Second-Tier Approval Phase
Applies to:
• Senior Management
• Operations Leadership
• Inventory Manager (trigger only)
• Executive Team (for escalations)
Purpose
The second-tier approval phase exists to ensure that high-value, high-risk, equipment, or non-standard supply orders receive proper oversight before being placed. This phase protects budgets, ensures compliance with approved supply lists, and provides a management checkpoint for exceptions.
Second-tier approval is used only when necessary and is not part of the normal order flow.
If you have not reviewed the Inventory Manager Review SLP, please complete that first.
1. When Second-Tier Approval Is Required
The Inventory Manager will escalate an order to second-tier approval when:
• The order is above the dollar threshold
(Threshold defined by DSC leadership)
• The order is for equipment
Equipment purchases always require management approval.
• The items ordered are not on the approved supply list
This prevents unverified or non-standard products from being purchased.
• The order cannot be fully verified
Examples:
• Incorrect supply type for customer
• Unusual quantity
• Residential consumables ordered for a commercial site
• Variations in dispenser compatibility
2. How Orders Enter the Second-Tier Approval Stage
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The Inventory Manager checks the “Second-Tier Approval Required” box.
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The Inventory Manager moves the card into the Second-Tier Approval phase.
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Pipefy assigns the card to the Senior Manager responsible for approvals.
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The Senior Manager receives an automatic email notification with the order details.
At this point, the order is officially paused until management reviews it.
3. Responsibilities of the Senior Manager (Approver)
When the card arrives in the second-tier approval phase, the Senior Manager must:
Review the order in full:
• Item list
• Costs
• Quantities
• Budget restrictions
• Compatibility with customer equipment
• Business justification
• Any notes left by the Inventory Manager
The Senior Manager will then select:
• Approved
• Rejected
• Pending / Under Review
4. Required Fields During Second-Tier Review
The Senior Manager must complete:
1. Decision Reason
Clear explanation of why the order was approved, rejected, or placed under review.
2. Follow-Up Actions (if applicable)
These may include:
• Notify the supervisor
• Update the approved product database
• Add a new product permanently to prevent future approvals
• Request additional information
• Check budget exceptions
• Escalate to higher-level leadership if needed
3. Escalations
If the Senior Manager cannot reach a decision due to:
• high dollar amount
• policy constraints
• unclear justification
• customer contractual issues
They may escalate to executive leadership.
5. What Happens After the Decision
If Approved
The Senior Manager moves the card to the Order Placement phase.
The system automatically:
• Notifies the Inventory Manager
• Notifies the requesting supervisor
• Confirms that the order is being placed
• Passes the order to the next video/SLP in the process (Order Placement)
If Rejected
The Senior Manager moves the card to the Closed / Denied phase.
The system automatically:
• Notifies the Inventory Manager
• Notifies the requesting supervisor
• Provides the reason for rejection
• Instructs the supervisor to correct and resubmit, if appropriate
If Pending
The Senior Manager selects Pending / Under Review.
This indicates:
• More info is needed
• Supervisor or Inventory Manager must clarify
• Senior Manager is waiting for additional approvals
The card remains in the Second-Tier Approval phase until resolved.
6. Summary of the Second-Tier Approval Phase
Triggered by:
Inventory Manager only.
Used for:
• High-value orders
• Equipment
• Budget exceptions
• Non-approved products
• Any order requiring managerial oversight
Approver Responsibilities:
✓ Evaluate the order
✓ Provide decision and reasoning
✓ Add follow-up instructions
✓ Escalate when needed
✓ Move the card to the appropriate next phase
Automations:
✓ Senior Manager receives notification
✓ Supervisor receives approval/denial updates
✓ Inventory Manager receives updates
✓ System routes to next phase automatically