Begin with one real request
Choose a recent request and follow it from the person who raised it to the final decision. Note the information entered, the people involved and where follow-up was necessary. This creates a concrete starting point for discovery.
Separate policy from system behavior
A business owner decides who has authority to approve and when an escalation is needed. The application should implement that agreed policy. A developer should not silently invent approval authority because a form needs a next step.
Write down exceptions
What happens when information is incomplete, an approver is unavailable or a request is withdrawn? Can a request be rejected and resubmitted? Who handles a failed integration or notification? These questions shape the workflow as much as the normal path.
Confirm the record and its owner
Decide where the authoritative request and decision history will be stored. Clarify which roles can view, change or administer the process. Map any connected document or business application before choosing a platform.
Validate before wider rollout
Test representative requests with the people who raise and approve them. Include rejection, resubmission and permission scenarios. Record what the pilot needs to prove and what remains out of scope.
A useful discovery output
- A process map with clear starting and ending points.
- An owner and decision policy for each approval stage.
- An exception and notification plan.
- Required information and access rules.
- Acceptance criteria and support responsibilities.
Power Platform or custom software may be appropriate. The recommendation should follow the process assessment rather than precede it.