Work with Change Order States

The Status tab in the Change Order dialog box displays a workflow chart of all possible combinations of state progressions.

You can also view the current status of the change order by selecting the Status tab in the Change Order dialog box. Double-click a state to view information about that state.

By default, a single participant assigned the approval role can approve a change order that is in the Review state. The routing definition can optionally require all participants with approval permission to approve a change order for it to enter the approved state.

The Change Administrator can optionally require that all participants with approval permission must approve a change order for it to enter the approved state.

Note: The Change Administrator can force the approval of an open change order.

Once a change order is fully approved, the change order enters the closed state. The files and items associated with the change order are released. If the product is new, the new files and items are released for the first time. If the design configuration currently exists, the existing revision is superseded by the new revision of the item.

If you create a new assembly and it has previously unreleased parts, then setting effectivity releases both the assembly and the previously unreleased parts for the first time.

Note: Although the new, previously unreleased parts do not have to be on the change order, it is recommended to place these parts on the change order for tracking purposes

Work with States, Activities, and Roles

When a change order is created, information regarding the change request is entered in the Change Order dialog box. A change order can be created with or without an associated file or item.

The state of the change order determines which fields can be modified and by whom.

When a new change order is saved, it enters the Create state. The person requesting the change order is automatically assigned to the Change Requestor role. When the Change Requestor submits the change order, the change order enters the Open state and notification is sent to the users that have a role in the next state of the workflow.

Create State

In the Create state: the Change Requestor can perform the following actions:

• Edit
• Submit
• Delete

Note: The Change Requestor cannot change item lifecycle, roll back lifecyle, or update the item associated with the change order.

The change Administrator can delete the change order or submit it. Once submitted, the change order enters the Open state. Notification is sent to the Change Administrator, indicating there is a change order requiring attention.

Open State

In the Open state, the Change Administrator can perform the following actions:

• Edit
• Submit and Force Approval
• Cancel
• Submit

Upon clicking Submit, the change order enters the Work state. Notification is sent to the Responsible Engineer, Change Administrator, and Change Requestor on the routing list, alerting the participants that there is a change order requiring attention.

Work State

In the Work State,

• A Reviewer can add comments, reply to comments, and view.
• The Change Requestor can add comments, reply to comments, and view.
• The Change Administrator can withdraw the change order from the process or fast track the change order through the approval process.
• The Responsible Engineer makes the requested design changes, and submits the change order for review.
• Anyone except the Notification User can edit the routing list per rules specified in the routing section.

Once the Responsible Engineer submits the change order, it enters the Check state or the Review state based on the workflow definition specified in the Administration dialog box.

Check State (Optional)

If the change order workflow definition is set to Check State in the Administration dialog box, the change order enters the Check state when submitted by the Responsible Engineer. Notification is sent to the Checker, Change Requestor, and Reviewer alerting that the change order requires attention.

In the Check State:

• The Checker can reject or approve the change order.
• The Change Requestor or the Reviewer can add comments and reply to comments.

If the Checker rejects the change order, it returns to the Work state. Once the Checker approves the change order, it enters the Review state.

Review State

Upon a change order being submitted for review, the change order enters the Review state. Notification is sent alerting the Reviewers and the Approvers that there is a Change Order requiring their attention.

In the Review state:

• The approver can approve or reject the change order.
• The change Requestor or the Reviewer can add comments and reply to comments.

For a change order to enter the Approved state:

• One Approver approves the change order if the routing definition does not specify unanimous approval.
• All Approvers must approve the change order if unanimous approval is specified.

Note: If the Approver rejects the change order, the change order enters the Rejected state. In the Rejected state, the Change Administrator can re-open or cancel the change order.

Approved State

In the Approved state: a Change Administrator must set the effectivity to release the items on the change order. Only a Change Administrator can set effectivity.

The date for the files or items to become effective is specified in the Set Effectivity dialog. By default, effectivity is set to be immediate. Optionally, an expiration date can be specified for each file or item. If this date is specified, then the files or items are no longer effective on that date. A previously released file or item is effective unless a new revision has been made to override it.

When effectivity is set, the lifecycle state of the files and items on the change order changes to Released and the change order enters the Closed state. The item revision becomes effective, superseding the previously released revision, when the date reaches the effectivity date.

When a change order enters the Closed State, Notification is sent to anyone listed as a Notification User on the routing list.

In the Cancelled and Closed states: no action can be taken by anyone.