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.

Note: Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a 60-day free trial.

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.
• Let coordinators edit coding, amounts, and request details when the assigned request is editable, 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. Go to Manage spend > Purchase orders.
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: Automate through Programs (recommended)

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

1. Go to Manage spend > Programs and open the relevant program's Approval policy.
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. In the request details, select Assign request coordinator or the current coordinator's name.
3. Select the new user in Select request coordinator.
4. Click Save changes.

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 Request coordinator filter. Selecting "Me" (or their own name) filters requests to those assigned to them.

Editing and approving

A Request Coordinator can edit an assigned request when the request is editable. They can:

• Edit Request Details: Change amounts, update accounting, or modify line items.
• 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 can immediately edit and manage the request when it is editable. If the current approval step requires the Request Coordinator, Ramp automatically ends the previous approval task and creates one for the new Coordinator.

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.