Procurement Request Coordinator

The Request Coordinator role is designed for members of your procurement or operations teams who need to shepherd requests through the entire lifecycle—reviewing details, nudging stakeholders, and ensuring nothing gets stuck—without necessarily being the request owner.

With this feature, you can:

• Dynamically assign a coordinator via your intake workflow (e.g., based on department, vendor owner, or manager).
• Manually assign or reassign a coordinator on any specific request.
• Grant full edit permissions to coordinators so they can fix coding, update amounts, or change details without needing the requester to do it.
• Filter views to allow coordinators to easily see a queue of everything they are responsible for.

How to enable request coordinators

Before you can assign coordinators in your workflows, you must enable the feature in your settings.

1. Navigate to Purchase Orders in your Ramp dashboard.
2. Click on Settings (top right).
3. Under the General tab, locate the Request Coordinator section.
4. Toggle on Allow request coordinators.

How to assign a coordinator

Once enabled, you can automate assignment using your Spend Programs or assign them manually.

Option 1: Automating via Spend Programs (recommended)

You can use the workflow editor to automatically assign a coordinator based on specific logic.

1. Go to Procurement > Spend Programs and navigate to the relevant program's approval workflow.
2. Add a step for Assign request coordinator.
3. Choose your assignment logic:

• Specific User: Select a single user to coordinate all requests in this workflow.
• Relationship: Assign the Manager, Vendor Owner, or Department Owner.
• Approval Matrix: Use a matrix to assign different coordinators based on the requester’s department (e.g., If Department is Operations -> Assign Angela Martin; If Finance -> Assign Kevin Malone).

Option 2: Manual assignment

If a request needs to be handed off, you can change the coordinator directly on the request.

1. Open the specific Request or Purchase Order.
2. Click the Options menu.
3. Select Reassign request coordinator.
4. Search for and select the new user.

The coordinator experience

Once assigned, the Request Coordinator has specific tools to help them manage their queue.

Filtering requests

Coordinators can easily view their workload by navigating to the Requests tab and using the Coordinator filter. Selecting "Me" (or their own name) will show all active requests they are currently shepherding.

Editing and approving

A Request Coordinator has full permissions on the request. They can:

• Edit Request Details: Change amounts, update GL codes, modify line items, or upload new contracts.
• Approve: If your workflow requires the Coordinator's approval (e.g., If Coordinator is NOT the Requester -> Require Approval), they will be prompted to approve the request before it moves to the next stage.

Frequently asked questions

Can a Request Coordinator also be an Approver?

Yes. You can configure your workflow to require approval from the assigned Coordinator. For example, you can set a rule that says "Require approval from Request Coordinator."

What happens if I change the Coordinator mid-request?

The new Coordinator will immediately gain permissions to edit and manage the request. If the previous Coordinator had outstanding approval tasks, you may need to check your workflow settings to ensure the new user is prompted.

Do I have to use an Approval Matrix?

No. While matrices allow for complex logic (like department-based routing), you can simply assign a specific individual (like a Head of Procurement) to coordinate every request for a specific Spend Program.