How to Organize a Team Application-Review Workflow

Assign Shopify wholesale forms to responsible staff and use clear review ownership to avoid conflicting application decisions.

Before you begin

Confirm the person’s Shopify account and app access, then review their Rivio role and form scope with the owner. Test access using that person’s account after saving assignments.

Organize responsibility without inventing approval stages

A practical workflow separates programs by form, assigns Staff to their review scope, sends notifications to the right inbox, and reserves exceptions for the owner. Internal notes can record why a reviewer made a decision.

These roles do not establish a built-in multi-stage approval chain or a task-assignment queue. Keep the responsibility rules in your team process and verify each account's form access before relying on it for live applications.

Set up this workflow

1. Group forms by responsibility, such as retailer, distributor, or trade applications.

2. Assign each form to the staff members responsible for that audience.

3. Send merchant notifications to an appropriate shared review inbox.

4. Define who can approve, who handles exceptions, and when to escalate to the owner.

5. Use internal notes to record the review rationale where needed.

6. Test with a staff account and confirm it can review the assigned form without unintended access.

Example

Assign retailer applications to one review team and distributor applications to another, with owner review for exceptional cases.

Expected result

Each reviewer can work with the intended form scope, and the owner handles the exceptions under the team process.

Limits and important behavior

• The app’s documented roles do not establish a built-in multi-stage approval chain.
• Shopify staff permissions and app assignments both need review.
• Manual approval sends integration events, so reviewers should check the current status before acting.
• If team-access controls are not visible to the owner, contact RivioApps Support to confirm the management entry point for your app release.

Troubleshooting and verification

If two reviewers reach different decisions, agree on responsibility and check the current status before acting. Staff form scope is not a built-in assignment queue or multi-stage approval process. Use your internal process to coordinate ownership and escalations.

Screenshots to add

Screenshot placeholder: Capture the relevant app screen for “How to Organize a Team Application-Review Workflow” after completing the setup. Show the controls used to group forms by responsibility, such as retailer, distributor, or trade applications. Add a second screenshot showing the result of this check: Test with a staff account and confirm it can review the assigned form without unintended access. Use dummy applicant details and mask any secrets.

Related guides

• Understanding Owner, Staff, and Read-Only Roles
• How to Assign Forms to Staff Members
• How to Give a Team Member Read-Only Access
• Why Can’t a Team Member Access or Edit a Form?