The Adoption feature allows users to “Adopt”/“Request to Adopt” an idea/best practice in their department/country etc. This feature is giving you a valuable insight on the benefits of implementing the idea on a large scale.
Additional information can be added upon each adoption sharing impacts, risks, tips etc.

          


Since different teams and organizations have unique collaboration needs, the Adoption feature is highly configurable. Whether requests are automatically approved or require author approval, you can tailor the feature to align with your specific workflows and objectives.


 

Below is a detailed guide on how to configure the Adoption feature:

1. Submitting an Adoption Request.

2. How to Configure the Request Submission Form.

3. Modifying the Default Due Date.

4. Handling the Adoption Requests / Adding More States to the Adoption Requests Workflow.

5. Who needs to approve the request.

6. Setting Up Notifications and Reminders

7. Customizing the Display of Adoptions

8. Assigning points to member who requested to adopt the idea.



1. Submitting an Adoption request

To request to join a team, the user clicks the "Adopt" button on the idea page.
The name of the button can be easily changed from the features settings section (Navigate to Settings > Features > Adoption--> General).

 


2. How to Configure the Adoption Submission Form

Once the user clicks the Adopt button, a form will appear, prompting the user to provide details about their request.
You can customize the questions included in this form. Examples of common fields are explaining teh motivation and what will be the saving type + how much it will be.


To customize the fields users need to complete when submitting a request:

  1. Navigate to Settings > Features >Adoption > Submission Form.
  2. Click "Add a New Field" to create additional questions for applicants.Multiple field types are supported:To learn more about the uniqueness of each field, please watch this tutorial.

This allows teams to collect relevant information based on their unique requirements.


3. Modifying the Default Due Date

The system automatically assigns a default due date of one week from the request submission date.

To change this setting:

  • Navigate to Subsystem Settings > Workflow > Features > Adoption
  • Adjust the default due date as needed.  


4. Handling the Requests / Adding More States to the Join Requests Workflow

Once a user submits a join request, the owner will receive a new task to review the request:



The owner can then decide whether to approve the request and allow the user to adopt the idea or decline it based on the provided information based on the default workflow of the feature:



The workflow can be adjusted to fit your process, for example adding another approval gate.
To modify the workflow:

  1. Navigate to Settings > Features > Adoption > Workflow.
  2. To add a new state, click "Add a State" and place it in the relevant position within the workflow.


3. Complete the relevant settings, including who is the state owner, what are the allowed transitions etc.

To learn more about the setting options of each state, please watch this tutorial.    


5. Who needs to approve the adoption request

 


 The approver is set to the author by default but can be changed to any other stakeholder:


If the subsystem admin wants requests to be approved automatically, both state settings must be identical.
This ensures no approval task is assigned to the author (or any other owner). (Subsystem Settings > Workflow > Features > Adoption Requests).


6. Setting Up Notifications and Reminders


Ensuring adoption requests progress smoothly is essential. The Adoption feature allows you to configure notifications for:

  • Owners, alerting them when action is required.
  • Stakeholders, keeping them informed about request status updates.
  • Escalations, if there are delays in processing requests.

Notifications can be triggered based on:

  • State changes (e.g., when a request moves from "Pending" to "Approved").
  • Task owner updates (e.g., when a new owner is assigned).
  • Reminders, sent:
    • X days without a response, or
    • Before/after X days from the due date.

To configure notifications:

  1. Navigate to the Workflow section of the feature.
  2. Click the Mail icon next to the relevant state (e.g., "Adopted").
     
  3. Select "Add a New Email/Notification" and customize the email settings, including recipients (cc/bcc).

This ensures that relevant stakeholders remain informed and engaged throughout the process.

To learn more about How to configure workflow email notifications/reminders, watch this tutorial.



7. Customizing the Display of Adoption Requests


All join requests are listed under the Adoption tab.

Here, users can view key details such as:

  • Title
  • Requester
  • Department
  • Saving Type

 

To customize the display (e.g., adding more columns), please contact your CSM.


8. Assigning points to member who requested to adopt an idea

This capability is not enabled by default but can be easily configured by the subsystem admin to encourage users to request to adopt ideas.


If needed, go to the subsystem setting > workflow > features > Adoption and define the relevant number of points users will receive when their request is approved, adopted, communicated etc, according to the workflow you defined