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Quick answer
The Policy Exception Request template is a pre-built compliance & risk workflow used to approve deliberate deviations from policy with a recorded justification and an expiry date. It runs across 6 stages, from request submitted to issued and closed, captures 8 standard fields including requester and risk assessment, and applies 4 automations so routing, checks and record-keeping happen without manual chasing.
The template gives the exception request process a defined shape. Submission captures 8 fields up front, which removes the back-and-forth that normally follows an incomplete request. From there the record moves through 6 stages, each with its own owner and exit condition, and 4 built-in automations apply checks and routing consistently rather than depending on who is available. It suits compliance teams across industries that need control and an audit trail without adding administrative work, and it syncs with SharePoint and ServiceNow.
The problem it solves. Exceptions are granted verbally and never expire, so the policy quietly becomes optional. Putting the process in Zapro means the information is captured once and stays current for everyone who needs it.
Every exception request follows the same 6 stages, so anyone can see where a record is without asking. Stages, owners and exit conditions are configurable if your policy differs.
The requester raises the exception request in a single Zapro form with quantity, need-by date, cost center and justification.
Zapro checks mandatory fields and pushes the exception request back to the requester automatically when something is missing.
The request is matched against the cost center budget and the purchasing policy before it moves any further.
Approval routes to the compliance officer based on value, category and entity, with reminders on every pending step.
The procurement team confirms supplier, price and delivery terms, then converts the approved exception request into a downstream document.
The final exception request is issued to the supplier, the requester is notified, and the full trail stays searchable for audit.
These 8 fields are pre-configured on the intake form. Mandatory rules, picklists and validation are already applied, so an exception request cannot progress with gaps in it.
It triggers the moment the condition is met, so nothing waits on someone noticing it first.
This runs as a built-in rule, which removes the follow-up chasing that usually surrounds it.
Zapro applies this to every exception request as it enters the workflow, so nobody has to remember to do it.
Configured once during setup, then enforced consistently on every record without further effort.
| Aspect | Manual process | With the Zapro template |
|---|---|---|
| Exception request handling | Exceptions are granted verbally and never expire, so the policy quietly becomes optional | One workflow that helps you approve deliberate deviations from policy with a recorded justification and an expiry date |
| Approvals | Forwarded emails with no record of who approved what | Rules-based routing with a time-stamped approval trail |
| Data quality | Re-keyed between spreadsheets and the ERP | Captured once, validated at entry, synced to the ERP |
| Audit readiness | Evidence reassembled from mailboxes at audit time | Complete trail generated as the work happens |
| Cycle time | Depends on who is chasing this week | Predictable, with reminders and escalation built in |
Zapro connects to your existing systems so this template becomes part of the process rather than another place to check.
The Zapro product page behind this template and everything it connects to.
How Zapro protects procurement and supplier data.
Centralised vendor records, documents and compliance status.
It is a pre-built compliance & risk workflow in Zapro that lets compliance teams approve deliberate deviations from policy with a recorded justification and an expiry date. Each exception request is captured on an 8-field form, moves through 6 stages with a named owner at each step, and is supported by 4 automations covering routing, validation and record updates.
Most teams have it running in about 45 minutes. The stages, fields and automations are already configured, so setup is mainly adjusting approval thresholds, field labels and owner assignments to match your own policy.
Primarily compliance officers, working with risk managers and legal counsel. It is most commonly used by compliance teams across industries, though the workflow itself is not sector-specific.
Yes. Questionnaire length and evidence requirements are driven by risk tier, so low-risk suppliers are not put through an enterprise-grade assessment.
Yes. Zapro schedules the next assessment based on tier and last review date, and raises it without anyone tracking dates manually.
Zapro ships with this template plus the rest of the procurement and vendor management suite. Start with the exception request process and expand into sourcing, contracts, invoices and spend when you are ready.
