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Approval Process and Change Requests

Understand how Cirface handles workflow approvals, change requests, and how we manage scope or timeline changes during your Asana project.

Once you've approved your future-state workflow, we use that approval as the green light to begin building your solution inside Asana. That approval marks a key project milestone—and signals a transition from design to delivery.

But what happens if things change mid-project? This article explains our process for handling adjustments, additions, or re-scoping requests once your project is underway.

What Approval Means

Approving your workflow means:

  • You’ve reviewed the structure, logic, and approach as mapped in Miro

  • You’ve aligned internally on fields, rules, roles, and intended outcomes

  • You’re confirming that we are clear to proceed with configuration in Asana

Once approval is received, any changes after this point—structural, functional, or timeline-related—must go through the change request process.

How We Handle Change Requests

We understand that sometimes new needs emerge or plans shift. When that happens, we take one of the following steps depending on the request:

1. Minor Changes Within Scope

If your request is light and falls within the original agreed scope and budget, your Project Manager may accommodate it without a formal change order.
Examples: Adjusting naming conventions, clarifying a reporting view, minor edits to templates.

2. Change Orders

If a requested change affects the project timeline, budget, or deliverables, we’ll submit a formal Change Order.
This document outlines:

  • What’s changing

  • Why it impacts the original scope

  • Additional time and cost required
    We’ll pause any work related to the change until the order is approved in writing.

3. New Scope → New SOW

If you introduce a new workflow, team, or use case that falls outside the original scope, we’ll propose a new Statement of Work (SOW) to cover the additional work separately.
This ensures your current project stays focused and protected from scope creep.

Why This Process Matters

  • Keeps your project on track and within budget

  • Ensures transparency when additional work is required

  • Gives you control and visibility before new work is started

  • Allows us to continue building without disruption

We will never move forward on out-of-scope work without your written approval.