MDF Request Status Management

Administrators can manage MDF request status transitions through the Salesforce administrative interface to control request workflow progression, enable partner editing capabilities, and maintain comprehensive oversight of the approval process. Status management provides strategic control over request lifecycle, partner access permissions, and workflow coordination between partner submissions and administrative review processes.

Requirements

To manage MDF request status, users must be assigned a security role with the following permissions:

• Employee System Role or Administrator System Role
• MDF Request: Read (All) and Edit permissions
• Campaign: Read (All) for campaign status validation
• Access to Salesforce MDF Request status management functionality
• Understanding of status workflow implications for partner portal access and functionality

Understanding MDF Status Workflow

Status Hierarchy and Transitions

Linear Status Progression: MDF requests follow structured status transitions that control partner access, editing capabilities, and workflow progression through the approval process from initial planning through final disposition.

Administrative Control Points: Status transitions are primarily controlled by administrators with specific partner-initiated transitions (Draft to Submitted) requiring formal terms acceptance and submission commitment.

Access Control Integration: Status directly affects partner portal functionality including editing capabilities, claim submission access, and request modification permissions.

Status Categories and Definitions

Draft Status: Initial request status enabling partner editing and iterative development before formal submission commitment.

Submitted Status: Partner-initiated status with terms acceptance representing formal funding request and triggering administrative review processes.

Approved Status: Administrative approval enabling claim submission for approved campaigns while maintaining request completion and program participation.

Declined Status: Administrative rejection preventing claim submission and requiring new request creation for future funding opportunities.

MDF Request Status Options

Draft Status Management

Draft Status Characteristics

• Partner Edit Access: Full editing capabilities for request details, campaign specifications, and supporting documentation
• Preparation Phase: Enables comprehensive request development without submission commitment or administrative review
• Vendor Awareness: Provides visibility to vendors that partner is preparing marketing request without requiring immediate attention

Administrative Draft Reversion

• Administrators can revert Submitted, Approved, or other status requests back to Draft status
• Enables partner corrections, updates, or modifications based on administrative feedback or changing requirements
• Supports iterative approval process with partner collaboration and request optimization

Submitted Status Behavior

Submission Process Integration

• Partner-initiated status through formal submission with terms and conditions acceptance
• Triggers automatic read-only enforcement preventing partner modifications during review
• Initiates administrative review workflow and notification processes for channel management teams

Administrative Review Phase

• Represents formal funding request requiring comprehensive administrative evaluation
• Enables individual campaign review and approval decisions without overall status commitment
• Maintains request integrity during evaluation process through edit restriction enforcement

Approved Status Implementation

Approval Criteria and Conditions

• Status automatically assigned when at least one campaign within request receives approval
• Enables partner access to approved campaigns for execution planning and claim submission
• Maintains approved campaign details and reimbursement percentages for ongoing reference

Partner Capabilities Enhancement

• Unlocks claim submission functionality for approved campaigns within the request
• Provides access to campaign-specific claim deadlines and reimbursement percentage information
• Enables execution phase activities and expense documentation preparation

Declined Status Finalization

Comprehensive Rejection Indication

• Status assigned when all campaigns within request receive decline decisions from administrators
• Prevents claim submission capabilities and indicates complete request rejection
• Communicates need for new request creation for alternative marketing funding approaches

Program Continuation Requirements

• Partners must create new MDF requests for future marketing funding following declined status
• Previous request details can serve as reference for improved future submissions
• Declined requests maintain historical record for learning and program analysis purposes

Accessing Status Management

Status Update Interface

Salesforce Administrative Access

1. Navigate to individual MDF request records in Salesforce administrative interface
2. Access Update Status button or status management functionality
3. Select appropriate status based on administrative review outcomes and workflow requirements

Status Selection Process

1. Review current request status and campaign approval outcomes
2. Select target status from available options based on administrative decisions
3. Add optional administrative notes and communication messages for partner clarity and internal documentation

Status Change Prerequisites

Campaign Approval Completion

• Individual campaign approval decisions must be completed before overall request status updates
• System prevents status changes when campaigns lack approval decisions to ensure comprehensive review completion
• Error messages guide administrators to complete campaign-level decisions before request status finalization

Administrative Authorization

• Status changes require appropriate administrative permissions and access controls
• Status modifications trigger partner notifications and portal functionality updates
• Administrative notes and rationale documentation support audit trails and decision transparency

Strategic Status Management

Status Timing Considerations

Review Timeline Management

• Balance administrative review thoroughness with partner timeline expectations and campaign execution requirements
• Consider seasonal marketing opportunities and partner planning requirements when managing status transitions
• Coordinate status updates with broader program administration and partner relationship management activities

Communication Coordination

• Align status updates with partner communication and notification preferences for optimal relationship management
• Provide clear status change rationale and next steps information for partner understanding and engagement
• Maintain consistent communication patterns and response expectations across partner ecosystem

Partner Experience Optimization

Edit Access Management

• Use Draft status reversion strategically to enable partner improvements and corrections rather than complete request rejection
• Balance partner autonomy with program control through appropriate status selection and timing
• Consider partner capability and relationship maturity when determining status management approach

Workflow Efficiency

• Streamline status transitions to minimize administrative burden while maintaining appropriate review quality and program oversight
• Leverage status management for partner development opportunities through constructive feedback and guided improvement processes
• Integrate status management with broader partner onboarding and development program objectives

Status Change Communication

Partner Notification Integration

Automated Communication Systems

• Status updates trigger email notifications (if configured) informing partners of changes and next steps
• Communication templates provide consistent messaging and program information for partner understanding
• Integration with partner portal ensures real-time status visibility and functionality updates

Customized Messaging

• Include status-specific guidance and next steps information for partner clarity and engagement
• Provide rationale for status decisions when appropriate for partner learning and relationship building
• Maintain professional communication standards while delivering clear program information and expectations

Internal Team Coordination

Administrative Documentation

• Record status change rationale and decision criteria for audit trail maintenance and team coordination
• Document communication with partners and resolution of status-related questions or concerns
• Maintain status change patterns and outcomes for program analysis and process optimization

Team Workflow Integration

• Coordinate status management responsibilities across administrative team members for consistency and efficiency
• Establish escalation procedures for complex status decisions requiring additional review or authorization
• Integrate status management with broader Salesforce workflow and partner relationship management processes

Status Management Best Practices

Strategic Decision Making

Partner Development Focus

• Use status management as partner development opportunity through strategic guidance and improvement support
• Consider broader partner relationship goals when making status decisions while maintaining program integrity
• Balance program requirements with partner success and engagement objectives for mutual benefit

Program Consistency

• Apply consistent status management criteria across partners and requests for fair and transparent program administration
• Document status decision rationale for audit purposes and administrative team consistency
• Maintain program standards while accommodating individual partner circumstances and development needs

Workflow Optimization

Administrative Efficiency

• Streamline status management processes for reduced administrative burden and improved partner response times
• Leverage automated notification and communication capabilities for consistent partner engagement
• Regular review and optimization of status management procedures based on program utilization and effectiveness

Quality Assurance

• Implement review procedures for status management decisions and partner communication quality
• Monitor status change patterns and outcomes for program effectiveness and partner satisfaction assessment
• Maintain audit trails and documentation standards for regulatory compliance and program oversight

Integration with MDF Workflow

Campaign Approval Coordination

Status-Campaign Alignment: Status management coordinates directly with individual campaign approval decisions to ensure consistent workflow progression and appropriate partner access control.

Workflow Synchronization: Status updates maintain synchronization between administrative decisions and partner portal functionality for seamless user experience and program effectiveness.

Claims Process Enablement

Approval Status Foundation: Approved status provides essential foundation for partner claim submission and reimbursement processing workflows.

Access Control Maintenance: Status management maintains appropriate access controls throughout the MDF lifecycle from request creation through reimbursement completion.

MDF request status management provides essential administrative control over workflow progression, partner capabilities, and program coordination through strategic status transitions that support effective partner enablement and comprehensive program oversight within the broader MDF ecosystem.

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