Change Order Routings and Routing Roles

Note: Routing lists can only be created by a user with Administrative permissions.

When a change order is created, you specify a routing. A routing is a list of participants with predefined roles. Each of the different roles has specific permissions and responsibilities. The Change Administrator, Responsible Engineer, and Approver roles control the progression of the change order. The Reviewer role can add markups, view, add, and reply to comments.

The person creating the change order automatically becomes a Reviewer on the change order routing. Any participant can add additional Reviewers to the routing as needed.

Basic Routing Editing Rules

The following rules apply to editing the routing after the change order has been created:

• Depending on the state of the change order, anyone on the routing can add another reviewer, except for the Notification User.
• The administrator, Change Administrator, and Responsible Engineer can add and remove approvers and Change Administrators.
• Only the administrator, Change Administrator, and Responsible Engineer can remove a reviewer.

Change order activities can only be performed by the routing participants.

Change Order Routing Roles

When a change order is created, you specify a routing. A routing is a list of participants with pre-defined roles. Each of the six different roles has specific permissions and responsibilities.

Note: Only users with Administrator or Change Order Editor privileges can be assigned routing roles. Refer to Manage Users and Roles for more information.

Routing Role	Definition
Approver	Can review, approve, and reject a change order.
Change Administrator	Can add or remove approvers, Change Administrators, and Responsible Engineers. This participant can edit the title of the change order, add or remove files or items, and modify user-defined properties. Once a change order has been approved, the Change Administrator must set effectivity for the item or file to be released to production. The Change Administrator can also cancel the change order or reopen a closed change order.
Change Requestor	This participant initiated the change order and automatically becomes a reviewer.
Notification User	Receives notification when the change order is closed.
Responsible Engineer	Can edit the change order, make necessary revisions, and submit the change order for review.
Reviewer	Can only view, add, and reply to comments.

Any participant can add additional Reviewers to the routing as needed.

Use the Change Order dialog box to perform the following item tasks:

Note: Which task a routing participant can perform depends on the routing participant role, as noted above.

• Create and edit a change order
• Attach files in the vault to change orders and create markups
• View change order data
• Add comments
• Change the state of the change order

Administrator and Responsible Engineer Tasks

When you create a change order, you select a routing definition requiring one or more participants to approve the change order.

Note: Once a change order has been approved, the Change Administrator must set effectivity for the item to be released to production.

Before you create a change order: Ensure a routing has been created by the administrator that lists everyone that needs to review, be responsible for, and approve the change order.

Note: The routing list may be edited as needed by the Change Administrator after the change order has been created. Anyone already on the routing can add a reviewer. The administrator can add or remove approvers, Change Administrators, and Responsible Engineers.

You must have one of the following permissions to be a Change Administrator:

• Administrator
• Change Order Editor

The data associated with an open change order can be modified by the Change Administrator.

In the Open and Review State

• Change the state of the item. Changing the state to Work In Progress allows the item to be edited. Changing it to In Review locks the item, preventing the item from being edited.
  Note: When you change the state of a released item to Work In Progress, a new revision is created. If the Bump revision action is set to None in the Lifecylce Rules dialog box a new revision is not created.
  When Change State is disabled, the lifecycle state of the item changes to In Review.
• Attach or remove files.
• Create a markup from an attached .dwf file and add a comment to the markup.
• Customize the email notification
• Add or remove items.
• Add, remove, or edit user-defined properties

Open State

The Change Administrator can edit the title, edit the value of a user-defined property, and change the attachment of an open change order.

The Change Administrator can perform the same editing tasks in the open state as in the state when the change order is first being created with one exception: The specified numbering scheme cannot be changed.

Change the lifecycle state of the item by using the change state command in the context menu of a selected item.

Work State

When a change order enters the Work state, the Responsible Engineer is notified that there is a change order requiring attention:

• The change order number is added to the work list of each participant.
• An e-mail message is sent to each person on the routing list if they have subscribed to e-mail notification for change order events.

Anyone can view the status.

A reviewer can view, add, and reply to change order comments.

The Responsible Engineer can edit the change order, as well as make the necessary revisions and then submit the change order for review.

Review State

• When a change order enters the Review state, routing participants are notified that there is a change order requiring attention:

  The change order number is added to each participant's work list.

• An e-mail message is sent to each person on the routing list if they have subscribed to e-mail notification for change order events.

A reviewer can view, add, and reply to change order comments.

Anyone can view the status.

Approved State

A participant with approver status can approve a change order.

The Change Administrator can change the life cycle state of the item by selecting an item and selecting Change State from the context menu. Only the allowable state changes are displayed.

The Change Administrator must set the effectivity date on the change order to release the items for production.

Releasing items makes them effective. The date for items to become effective is indicated in the Set Effectivity dialog on an item-by-item basis. The Set Effectivity date of the change order can be set in one of the following ways:

1. To become effective immediately
2. To become effective at a future date
3. To expire immediately
4. To expire at a later date

Expiring an item removes effectivity on a set date. When an expiration date for a change order has been set, the previously released item is then effective unless a new revision has been made to supersede it.

When effectivity is set, all items on the change order are released. If the state of an item is Released prior to this, the state is left unchanged.

Rejected State

A participant with Approver status can reject a change order.

As a Change Administrator, you can do the following to a rejected change order:

• Cancel the Change Order
• Reopen the change order

Create the Change Order

1. In the browser, select the Change Order folder, then right-click Change Order List, and select New.

   OR

   Right-click a file or item and select New Change Order to create a change order for the selected file or item.
2. In the Change Order (ECO) dialog box, select to specify a numbering scheme.
3. In the Change Order Numbering Scheme dialog box, select the drop-down arrow and make a selection.
   Note: The numbering scheme cannot be changed after the change order has been created and enters the Open state.
4. Enter a title in the Change Order Title field.
5. Enter a description in the Detailed Description field.
6. Click the down arrow in the Due Date field, and select a date the change order is to be completed by.
7. To attach files or items to the change order, click the Records tab, and then click Add in the Associated Records section. The Find dialog box is displayed.
8. You must attach a file or item to create a change order. Use the Find dialog to locate the file(s) or item(s) to add to the change order. From the search results list, select the file(s) or item(s) to add and then click OK. The files or items are added to the change order.
   Note: If items are added, any files to which the items are assigned are added automatically.
9. To remove a file or item from the change order, highlight the file or item you want to remove, and click Remove in the Associated Items section.
10. All properties are automatically added when the change order is created. The property values can be edited. Right click in the Value field on the General tab and enter a value. The Name field cannot be edited.
11. Click the Routing tab, and then click the down arrow to specify the routing to be used.
12. All the files to which items are assigned are automatically added to the change order when the items are added. To add more files, click the, and then click attach.
    Note: You can only attach files that are in the vault.

    To remove a file, highlight the file, and then click Remove.

    To markup a file, select the file and use the Autodesk Composer markup tools. Click Save to save the markup and add a comment. Click Help on the Composer toolbar for help with using the Autodesk Composer tools. The selected file must either be a .dwf or have a .dwf file type associated with it (see details on publishing DWF files when adding them to the vault).
13. To see which items are assigned to the attached files, select a file from the list and select the Associated Items tab.
14. Click Save and Close to create the change order and exit the dialog box.

The user creating the Change Order automatically is assigned to the roles of Change Requestor.

Perform tasks in the Open State

Only the Change Administrator can perform change order tasks in the Open state.

Edit the Change Order

1. In the main pane, right-click the change order and select Edit.
2. In the Change Order dialog box, make appropriate changes.
   Note: The Change Administrator can perform the same tasks in the Change Order dialog box as can be done when a change order is created (see above) except:

   • The numbering scheme cannot be changed.
   • To access the edit routing dialog box, right-click a change order in the open state and click Edit Routing.
   • You can create markups of attached 2D .dwf files.
     Note: You can only view 3d files (.dwf files of an .ipt or .iam file)
     To markup a 2d .dwf file, select the file and use the Autodesk Composer markup tools. Select the Save button to save the markup and add a comment. Click the help button on the Composer toolbar for help with using the Autodesk Composer tools.
3. Click Save and Close.

Edit the Routing

1. In the main pane, right-click the change order and select Edit Routing, or select the routing tab and click Edit.
2. In the edit routing dialog box, highlight a user in the list of change order participants and click add.
   Note: Only users with Administrator or Change Order Editor permissions are listed.
   To remove a user, highlight a user in the list of routing participants, and click remove.
   Note: A reviewer cannot be removed. Approvers, Responsible Engineers, and Change Administrators can only be edited by the administrator.
3. Click OK to save changes.

Submit the Change Order to the Work State

In the Work State the Responsible Engineer makes the requested design changes.

1. Right-click the change order in the main pane, and select Respond Submit.
2. In the Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. Select the Email tab and modify the email notification if needed.
4. Click Add comment to email to include the comments to the change order in the email notification.
5. Click OK to save the comment and send notification to all routing participants.

Submit the Change Order and Force Approval

1. Right-click the change order in the main pane, and select Respond Submit and Force Approval.
2. In the Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. Select the Email tab and modify the notification if appropriate.
4. Click OK to save the comment and send notification to all routing participants.

Cancel

1. In the main pane, right-click the change order and select Respond Cancel.
2. In the Cancel - Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. Select the Email tab and edit the notification if appropriate.
4. Click OK to save the comment and send notification to all routing participants.

Perform Tasks in the Work State

Only the Responsible Engineer can make changes to the Change Order when it is in the Work State.

View, add, and reply to comments to the change order

1. In the main pane, right-click the change order and select View and Respond.
2. In the Change Order dialog box, select the General, Files, and Routing tabs to view basic information and attached files.
3. Select the Comments tab to view comments from other participants or to add your own.

   Add comments:

   1. Click Add Comment.
   2. Select the Comment tab and enter any comments.
   3. Select the Email tab and modify the notification if appropriate.
   4. Click OK to save the comment and send notification to all routing participants.

   Reply to comments:

   1. Right-click a comment, and select Reply Comment.
   2. In the Comments tab, click Add Comment.
   3. Select the Comment tab and enter any comments.
   4. To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.

      To markup a 2D .dwf file, use the Autodesk Composer markup tools shown in the graphics display. Click the help button on the Composer toolbar for help with using the Autodesk Composer tools.

   5. Select the Email tab and modify the notification if appropriate.
   6. Click OK to save the comment and send notification to all routing participants.
4. Status: To view the current status of the change order and review actions taken by the change order participants.
   • To review when the change order entered a particular state (including multiple times) and on what date, double-click a Status box.
     Note: No information is displayed if the change order has not been in the selected state.
5. Click Save and Close to save your comments.

Add Comments

1. In the main pane, right-click the change order and select Respond Add Comments.
2. Select the Comment tab and enter any comments.
3. To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
4. Select the Email tab and modify the notification if appropriate.
5. Click OK to save the comment and send notification to all routing participants.

Edit the Routing

1. In the main pane, right-click the change order and select Edit Routing.
2. In the edit routing dialog box, highlight a user on the left and click add.

   To remove a user, highlight a user on the right, and click remove.

   Note: A reviewer cannot be removed. Approvers, Responsible Engineers and Change Administrators can only be edited by the administrator.
3. Click OK to save changes.

Withdraw

1. In the main pane, right-click the change order and select Respond Withdraw.
2. In the Withdraw - Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
4. Select the Email tab and modify the notification if appropriate.
5. Click OK to save the comment and send notification to all routing participants.

The change order returns to the Open state.

Upon a change order being submitted for Review, the change order enters the Review state.

Perform tasks in the Review State

In the Review State the Change Administrator can perform the same editing tasks as when the Change Order is in the Open State. Only Approvers can reject the Change Order

• Reject and then Reopen the Change Order.
• Reject and then Cancel the Change Order.

Only a reviewer can add and reply to comments.

The change order must be approved by a participant with the approver role for the change order to enter the approved state.

Upon a change order being submitted for Approval, the change order enters the Approved state if the following conditions apply:

• An approver approves the change order and the routing definition did not specify unanimous approval.
• The routing definition specified unanimous approval and all approvers on the routing have approved.

Upon a change order being submitted for Approval, the change order enters the Approved state.

Perform Tasks in the Approved State

1. Right-click the change order in the main pane and select Respond Set Effectivity.
2. In the Set Effectivity- Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
4. Select the Email tab and modify the notification if appropriate.
5. Click OK to save the comment and send notification to all routing participants.

On Set Effective the system attempts to release all files and items on the change order. If the state of any file or items is Released prior to this action, no action occurs.

Perform Tasks in the Rejected State

When a participant with Approver status rejects a change order, the change order enters into the Rejected State. Only a user with a Change Administrator role can respond to a change order in the rejected state.

Reopen

1. Right-click the change order in the main pane and select Respond Reopen.
2. In the Reopen- Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
4. Select the Email tab and modify the notification if appropriate.
5. Click OK to save the comment and send notification to all routing participants.

The change order returns to the Open state.

Cancel

1. Right-click the change order in the main pane and select Respond Cancel.
2. In the Cancel- Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
4. Select the Email tab and modify the notification if appropriate.
5. Click OK to save the comment and send notification to all routing participants.

The change order enters the Cancel state.

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

Reviewer Tasks

You must be a routing participant assigned the Reviewer role to review a change order.

Note: When you create a change order, you are automatically assigned the role Reviewer.

When you are added as a reviewer to a change order, you are notified in the following ways:

• The change order number is automatically added to your worklist.
• A notification window appears if Vault Professional is not the active application.

As a reviewer, you can:

• View the change order.
• Add and reply to comments
• Add attachments and markups
• Add additional reviewers to the routing

Perform Reviewer Tasks

View, Add, and Reply to Comments

1. Right-click the change order and then select View and respond.
2. Click a tab to perform the following:
   • General: View the basic information regarding the change order.
   • Records: View the files and items associated with the change order.
   • Comments: View comments made by any of the routing participants, add your own and reply to existing comments. You can also customize the email notification.

     To add comments, click Add comments, and enter a title and your remarks in the text fields.

     To add attachments, click Attachments.

     To reply to comments, right-click a comment, and select Reply to comment. Select Include Original comment to include original comment.

     To customize an email notification, select the the Email tab and modify the message.

   • Files: View any files that are attached.
   • Routing: View the routing participants.
   • Status: View the state of the change order.
3. Click File > Exit to close the dialog box.

Add Comments without Viewing

1. Right-click the change order in the main pane, and select Respond > Add Comments.
2. In the Add Comments dialog box, enter your remarks.
3. To add attachments, click Attachments.
4. To customize the email notification, click the Email tab and make changes as appropriate.
5. Click OK to create the operation.

Add Additional Reviewers to the Routing

1. Right-click the change order in the main pane, and select Edit Routing.
2. In the Edit Routing dialog box, select a user from the left column, and then click Add.
3. Click OK.

Note: You cannot remove any routing participants, including the ones you add.

Approver Tasks

You must be a routing participant with approver permissions to approve a change order. Only a Change Administrator can modify how a change order is approved.

As an approver on a change order, you are notified in the following ways:

• The change order number is automatically added to your worklist.
• An e-mail message is sent to you
• A notification window appears if Vault Professional is not the active application.

The Approver role only allows you to approve a change order. You must explicitly be given the reviewer role to add or reply to comments.

Change Order status icons

	Work in Progress: When one or more items on a change order is in the Work in Progress lifecycle state, an icon displays on the change order to indicate design changes are in progress and the change order should not be approved yet.
	Ready For Final Review: When all items on the change order are either in review or are released, an icon indicates to the routing participants who are responsible for approving or rejecting the change order that the change order is ready to be approved or rejected.
	Closed or Cancelled: Indicates the change order is closed or cancelled.

Perform Approver Tasks

You must be a routing participant with Approver permissions. Only a Change Administrator can modify how a change order is approved.

The Approver role only allows you to approve a change order. You must explicitly be given the reviewer role if you need to add or reply to comments.

Note: An Approver should only proceed to approve or reject a change order when the change order is in the Ready For Final Review state. This status is reported if all of the items or files on the Change Order are in either an In Review or Released lifecycle state.

Approve

1. Right-click the change order in the main pane, and select Respond > Approve.
2. In the Add comments dialog box, select the Comment tab and edit the description and comments in the text boxes, if appropriate.
3. Select the Email tab and edit the email notification, if appropriate.
4. Click OK to approve the change order.
   Note: When the change order is initially created, the Routing can optionally specify approval must be unanimous by all approvers, when more than one approver has been added to the routing. In such cases, when all the approver participants have approved the change order, the change order status changes from Approval to Approved.
   The status changes from Review to Approved when:
   • You are the only approver on the routing.
   • You are the first of more than one approver on the routing to approve the change order and unanimous approval was not specified.
   • You are the last of more than one approver on the routing to approve the change order and unanimous approval was specified.

Reject

1. Right-click the change order in the main pane, and select Respond > Reject.
2. In the Add comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
3. Select the Email tab and edit the email notification, if appropriate.
4. Click OK to reject the change order.

   The change order status changes from Review to Rejected.

Manage Routings

Edit Routing Participant List

1. In the main pane, right-click the change order, and select Edit Routing or click the routing tab and click Edit.
2. In the Edit Routing dialog box, highlight a participant on the left, and click Add.
   Note: Only users with Administrator or Change Order Editor permissions are listed.

   To remove a participant, highlight a participant on the right, and click Remove.

   Note: A reviewer cannot be removed.
3. Click OK to save changes.
   Note: To edit the role of a participant on the routing participant list, highlight the name of the participant, and click Edit roles. In the Edit Roles dialog box, modify the participants role as needed.

Edit Routing Roles

The Edit Roles dialog box displays the following:

• Available Fields lists the roles the participant may be assigned.
• Selected roles lists the roles assigned to the participant.

1. In the Edit Roles dialog box, highlight a role on the left, and click Add.

   To remove a user, highlight a role on the right, and click Remove.

   Note: A reviewer cannot be removed.
2. Click OK to save changes.