The Actual Value Change Request feature allows users to request updates to the Actual Value on a Key Result (KR) card while maintaining accuracy, accountability, and approval control. This workflow ensures that changes to key performance data are properly documented, reviewed, and approved by designated admins or approvers.

Purpose

The Change Request Process is designed to protect the integrity of organizational data while providing users with a controlled method for requesting updates.

By requiring review and approval before changes are applied, organizations can:

• Prevent unauthorized modifications
• Maintain data accuracy and consistency
• Improve accountability
• Ensure strategic alignment
• Preserve audit history
• Support compliance and reporting requirements

Business Case

As a user, you can use the Actual Value Change Request feature to make data updates responsibly and transparently. From this workflow, you can:

• Submit a change request when an update to a KR’s Actual Value is needed.

• Provide supporting evidence by uploading files or links that justify the change.

• Align with leadership by confirming your manager’s approval before submitting.

• Track the approval status directly from the KR card.

• Receive email notifications when your request is submitted, approved, or declined.

For admins and approvers, this feature provides:

• A review and approval workflow that ensures data integrity.

• Email notifications for pending requests.

• A complete audit trail showing who submitted, reviewed, and approved each change.

This process helps maintain accountability and confidence in organizational performance reporting.

Watch the video to see how to submit the "actual" change request: 

Overview

The Change Request Workflow includes both a User Flow and an Admin Flow, ensuring updates are validated and traceable at every step.

• User Flow: End users can submit a request to change a KR’s Actual Value, attach supporting documentation, and confirm alignment with their leader.

• Admin Flow: Approvers receive an email notification, review the submitted details and evidence, and either approve or decline the request.

Visual indicators such as icons and color changes help users easily identify request statuses directly from their KR cards.

Features and Functionality

With the Actual Value Change Request feature, users and admins can:

• Submit structured change requests for Key Result updates.

• Upload evidence or documentation to support requests.

• Receive automated notifications for submission, approval, or decline.

• View status icons (e.g., bell icon for pending approval, checkmark for approval).

• Track all approved and declined changes in the KR Details Tab, including:

  • Previous Value

  • New Value

  • Status

  • Updated By / Approved By

  • Supporting Evidence

  • Date of Update

This functionality ensures every data change is visible, verified, and recorded for future reference.

Configuration

Enable Change Request Process

Navigate to:

Setting → Preferences

Locate:

Change Request Process (Card Unlock)

Administrators can:

• Enable or disable the feature
• Configure approvers by Card Type
• Configure approvers by Work Type
• Define approval ownership

Example Configuration

Once enabled, users will see a Change Request option on eligible cards and Key Results.

Submitting a Change Request

Step 1: Open the Card

Navigate to the card or Key Result requiring modification.

Step 2: Select Change Request

From the card or Key Result action menu:

1. Click the three-dot menu.
2. Select Change Request.

The Change Request modal opens.

Step 3: Complete the Request

Request Type

Select the appropriate request category.

Description

Provide detailed information explaining:

• What is changing
• Why the change is needed
• Business justification
• Expected impact

Example:

"Please update the target from 15% to 20% to align with revised business objectives."

Supporting Documentation

Users may upload supporting documentation to justify the request.

Examples include:

• Business cases
• Financial analysis
• Executive approval
• Strategic planning documents
• Performance reports

Maximum file size: 25 MB

Minor vs Major Change Requests

The system supports two approval paths.

Minor Change Requests

Minor changes typically involve lower-risk modifications that do not significantly impact strategic direction.

Examples:

• Small target adjustments
• Description corrections
• Minor metric updates
• Administrative changes

Minor Workflow

Step 1

User submits request.

↓

Step 2

Change Request Approver receives approval notification.

↓

Step 3

Approver reviews request.

↓

Decision

Approve

• Change is approved.
• Requester receives approval notification.
• Change is applied.

Decline

• Request is rejected.
• Requester receives decline notification.
• No change is applied.

Major Change Requests

Major changes involve strategic modifications requiring additional oversight.

Examples:

• Significant target changes
• Metric changes
• Strategic direction changes
• Baseline changes affecting reporting
• Executive-level modifications

Additional Required Fields

Senior Leader

Select the responsible senior leader.

Additional Approvers

Optional stakeholders may also be added.

Examples:

• Finance
• PMO
• Executive Sponsors
• Business Leaders

Major Workflow

Step 1: Request Submission

Requester submits change request.

↓

Step 2: Senior Leader Approval

Senior Leader receives approval request.

Decision

Approve or Decline

If declined:

• Process ends.
• Decline notification is sent.

If approved:

• Request proceeds to Additional Approvers.

Step 3: Additional Approver Review

Additional approvers receive approval requests.

Decision

Approve or Decline

If any required approver declines:

• Process ends.
• Decline notification is sent.

If all required approvers approve:

• Request proceeds to Change Request Approver.

Step 4: Final Approval

Configured Change Request Approver performs final review.

Decision

Approve or Decline

If approved:

• Change is applied.
• Approval notification is sent.

If declined:

• Decline notification is sent.

Administrator Override

Site Administrators and Company Administrators can approve or reject requests at any point during the workflow.

This allows urgent requests to be processed without waiting for the complete approval chain.

Notifications

The system automatically sends email notifications throughout the approval process.

Request Created Email

Sent when a request is submitted.

Recipients:

• Assigned Approvers
• Senior Leader (if applicable)

Approval Request Email

Sent whenever action is required from an approver.

Includes:

• Request details
• Requester information
• Supporting documentation
• Approval actions

Approved Email

Sent when the request receives final approval.

Recipients:

• Requester
• Relevant stakeholders

Declined Email

Sent when a request is rejected.

Recipients:

• Requester
• Relevant stakeholders

Visual Status Indicators

Visual indicators help users quickly understand request status.

Pending Approval

🔔 Bell Icon

Indicates the request is awaiting approval.

Approved

✅ Checkmark

Indicates the request has been approved and applied.

Declined

The request remains unchanged and is recorded in history.

Viewing Request Status

Users can view request status directly from the card or Key Result.

Available information may include:

• Current Value
• Requested Value
• Request Status
• Submission Date
• Approver Information
• Supporting Documentation

Audit Trail & History

Every Change Request is recorded and retained for historical tracking.

The system maintains:

• Request Type
• Previous Value
• New Value
• Status
• Requester
• Approver(s)
• Supporting Documentation
• Submission Date
• Approval Date
• Decline Reason (if applicable)

This provides complete visibility and traceability for all approved and declined requests.

Best Practices

Use Minor Requests When

• Correcting descriptions
• Updating small values
• Making administrative changes

Use Major Requests When

• Changing targets
• Updating metrics
• Adjusting strategic direction
• Modifying baseline values
• Changing organizational commitments

Always Include

• Clear business justification
• Supporting evidence
• Impact assessment

Providing complete information helps approvers make faster and more informed decisions.

Summary

The Change Request & Approval Process provides a structured and governed method for requesting modifications to locked cards, Key Results (KRs), and strategic data after they have been established. Rather than allowing direct edits that could impact reporting, alignment, or organizational objectives, users must submit a formal change request for review and approval.

The process supports both Minor and Major Change Requests, allowing organizations to apply the appropriate level of governance based on the significance of the requested change. Through configurable approvers, automated notifications, supporting documentation, and approval workflows, the process ensures all changes are transparent, auditable, and properly authorized before implementation.