Examples: Automating Change Request Creation & Approval with Tonkean

Managing change requests in enterprise environments—whether for IT, procurement, or legal operations—can be a complex, time-consuming, and error-prone process. Tonkean’s Create and Approve Change Requests template streamlines this critical workflow, empowering operations professionals to automate, orchestrate, and optimize every step of the change management lifecycle.

1. Centralized Change Request Intake Across Multiple Channels

With Tonkean, employees and stakeholders can submit change requests from their preferred platforms, such as email, Slack, Microsoft Teams, or custom intake forms. The template automatically captures, standardizes, and logs these requests, eliminating manual data entry and ensuring no request is overlooked.

2. Automated Triage, Routing, and Risk Assessment

Tonkean leverages intelligent request classification and risk and urgency algorithms to triage incoming change requests. For example, a high-impact IT system change can be automatically flagged for expedited review, while routine updates are routed to the appropriate team or individual for standard processing. This ensures the right people are involved at the right time, reducing bottlenecks and accelerating approvals.

3. Seamless Approval Workflows with Full Audit Trails

The template orchestrates multi-stage approval cycles, notifying stakeholders via their preferred communication channels and tracking responses in real time. Approvers can review, comment, and approve or reject requests directly from email, Slack, or Teams—no need to log into a separate portal. Every action is logged for compliance, providing a robust audit trail and supporting regulatory requirements.

4. Integration with Existing ITSM, Project Management, and Document Tools

Tonkean’s no-code platform connects seamlessly with popular ITSM systems like ServiceNow and Jira, as well as project management tools such as Asana and Smartsheet. For example, when a change request is approved, Tonkean can automatically create a Jira ticket, update a Smartsheet project plan, and trigger notifications in Slack—all without manual intervention. This integration capability ensures your change management process fits effortlessly into your existing technology stack.

5. Real-Time Visibility and Reporting

Operations professionals gain instant insight into the status of every change request with Tonkean’s request status tracker and customizable dashboards. Track pending approvals, identify bottlenecks, and generate compliance reports with a few clicks. This transparency not only improves accountability but also enables continuous process improvement.

6. Ensuring Compliance and Reducing Risk

Tonkean’s template enforces standardized workflows and approval hierarchies, helping enterprises meet internal policies and external regulatory requirements. Automated reminders and escalation paths ensure no approval is missed, while full documentation supports audits and risk management initiatives. Learn more about how Tonkean supports IT and HR service orchestration and procurement operations.

Example Scenarios

• IT Change Management: An engineer submits a server configuration change via Slack. Tonkean triages the request, routes it to the IT manager for approval, logs the change in Jira, and notifies the requester of the outcome—all automatically.
• Procurement Process: A business unit requests a change to an approved vendor contract. The request is captured via an intake form, routed to legal and procurement for parallel approvals, and upon completion, updates the contract record in your document management system.
• Legal Operations: A policy update is proposed via email. Tonkean gathers additional details, triggers a multi-department review cycle, and archives the approval documentation for compliance.

By leveraging Tonkean’s no-code process builder and robust integration capabilities, enterprises can automate and orchestrate change request workflows end-to-end—reducing manual effort, improving compliance, and accelerating business outcomes. Get started today or explore more about Tonkean’s automation platform.