Product Portfolio Approval Workflow

When a new Product Portfolio is created, it is placed in a Draft state. Portfolio owner can change the Product Portfolio Approval Workflow Template in a Draft state as follows:

• Within the Product Portfolio screen, click on the ellipsis (…) and then click View Details or Edit.

• On the Edit Product Portfolio screen, under the Overview tab, on the Product Portfolio Approval Workflow Template drop-down list, select another workflow template.

• Click Save to apply the changes.

Portfolio owner must click Submit for Approval button to initiate the review process.

Once the product portfolio is submitted, its status changes to In Review. You will receive an email confirming the submission, and the assigned reviewer will receive a system notification and an email alert.

Until approvals are received, the product portfolio shows the In Review status. Approvers can Approve-, Reject- or Sent for Rework. No products can be added to the portfolio until the request is approved. However, you can delete the portfolio before approval or you can cancel the approval request.

When the product portfolio status is In Review status and modifications are required before approval, the portfolio owner can cancel the approval workflow.

To cancel the workflow, follow these steps:

• Click the In Review label on the product portfolio to open the Product Portfolio Creation Workflow panel.

  

• In the panel, click the ellipsis (…) in the top-right corner, then select Cancel Approval Request.

  The Cancel Approval Request option is available only when the product portfolio status is either In Review or Scheduled for Approval.

• In the confirmation dialog box, enter your comments and click Submit.

• The product portfolio status changes from In Review to Canceled, allowing the portfolio owner to make the necessary modifications.

• After incorporating the changes, the product portfolio can be resubmitted for approval.

When all reviewers approve the request:

• The product portfolio status changes to Approved.

• The portfolio owner can now add products to the product portfolio.

• The workflow history becomes available and can be viewed by selecting the Approved status label.

If your attached workflow template contains an approval stage with the type Service Provider - servicenow, as soon as the approval request is submitted, a servicenow ticket is automatically created. The product portfolio shows the Approved status. Click this status link to view the workflow history where you can view the servicenow ticket ID.

Click the ticket ID link, sign in to servicenow and view the ticket created in servicenow.

Your organization must handle further management of this ticket outside the Calibo Accelerate platform.

Note:

If your servicenow instance is not active or is in hibernation mode, a servicenow ticket will not be created when the approval request is submitted. In this case, the product portfolio will display a Failed status.

When a reviewer rejects the product portfolio, its status changes from In Review to Rejected. To proceed further, the portfolio owner must delete the product portfolio and restart the submission process with a new product portfolio.

When a reviewer sends a product portfolio back for rework:

• The product portfolio status changes from In Review to Send for Rework.

• The portfolio owner can update the product portfolio based on the reviewer’s feedback.

• After making the required changes, the product portfolio can be resubmitted for approval.

• Once resubmitted, the workflow process restarts from the beginning.

When a reviewer wants to schedule automatic approval for a product portfolio, follow these steps:

• Click the Approve button in the Pending for Approval panel.

• Enable the Schedule Approval toggle.

• Select the desired date and time using the date-time picker.

• Click Schedule.

• In the confirmation dialog box, Click Proceed to confirm.

• The product portfolio status changes to Scheduled for Approval.

This feature is helpful for aligning product portfolio approvals with compliance timelines, project milestones, or other strategic planning requirements.

• Review the available workflow templates and their assigned approvers before creating a portfolio.

• This ensures the correct governance framework is applied from the beginning.

• When canceling a request or sending it back for changes, include clear and specific comments.

• This helps reviewers understand the context and reduces follow‑up clarification.

• Keep track of email notifications and system alerts related to approval status changes.

• Timely responses help keep the workflow moving efficiently.

• Use scheduled approvals to align workflow activities with business planning cycles, release timelines, and compliance requirements.

• Ensure all product portfolio information is accurate and complete before submitting it for approval.

• This minimizes rework cycles and speeds up the approval process.