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Purpose

The Change Request feature allows users to request secure, time-bound access to edit cards that are intentionally locked. This ensures that any updates to sensitive data are authorized, monitored, and properly recorded. By managing these requests through a built-in approval process, organizations maintain control over data integrity while still enabling users to make necessary updates when appropriate.

Business Case

As a user, you can submit a Change Request when you need to update a locked card. By clicking the “Submit Change Request” button, you’ll be prompted to provide a reason for the request, select the desired unlock duration (24 or 48 hours), and include any necessary supporting details. Once submitted, the request is sent to a Company Admin or designated approver for review.

Approvers receive an email notification and can either approve or decline the request directly from the email or within the platform. When approved, the card becomes temporarily editable for the specified period and then automatically re-locks once the time expires.

This workflow ensures that all changes are properly authorized, time-limited, and fully auditable helping organizations safeguard sensitive information while supporting agile collaboration and accountability.

Watch video to see how to submit the change request: 

Overview

The Change Request Workflow streamlines how users interact with locked cards by introducing a controlled process for requesting and approving edits. Users can easily submit a request directly from the card, monitor the status of their request, and receive notifications when actions are taken.

Admins, on the other hand, benefit from a centralized approval process that includes email alerts, visibility into pending and approved requests, and automated re-locking once the authorized period ends.

Together, this process maintains data governance and transparency while enabling flexibility for users to make necessary changes without compromising system security.

Features and Functionality

When a user attempts to edit a locked card, they are prompted to request temporary access. This is achieved through a built-in change request workflow, including email notifications, admin approval, and visual indicators across views.

Key capabilities include:

• Submit unlock requests with a reason and duration
• Admin approval/decline workflow
• Automatic re-lock after time expires
• Lock/unlock visibility across card views and dashboards

How It Works

1. Viewing a Locked Card

When a card is locked, the user will see the following popup:

"This card is locked. Submit Change Request"

Clicking on "Submit Change Request" opens the request form.

2. Submitting a Change Request

A modal titled Submit a Change Request will appear. Users can fill in:

Brief Description: Explain the purpose of the change

Unlock Duration: Choose from:

• 24 hours

• 48 hours

  Note: 72-hour unlocks have been removed.

Click Submit to complete the request.

3. Admin Notification & Action

An email is sent to Admin(s) including:

• Card ID
• Team Name (not card type)
• Description from requester
• Action buttons: Approve or Decline

4. Request Status Indicators

Once submitted:

• A bell icon appears on the card (Grid and Inside/Outside Card View)
• Status shows as Pending
• User cannot resubmit until action is taken
   

5. Approval Outcome

If Approved:

• The card becomes editable for the selected duration (24 or 48 hours).
• A timer begins immediately and re-locks the card after time expires.
• You’ll receive a confirmation email.

Only Company Admins can approve requests.

Company Admin can manually lock the card at any time.

The requester can also manually re-lock the card within the unlock period.
 

If Declined:

• The user will receive an email stating the denial reason entered by the Admin.
• The card remains locked.
• The user may submit a new request if needed.
   

6. Additional Lock/Unlock Rules

• Manual Lock: Company Admins can lock a card at any time
• User-Initiated Lock: Requesting user can manually re-lock within the allowed time
• Read-Only Cards: Cannot submit change requests
• Role Restrictions: Company Admins can approve or deny requests

How to Turn It On: Lock Settings UI

To enable and manage card locking permissions, follow these steps:

1. Go to Settings

Navigate to Settings and then Mange Preferences

Locate a new section labeled Change Request Process (Card Unlock)

2. Toggle Lock Restrictions

• Toggle ON the setting:

“Restrict Lock/Unlock to specific emails
 

3. Add Authorized Emails

When the toggle is enabled:

• An input field appears allowing you to enter up to 5 Approvers.
• Only valid users already in the system can be added.

Expected Result: Emails and permission mappings are saved successfully. Only listed users can lock or unlock cards for their assigned types.