Overview

Every submitted request keeps exactly what was reviewed. A request can close as:

  • Denied when an approver decides the submitted change should not be approved.
  • Cancelled when the requester or an approval administrator closes active work.
  • Invalidated when a system safety rule closes a submitted attempt. Calculation updates do not invalidate an active request.

These outcomes are final for that request. The retained request is never reopened, edited, copied, or submitted again.

Deny a request

An approver assigned to the current stage can choose Deny. Denial closes every remaining stage and preserves the submitted values, files, decisions, and earlier comments. Those comments can no longer be edited or replied to.

Your organization decides whether a denial comment is required. When a reason is recorded, the requester can see it with the request comments on the form. The denial email does not include that protected explanation.

Start a complete new request

If a denied, cancelled, or invalidated change is still needed:

  1. Open the retained request and review its outcome and available explanation.
  2. Open the position’s normal edit pages.
  3. Enter the complete current values and effective dates.
  4. Choose Request approval.
  5. Choose a new Reason, add new Justification when useful or required by the current setup, and provide every required file.
  6. Review the current approval path and submit.

The new request begins at stage 1. Earlier values, files, comments, decisions, and approvals are not copied or carried forward.

Cancel an active request

The requester can cancel an active request before approval. An approval administrator can also cancel it when they have access to that position’s department:

  1. Open the request.
  2. Select Cancel request.
  3. Review the effect.
  4. Choose Changes required, No longer needed, Submitted in error, or Other.
  5. Add a note if it will help explain the cancellation. Other requires a note.
  6. Confirm.

Cancellation closes every remaining stage while preserving submitted details and history. It does not erase comments, files, or decisions already recorded.

Choose Changes required when a submitted field or Effective date needs correction. After cancellation, correct the position through its normal edit pages and create a complete new request.

Calculation updates do not close a request

A change to FTE or cost calculations does not cancel or invalidate a request that is already being reviewed. The submitted field value and Effective date remain the approval decision.

While a request is active, FTE Tree prevents another change to that same field from taking effect before or on the request’s Effective date. Other fields and later changes remain available.

What happens to proposed values

Closing a request does not rewrite the submitted attempt. Depending on the request type and position state, the position can still have working proposed information that is eligible for a later new request.

A draft position that has been submitted cannot be discarded, even after denial, invalidation, or cancellation. This keeps the reviewed position connected to its request history.

Access after the request closes

The requester and people with current position access can continue to review a closed request summary. Its justification, exact pay and costs, requested values, decision explanations, comments, additional files, and named files labeled Sensitive access required still require current position access and sensitive data access for the complete request. A named file labeled All request reviewers remains available to anyone who can open the retained request. Earlier comments are fixed after closure. A person who still has complete access can add a labeled follow-up note, but the note does not reopen the request or change its decision and cannot be edited or replied to. An earlier approver assignment or a response recorded for another approver does not provide permanent access after closure.

If an action is unavailable

Check:

  • Whether the request is still active.
  • Whether you are the requester or an approval administrator with access to the position’s department.
  • Whether a different approver or administrator action already closed it.
  • Whether you are viewing a closed request rather than current proposed work.
  • Whether the action belongs to an assigned approver or approval administrator.

Common questions

Can I edit or submit a denied request again?

No. Denial is final for that request. Enter the current values normally and create a complete new request if the change is still needed.

Why was my request invalidated?

An invalidated status on a retained request means a system safety rule closed that submitted attempt. Calculation updates do not cause this. Review the retained request and create a complete new request when appropriate.

Can I cancel after final approval?

No. Once approved, use the normal position-change process for any later correction or reversal of the business decision.