Reassign People
Step-by-step guide for administrators to reassign people on a Request for Quotation (RFQ) after it has been created and sent.
Last updated 16 July 2026
Who can use this?
Available to Procurement Admin and Admin.
What You Can Reassign and When
The reassign feature lets administrators change the people responsible for an RFQ without cancelling or recreating it. There are three roles you can reassign:
- Buyer (sourcedByUserId): the procurement team member managing the RFQ. Must hold a Procurement Buyer or Procurement Admin role.
- Requestor (createdByUserId): the internal user who raised the requirement. Can be any active user.
- Approver: the person assigned to approve a specific workflow step. Must be in the eligible approver list defined when the RFQ was submitted for approval.
Who can reassign: Users with the Admin, Procurement Admin, or Developer Employee role. Approvers can also reassign themselves to another eligible person.
When:
- Buyer/Requestor can be reassigned while the RFQ is in Draft or Open (including Pending Bidding Close) state.
- Approvers can only be reassigned while their step is in Pending Approver Review.
Open the RFQ
- Navigate to Sourcing & Requests from the left-hand navigation.
- Open the RFQ you want to reassign.
The RFQ must be in Draft, Open, or Pending Bidding Close state for the Reassign button to be active.
Click "Reassign"
Click the Reassign button in the Summary panel.
A dialog will appear showing the current Buyer and Requestor. Both fields are pre-filled with the existing assignees so you only need to change what you want.
Select a new Buyer
Click the Reassign Buyer dropdown. The list shows all active users in your organisation who hold a Procurement Buyer or Procurement Admin role.
Click the name of the person you want to assign as the new buyer.
Select a new Requestor
Click the Reassign Requestor dropdown and select the new requestor.
This list includes all active users in the organisation, not just procurement roles, because requestors can be any internal stakeholder.
Confirm the changes
Once you have selected the new assignees for both roles, click Confirm.
The RFQ will be updated immediately and both the outgoing and incoming users will receive an email notification. The page will refresh to show the updated details.
Email Notifications Sent After Buyer Reassignment
After confirming a buyer reassignment, ProcureFlow sends up to three emails automatically.
Outgoing buyer receives a removal notice:
Incoming buyer receives an assignment notice:
Suppliers on the RFQ receive a contact update notification:
Open an RFQ in Pending Approval
Open the RFQ whose approver you want to change.
The RFQ must be in Pending Approval state and the approval step must still be pending.
You will see both the Reassign button (for buyer/requestor) and the now-active Reassign Approvers button in the Summary panel.
Click "Reassign Approvers" for bulk reassignment
Click Reassign Approvers to open the bulk reassignment dialog. This shows every approval step that is still pending, one row per step, each with its own dropdown for selecting a new approver.
Select new approvers for each step
For each approval step, click its dropdown and choose the new approver. The list is derived from the workflow configuration that was set when the RFQ was submitted for approval, so only eligible approvers for that step are shown.
Confirm bulk reassignment
After updating all the steps you want to change, click Confirm.
- Each reassignment is processed individually, so a partial failure on one step does not block the others.
- Success or error messages appear per step.
- Notification emails are sent for every change that succeeds.
Locate the Reassign button in the Approvals table
Scroll to the Approvals section at the bottom of the RFQ page.
Each pending approval row shows the step name, current approver, status, and an action column with two buttons: View and Reassign.
Click Reassign on the row you want to change.
Reassign a single approver from the Approvals table
Alternatively, you can reassign one specific approver directly from the Approvals table at the bottom of the RFQ page.
Click the Reassign button on any pending approval row to open a targeted dialog for just that step.
Select the new approver
Click the New approver dropdown and choose the replacement. As with the bulk dialog, the list is filtered to only show people who are eligible for this specific workflow step.
Confirm the single-approver change
With the new approver selected, click Confirm.
The approval row updates immediately and both the outgoing and incoming approver receive an email notification. The page will refresh to show the updated approver name in the Approvals table.
Email Notifications Sent After Approver Reassignment
After an approver reassignment is confirmed, ProcureFlow automatically sends two emails: one to the outgoing approver and one to the incoming approver. Both include a direct link to the RFQ.
Outgoing approver receives a removal notice:
Incoming approver receives an assignment notice:
