The Project Ordering Approval Workflow is an optional workflow that gives your organization control over who can order Foundation Data and Validated Data, and when. Admins must first create a custom role that allows users to create projects but not order data. When a user with this role attempts to order data, they are prompted to submit a request to a designated approver. The approver reviews the request and approves or denies it before any data is consumed.
This feature is designed for organizations that want to manage data consumption across large teams, set budget guardrails, or maintain visibility over every data order before it's placed.
Roles in the Approval Workflow
The approval workflow involves two types of users:
Non-Data Ordering Users — Users assigned to a custom role that allows project creation but not data ordering. When they attempt to order data, they see a request form instead of an order confirmation.
Approvers — Users with data ordering permissions: Admins, Project Purchasers, and Project Collaborators (Foundation only). They receive an email when a request is assigned to them and can approve or deny it from within 4Map.
Setting Up the Workflow (Admin)
Admins configure the approval workflow by creating a custom role with specific permissions. This determines which users will be subject to the approval flow when ordering data.
Step 1: Create a Custom Role
In your organization settings, navigate to Roles & Permissions, to the Roles tab. From there, you can create a new custom role. Configure the role with:
Permission to create projects
No permission to order Foundation Data, Validated Data, or both — depending on which data type(s) you want to gate with the approval workflow.
Note: You can configure the data ordering restriction per data type. For example, you may allow a role to order Foundation Data freely but require approval for Validated Data orders only.
Step 2: Assign Users to the Role
Assign the relevant users in your organization to this custom role. Any user assigned to this role will see the approval request flow when they attempt to order data.
How to Request Data (Non-Data Ordering User)
If you have been assigned a role without data ordering permissions, follow these steps when you are ready to order Foundation Data or Validated Data on a project.
Step 1: Attempt to Order Data
When creating a new project in 4Map, proceed as you normally would to order Foundation Data or Validated Data. Instead of an order confirmation, you will see a request form pop-up. This means the approval workflow is active for your role.
Step 2: Select an Approver
In the request form, use the Select Approver dropdown to choose who should review your request. The dropdown lists users in your organization with data ordering permissions (Admins, Project Purchasers, and Project Collaborators).
Step 3: Add Notes (Optional)
You can include a short note to give your approver context — for example, the purpose of the project, the timeline, or any urgency. This field is optional but recommended.
Step 4: Submit Your Request
Click Submit Request. No data is consumed and no order is placed at this point. Your request will be sent to the approver you selected. You will receive an in-app confirmation when your request is submitted. Once your approver takes action, you will be notified both in-app and via email.
Cancelling a Request
You can cancel a pending request at any time before it has been approved. Navigate to your project, locate the pending request, and select Cancel Request.
How to Review and Approve a Request (Approver)
When a request is assigned to you, you will receive an email notification with a link to review it. You can also view and action requests directly within 4Map.
Step 1: Open the Request
Click the link in your notification email to go directly to the request, or navigate to the project from within 4Map. You will be able to see:
Project name, details, number of segments or linear miles, and price
Requester name and date
Data type requested (Foundation Data or Validated Data)
Notes/reason from the requester
Step 2: Review the Request Details
Review the project details and the requester's notes. Confirm whether the request aligns with your organization's data consumption guidelines before taking action.
Step 3: Approve the Request
To approve, click Complete Order. The ordering process begins automatically. The requester is notified via email and in-app when the data becomes available. Timing depends on the data type — Foundation Data is available immediately, while Validated Data is within 10-15 business days.
Frequently Asked Questions
Can I submit a request to multiple approvers?
Yes, you can submits requests to any one who has the ability to order Foundation and/or Validated projects. You may select one or more approvers who will be notified to approve the request.
What happens if my request expires?
If no action is taken within the request expiration window (default 7 days), the request expires automatically. You will need to submit a new request if you still need the data ordered.
Does the approval workflow apply to all users in my organization?
The workflow only applies to users who have permission to create projects, but do not have data ordering permissions. An Admin must create this as a custom role. Otherwise, users with the appropriate permissions can order data directly without submitting a request.
My organization doesn't have a Validated Data package. Will I see this feature?
No. The Project Ordering Approval workflow is only visible in the platform if your organization has an active Validated Data or Foundation Data package. If you don't see this feature and believe you should, contact your CSM.
Need Help?
If you have questions about the approval workflow, want help using it for your organization, contact your 4M Customer Success Manager.