Overview
The Change Request Tracker Automation is an end-to-end workflow designed to automate the intake, approval, and tracking of change requests in a PMO-style process.
It replaces manual tracking via email or spreadsheets with a structured, auditable, and automated approval system.
Problem Statement
- No unique identifier for each request
- No centralized tracking system
- No standard approval process
- No visibility into request status
- High risk of missed approvals
- No audit trail
Objective
- Standardize change request intake
- Generate unique Request IDs automatically
- Route requests for approval via email
- Track approval decisions
- Update status in a central register
- Notify requesters of decisions
Solution Architecture
Google Forms
Structured intake of change requests.
Google Sheets
Central Change Register.
n8n
Workflow automation engine.
Gmail
Approval and notifications.
Workflow Flow
Workflow Design
Step 1 – Intake
Users submit requests via Google Forms.
Step 2 – Trigger
n8n detects a new row in Google Sheets.
Step 3 – Metadata Enrichment
Unique Request ID, status, and timestamp are generated.
Step 4 – Approval Routing
Email with Approve / Reject buttons is sent.
Step 5 – Decision Handling
IF logic routes Approved vs Rejected paths.
Step 6 – Status Update
Exact originating row is updated.
Step 7 – Requester Notification
Requester is notified via email.
Key Features
- Automated change intake
- Unique Request ID generation
- Email-based approval flow
- Row-level data integrity
- Centralized Change Register
- Real-time status updates
- Requester notification
- Audit-friendly design
Results & Impact
100% Automation
0 Manual Tracking
0 Lost Requests
PMO Governance