Escalate to the configured substitute, retain the original request and record both expiry and reassignment.

When not to build this

  • Monthly volume is too low to justify integrating Web forms, ERP platform, Microsoft Teams.
  • An existing configured platform already handles purchase request to approval with adequate ownership and reporting.
  • Reliable source data or supported API access is unavailable.
  • No business owner has authority to define the decision and exception rules.

Related workflows

Intelligent inbound lead routingLeads arrive through disconnected forms, inboxes and campaigns and are assigned too slowly or to the wrong owner.Lead qualification and account-fit workflowSales representatives spend valuable time manually investigating prospects that do not match the commercial profile.Sales discovery to structured CRMImportant details from discovery calls and notes do not reach the CRM consistently, weakening follow-up and forecasting.