Work with Change Order States
The state of a change order determines which change order fields can be modified and by which users.
View the Workflow Chart for a Change Order
- 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. When the change order closes, the Change State dialog can be displayed for the associated items which allows the user to select any lifecycle state that is set for items. The conditions for displaying the Change State dialog are as follows:
- If the Change Order is closed exclusively for attached items, the Change State dialog is displayed.
- If the Change Order is closed exclusively for attached files, the Change State dialog isn't displayed.
- If the Change Order is closed for both items and files, the Change State dialog is displayed only for items.
| Change Order State | Description |
| Create | 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. In the Create state: the Change Requestor can perform the following actions: 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 | Open Change Orders show current data or the tip versions of the objects in the change order. 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 | 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 (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 | 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 | In the Approved state, the change order can only be closed. When a change order enters the Closed State, effectivity is immediate and notification is sent to anyone listed as a Notification User on the routing list. |
| Cancelled | In the Cancelled state, no action can be taken by anyone. |
| Closed | In the Closed state, no action can be taken by anyone. Closed Change Orders show historical data, old versions, or revisions of objects. |
