New Item Request Workflow

You can execute tasks on predefined statuses for new item requests, but you can’t create or delete statuses or workflows. You can also process item approvals for master and child organizations concurrently.

Predefined Workflow Statuses

Here are the predefined statuses for new item requests:

• Open

• Definition

• Approval

• Scheduled

• Completed

Open

As an assignee, you can add items and attachments.

As an administrator, you can configure whether a request comment notification sent to the user is required. If it's required, the new item request can't move to the next status until the assignee responds to the notification.

Here's how you configure the request comment notification:

1. In the Setup and Maintenance work area, use the following:

   • Offering: Product Management

   • Functional Area: New Item Requests

   • Task: Manage New Item Request Type Details

2. In the Open status, use the Skip Request Comment option.

Definition

As an administrator, you can configure the definition workflow at the item class level. Based on the definition steps, a notification is sent to assignees for defining the item. Once the item is defined, it can be promoted to approval status manually or automatically approved by the BPEL process.

As a definition task assignee, you can define item information such as specifications, structures, packs and so on. But you can't add additional items in this status or create a new workflow.

Approval

Approval notifications are sent to approvers based on whether the assignment method is rules-based, or user defined. Once the approval is granted, the new item request can't be modified.

Scheduled Status

After all the necessary approval is received, the new item request is automatically promoted to the Scheduled status.

Completed

After the new item request is scheduled, a job is triggered and status is automatically changed to Completed.

Note: To view the last updated date for new item requests created before update 22D, see the Completed On column in the definition workflow section.

Process Child and Master Organization Item Approvals Concurrently

You can use a commercialization change order to enrich child organization items while a new item request is in progress for the master organization item. You can initiate the commercialization workflow processes without waiting for the new item request process to complete.

This feature is applicable only if your administrator has opted in for the feature Process Child Organization Item Changes and Master Organization Item Approvals Concurrently.

Here are some details on processing child and master organization items concurrently:

• When you add an unapproved child organization item to a change order, the item's Approval Status will be based on the completion status of the new item request for the master organization.
  • If the change is completed but the new item request isn't completed, the Approval Status of the child item is set to Approved when the new item request is completed.
  • If the change isn't completed before the new item request is completed, the approval status of the child item is set to Change Order in Progress until the change order is completed. Once the change is completed, the approval status will change to Approved.
• Impact on configured rules:
  • If the new item request for the master organization item is completed before the change order for the child organization item is approved, rules that are based on child organization approval status (Status = Approved) won't be triggered. It's recommended that you use change order entry and exit criteria to validate child item data. You must reconfigure entry and exit criteria to validate data on child organization items that are approved after the master organization items.
  • You can use configured rules to validate child organization item approval status (Status= ‘Change Order in Progress’). Rule-related errors are recorded in the action log of the new item request.
• If you remove an unapproved child organization item from a pending change order, either by deleting or canceling the change order, then the child item must be added to a new change order to route it for approval. Once the child organization item has been added to a change order, it can't be approved through the new item request process.
• If an unapproved child organization item is on multiple change orders, the first child organization change order that becomes complete after the master organization new item request is complete will set the child organization item to Approved.
• You can’t add unapproved items to a change order through import.
• If you haven’t added an unapproved child organization item to a change order, then the new item request for the master organization item will approve both the master and child items.
• You can't add unapproved master organization items to a change order.