17Change Orders

This chapter contains the following:

Change orders let you process changes to user-defined item attributes, structures, packs, associations, and item revisions.

Product data stewards and product managers can manage product change orders. They can create change orders within predefined change order types, author product changes, view product changes, submit changes for review and approval, track change statuses, and implement changes on a scheduled date.

Changes are submitted through a formal review and approval workflow to ensure successful and validated completion of change orders.

Note: The Product Development work area doesn't support approval of change orders at the line level.

Changes to item structures can be implemented in other organizations by propagating change orders to multiple organizations using predefined propagation rules while still having the flexibility to adapt implementation schedules based on individual organizations.

Individual lines in change orders can be moved to existing or new change orders to avoid bottlenecks in processing and implementation.

Note: If you're a Product Hub user, change orders can be accessed through horizontal tabs or side tabs. If the navigation provided in a help topic doesn't match with navigation in the user interface, the administrator might have enabled the Simplified Change Management Interface. If you want to use a different interface, contact the administrator.

Create Change Orders

In the Product Information Management work area, you can create change orders using one of the following methods:

  • From the Manage Change Orders pages, by entering the details of the change order. The change order is created in a Draft status.

  • From the Item page, by quickly submitting the item to a change order in an Open status.

Create the Change Order in the Draft Status

  1. In the Tasks panel tab, click Manage Change Orders.

  2. Click the Create icon on the Manage Change Orders page.

    Or

    Select Create from the Actions menu on the Manage Change Orders page.

  3. On the Create Change Order dialog, enter the details of the changes order, and click Save and Edit.

  4. Enter the additional details of the change order, and click Save.

Create the Change Order and Directly Submit it to the Open Status

Here's how you create an item and directly submit it to a change order in the Open status.

  1. From the tasks panel tab, click Create Item.

  2. Enter the basic details of the item and click Save.

  3. Enter additional item details.

  4. Click the arrow next to the Save icon and select Save to Change Order.

  5. In the Save to Change Order dialog, select Create Change Order and click Next.

  6. Enter the details of the change order and click Submit.

    The change order is submitted to the Open status.

Create change orders within predefined change order types to modify item information and route that information for review and approval.

Change orders modify the following:

  • Item specifications: Modify operational and user-defined item attributes.

  • Item structures: Add, update, and delete structures.

    Note: Components can be disabled only through change orders
  • Packs: Add, update, and delete packs and pack attributes.

  • Associations: Add item supplier site organization associations, remove existing associations, and modify existing item supplier attributes.

  • Revisions: Create new revisions for an item while modifying item information

Changes to item structures can be propagated to other organizations through rules associated with the change order type.

Where Change Orders Are Created

Access the Create Change Order process in one of three ways:

  • Select the Manage Change Orders link on the Tasks panel tab.

  • Click the Create icon on the Manage Change Orders page.

  • Select Create from the Actions menu on the Manage Change Orders page.

The change order changes items specific to the organization that you select. However, if propagation rules are associated with the selected change order type, then you can push changes made to the item structures into other organizations in which the changed item is enabled.

Change order type determines how change order numbers are generated, how changes will be propagated to other organizations, and what steps in the workflow are required to complete the change order.

Change order header details include priority, reason, propagation rule, and user-configured attributes.

On the Overview tab, specify the following information:

  • Tasks required to complete the change order

  • Attachments providing additional information

  • Propagation information

On the Lines tab, add and access individual items to modify attributes, structures, packs, and associations.

Note: Only item details that can be modified through the change order will appear. For example, because catalog assignments are not supported through change orders, those tabs will not appear on the item details page. Also links on the Specification tabs for attributes that cannot be changed through the change order will not appear.

When you submit the change order for approval, you can track approval or rejections for each line in the change order.

Create a checklist of tasks related to the change order (or change request) and assign work to individuals. You can make it mandatory for a user to complete certain tasks before the change order (or change request) can progress to a specified status.

Task Examples:

  • Prepare Functional Specification document.

  • Review and update cost attributes of affected objects.

  • Define regulatory attributes.

  • Publish information to Marketing and Sales.

The Tasks table includes the following fields that let you specify task details:

  • Sequence: Determines the order in which the tasks are performed. By default, this increments by 10.

  • Required: Indicates that the task is mandatory for the change order to progress. If a task is mandatory, then a Complete-Before Status must be specified.

  • Assigned To: Specifies the person to whom the task is assigned.

  • Start-by and Complete-Before Status: The status at which the tasks should be initiated and the status before which the task should be completed.

  • Need-by-Date: Indicates the date on which the tasks should be completed.

Create Change Order Tasks

To create a change order task, add lines to the Tasks table when you define or edit a change order. To mark a task complete, or to cancel a task, change the status in the Task Status column. You can modify an existing change order task if its task status is Open.

Copy Existing Tasks to New Change Orders

You can create a new change order based on an existing one, and copy over the tasks. Use the Save As action (in the change order). Tasks in the newly created change order are reset to the Open state.

A change order attachment is unstructured information related to a change order. Examples of change order attachments include CAD drawings, test results, specification sheets, or URLs.

Attachments can be any type of file including:

  • Files and folders from your desktop or a configured repository.

  • Text files generated during the attachment process.

You can also specify URL links as attachments.

Managing Change Order Attachments

You can add attachments when you create a change order. You can also edit attachment details and remove attachments from an open change order.

Propagation rules allow you to implement item structure changes in multiple organizations by propagating change orders to organizations (eliminating the need to create change orders in each selected organization) while still having the flexibility to adapt implementation schedules based on individual organizations. Organization hierarchies can also be used to propagate changes to multiple organizations.

How changes are propagated to other organizations is determined by propagation rules. Available propagation rules are determined by the organization and change order type selected for the change order.

If propagation rules have been configured in the change order type, the propagation organization appears in the change order header, the default list of organizations, or organization hierarchy identified by the change order type. You can select other organizations or organization hierarchies that have been identified in the change order type. The list of organizations associated with the selected propagation organization or hierarchy appear in the Propagation Organizations region.

You can enable specific organizations identified in the change order type for propagation or you can enable all of them.

Note: Propagation is only applicable for commercialization change orders and you can only propagate structure changes.

Enable Items for Propagation

You must ensure that the items specified in the change order are assigned to the propagation organization in order for the changes to take effect.

The Items columns show the total number of items included in this change order and how many of those items are enabled for propagation for a particular organization.

Note: You can enable items and organizations for propagation through the Edit Change Orders page only. Edit a saved change order through the Manage Change Orders page by selecting a change order in the search results table and selecting Edit.

You can propagate the change order in view mode. Access a saved change order through the Manage Change Orders page by clicking the change order name in the search results table.

To enable items for propagation, click the Propagation Detail icon in that organization's row in the Items table on the Propagation Details page, select the appropriate items, and click Assign to Organization to enable those items for propagation.

Exclude Item Structure Components from Propagation

As part of the localization of item structures, individual organizations might use a component in an item structure from a master or source organization from which the change order originates. If a component doesn't exist, then the changes authored for that component can't be propagated, and the item propagation will result in error. To avoid such propagation errors, the component can be excluded from the change order before it gets propagated.

To exclude item structure components from propagation, click the Propagation Detail icon in an organization's row. Select an item in the Items table on the Propagation Details page to display the structures associated with that item and the components of these structures. Select Exclude next to those components that you don't want to propagate.

How to Propagate Changes to Other Organizations

The propagation rules associated with the change order type may allow a change order to automatically propagate changes to other organizations or organization hierarchies after the completion of the workflow in a specific status.

However, to explicitly propagate a change order:

  • Highlight a change order on the search results table on the Manage Change Orders page, and select Propagate to propagate the change order to all the selected organizations in that change order.

Note: To view the scheduled process output log file, click the Propagation Details icon in the Propagation Organization table to open the Propagation Details dialog box. Then click the scheduled processes icon.

Change order propagation rules determine how changes are propagated from one organization to one or more different organizations.

This lets you implement changes in multiple organizations by propagating change orders to organizations (eliminating the need create change orders in each selected organization) while still having the flexibility to adapt implementation schedules based on individual organizations. Organization hierarchies can also be used to propagate changes to multiple organizations.

Associate Propagation Rules to Change Order Types

Propagation rules are associated with the change order type that you select for the new change order. You define propagation rules when you create a change order type or edit an existing one on the Propagation Rules tab.

Specify the organizations from which a change order might be propagated. For each specified source organization, select one or more target organizations or organization hierarchies where the change order can be propagated.

Each change order type can be configured to support propagation from different organizations and propagation to different organizations or organization hierarchies.

Use Change Order Status to Control Propagation

Change order statuses are used to determine when a change order gets propagated to different organizations.

For each organization or organization hierarchy that you add to the propagation rule:

  • Select a change order status for propagation.

  • Choose auto-propagate and the propagation rule will execute automatically when the change order enters the specified status.

  • Select the status of the propagated change in the organizations selected for propagation. This is the status the propagated change is set to in the selected organizations.

  • Set one of the specified organizations or organization hierarchies as default for the propagating organization.

In the Product Information Management work area, you can use the Simplified Change Management Interface to access change orders through side tabs instead of horizontal tabs. This interface appears when you open the change order. It is similar to the change order interface in the Product Development work area.

Note: This feature is available to you only if your implementor has opted in for the following: Use Simplified Change Management Interface.

Here are some of the actions you can perform from the Simplified Change Management Interface:

  • Create a commercialization change order from master and child organizations. Note that you can only view the other change order types.

  • Redline and implement changes to substitute components in a commercialization change order. You can also view the redlines for substitute components.

  • Redline an affected object and view the redline summary.

  • Promote or demote the change order through the workflow and initiate notifications for approval.

  • Add affected objects belonging to the organization from which change order is created.

  • Add affected objects created in Product Development or Product Hub. If the item is created in Product Development, you can only add items in the following lifecycle phases: prototype or preproduction, and production.

  • Edit component attribute groups in the item structure of a commercialization change order.

  • Modify the effective date in a scheduled change order. The modified date must be within the start and end date of the updated component in the item structure.

  • Terminate and restart the workflow for commercialization change orders.

  • Cancel change lines except when the change order is complete.

Considerations for Using Simplified Change Management Interface

In the Simplified Change Management Interface:

  • You can't initiate a discussion about changes by posting and assigning comments.

  • You can't view revision specific changes in EFFs, and EFFs from supplier users.

Difference Between Affected Object and Change Line

Simplified Change Management Interface and the Product Development work area use "affected object" to indicate an object affected by the change order, whereas Product Information Management uses "change line".

You can add items and author item changes when you create or edit a change order. You can create new or change existing item organization assignments. Click on the item links on the Lines tab to access the Edit Item page where you can manage item details.

Note: The effective date for the item needs to be specified and saved before the Edit Item page can be accessed.

On the Edit Item page, you can edit the following item details:

  • Specifications: On the Specifications tab, you can modify predefined and user-configured attributes.

  • Structures and Packs: On the Structures tab, you can add new structures, copy structures, and modify structures by adding new components, removing existing components and modifying component attributes. You can also modify packs by adding new packs and modifying pack attributes.

    Note: You cannot modify referenced (common) structures through a change order.
  • Associations: Access the Edit Change Order page to modify change order settings and content:

    • You can assign an item to a child organization through a change order. Such assignments always happen only in the master organization change order context.

    • From a master organization, assign an item to a child organization, add the change to a change order, and route it for approval. This item can then be enabled in the child organization on a specified date.

    • From a master organization you can also create a change order, add a revised item, and make the item organization assignment in a change order context.

    • By selecting the appropriate batch-level change order options, you can also make item organization assignments through batches and add them to a change order. But, if change order required rules are triggered for such assignments, they are carried through a change order even if batch options are not specifically set.

    • You can also use change services to add item organization assignments to a change order.

When managing change orders:

  • You can enable an item in a child organization through a change order and have the item available for transaction on a specified date.

  • If approval routings are enabled for a change order, you can seek approvals on the item organization assignment before enabling the item in a child organization.

  • If Skip Request Comment is checked, request comment notifications are not sent to the seeded assignees on submission of change order to Open status.

Note: Skip request comment is per change order type, not across all change order types.
  • You can access item detail through the change order details page by clicking on the item links on the Lines tab to access the item detail page.

Edit a Change Order

From the Edit Change Order page, you can monitor and modify the change order definition.

You can access the Edit Change Order page in the following ways:

  • When you create a new change order.

  • When you select a change order from the search results on the Manage Change Order page and select Edit from the Action menu.

  • When you access a change order in view mode by clicking the change order link in the search results on the Manage Change Order page, then select Edit from the change order detail page.

From the Edit Change Order page, you can perform the following tasks, depending on the status of the change order:

This table lists the tasks you can perform depending on the status of the change order.

If Status is Tasks you can perform

Draft, Open

Modify header details such as priority and reason and add or remove attachments.

Draft, Open

Modify the current status of change order tasks.

All statuses

Monitor the current status of change order tasks.

Draft, Open

Modify line details and access item pages for further change

All statuses

Monitor the current status of the change order in the workflow.

All statuses

Review the actions that have been performed on the change.

You can perform tasks (modify, monitor or review) on the change order depending on its status.

Each change order follows a process based on predefined and user-defined statuses associated with the change order type. The sequence of statuses define the change order's workflow.

At each status in the change order's life cycle, specified change order tasks must be completed before a change order is promoted to the next status.

Each change order workflow definition is associated with a change order type. The definition determines the sequence of statuses in the workflow.

  • Change order status:

    Open, Interim Approval, Approval, Scheduled, and Completed. You can configure the change order type to have additional statuses including user-defined statuses.

  • Sequence of status:

    The sequence of final statuses must be Approval > Scheduled > Completed.

  • You can cancel change lines before the change order is in the Completed status.

You can propagate changes, move lines between change orders, and manage the life cycle of a change order using the change order actions available on the Actions menu on the Manage Change Orders page.

Actions in the Product Information Management Work Area

Select a change order and perform one of the following actions:

  • Promote and Demote: Manually promote or demote a change order to the next status in the workflow for that change order type.

    The workflow associated with the change order type may allow a change order to be automatically promoted or demoted to the next status after the completion of the workflow in a specific status.

  • Hold: Place a change order on hold. No further action can be taken on the change order.

  • Release Hold: Release the change order from being on hold, so that further actions can now be taken.

  • Cancel: Set the change order status to canceled. Any changes defined for items in the change order are discarded.

  • Propagate: Propagate the selected change order to the selected child organizations.

  • Move Change Lines: Move the selected change lines to a new change order within the same organization.

  • Reschedule Change Line: Modify the effective date in a Scheduled change order. The modified date must be within the start and end date of updated or disabled component in the item structure.

    If you reschedule a change line which includes a new item component in item structure with start and end date specified manually, rescheduling affects the start date only; the end date is unaltered.

  • Generate Report: Produce a detailed report on the selected change order.

How to Use the Action Log on a Change Order

The action log is available on a tab of the Edit Change Order page. The action log displays all actions (and associated comments) executed against or posted to the change order. The action log also contains messages generated by the application.

From the action log, you can initiate a discussion by posting and assigning a new comment, you can respond to requested comments, or you can reply to specific comments, thereby creating a threaded discussion within the context of the change order.

From the Manage Change Orders page, you can copy or create new change orders, modify, review, or delete existing change orders.

The set of change order management tasks include the following:

  • Add new change orders or duplicate existing ones.

  • Access the Edit Change Order page to modify change order settings and content.

    • You can assign an item to a child organization through a change order. Such assignments always happen only in the master organization change order context.

    • From a master organization, assign an item to a child organization, add the change to a change order, and route it for approval. This item can then be enabled in the child organization on a specified date.

    • From a master organization you can also create a change order, add a revised item, and make the item organization assignment in a change order context.

    • By selecting the appropriate batch-level change order options, you can also make item organization assignments through batches and add them to a change order. But, if change order required rules are triggered for such assignments, they are carried through a change order even if batch options are not specifically set.

    • You can also use change services to add item organization assignments to a change order.

  • Access change order detail for review.

  • Delete change orders by adding them to a delete group.

  • Manage the life cycle of a change order by using change order actions: Promote, Demote, Hold, Release Hold, and Cancel.

  • Manually propagate the change order to other organizations or organization hierarchies based on the propagation rules defined in the change order type.

  • Move lines from one change order to a new or existing change order.

  • Generate change order detail reports.

View Change Order Details

You can access the change order details page by clicking on the name of a change order in the search results table on the Manage Change Orders page.

On the Change Order Details page, you can perform the following tasks:

  • Modify propagation information.

  • Monitor the current workflow status of the change order.

  • Monitor the current status of change order tasks.

  • Review the actions that have been performed on the change order.

Cancel Change Lines

If a change order is stuck due to an unforeseen reason, review the details in the History and Workflow tabs. Depending on the workflow, you can cancel the change order or change lines (or affected objects).

Here are some things you need to know before you cancel change orders and change lines:

Manually Cancel the Change Order

Use the Cancel Change Order action. Then the application cancels all change lines except the ones that are complete; the change order status is set to Canceled.

Note: To cancel a change order in the interim approval or approval status, you need the reschedule change order privilege.

Manually Cancel the Change Line

Use the Cancel action.

Auto Cancellation of the Change Line

If the application encounters an error when implementing or activating the change line, the change line gets canceled automatically. If this happens you notice:

  • an entry in the History tab indicating which change line is automatically canceled.

  • the change line status appears as Canceled.

To proceed with the change line, you can move it to another change order.

Factors that Determine Whether you Can Cancel Change Lines

The following factors determine whether you can cancel change lines or not.

  • the header status in a change order

  • the progress on the header status.

The following images show where the header status and the progress status are displayed:

The status indicators on the change order Workflow
tab that convey header status in a change order, and the progress
on the header status.The status indicator on the change order Workflow
tab that conveys status corresponding to an affected object

When Can I Cancel Change Lines?

The table shows the criteria to cancel change lines:

Header Status Progress on the Header Status Change Line Status Cancel Change Lines?

Draft

Draft

Draft

Yes

Cancel

Cancel

Cancel

Not applicable

Open

Open

Open

Yes

Open

Open

Hold

Yes

Open

Open

Canceled (one line canceled)

Not applicable

Interim Approval

Interim Approval

Submitted for Approval

Yes

Interim Approval

Interim Approval

Approved

Yes

Interim Approval

Interim Approval

Rejected

Yes

Interim Approval

Interim Approval

Terminated workflow

Yes

Interim Approval

Interim Approval

Terminated Hold

Yes

Interim Approval

Interim Approval

Canceled (one line canceled)

Not applicable

Approval

Approval

Submitted for Approval

Yes

Approval

Approval

Approved

Yes

Approval

Approval

Rejected

Yes

Approval

Approval

Terminated workflow

Yes

Approval

Approval

Terminated Hold

Yes

Approval

Approval

Canceled (one line canceled)

Not applicable

Scheduled

Scheduled

Scheduled

Yes

Scheduled

Scheduled

Failed

Yes

Scheduled

Scheduled

Canceled (one line canceled)

Not applicable

Completed

Completed

Failed

No

Completed

Completed

Canceled

No

Completed

Completed

Completed

No

Interim Approval

Failed

Approved

Yes

Interim Approval

Failed

Submitted for Approval

Yes

Approval

Failed

Submitted for Approval

Yes

Approval

Failed

Approved

Yes

Open

Canceled

Canceled (all lines canceled)

Not applicable

Interim Approval

Canceled

Canceled (all lines canceled)

Not applicable

Approval

Canceled

Canceled (all lines canceled)

Not applicable

Scheduled

Canceled

Canceled (all lines canceled)

Not applicable

Completed

Canceled

Canceled (all lines canceled)

Not applicable

Move Change Lines

Here are a few scenarios in which you can move change lines or affected objects:

  • The change order is stuck. Depending on the header status, you can move the change line to a new change order and proceed with the change.

  • The change order is automatically canceled. Depending on the header status, you can still move the lines to a new change order.

The following factors determine whether you can move change lines or not:

  • the header status in a change order

  • the progress on the header status

The following images show where the header status and the progress status are displayed:

Each workflow step in the Workflow tab displays
a header status and the progress on the header status. For example,
the header status for a step could be Open, and the progress on the
Open status is Not Started.The status indicator on the change order Workflow
tab displays the status corresponding to a change line. For Example,
Draft.

When Can I Move Change Lines?

The table shows the criteria for moving change lines:

Header Status Progress on the Header Status Change Line Status Move Change Lines?

Draft

Draft

Draft

Yes

Cancel

Cancel

Cancel

Yes

Open

Open

Open

Yes

Open

Open

Hold

No

Open

Open

Canceled (one line canceled)

Yes

Interim Approval

Interim Approval

Submitted for Approval

Yes

Interim Approval

Interim Approval

Approved

No

Interim Approval

Interim Approval

Rejected

No

Interim Approval

Interim Approval

Terminated workflow

Yes

Interim Approval

Interim Approval

Terminated Hold

No

Interim Approval

Interim Approval

Canceled (one line canceled)

Yes

Approval

Approval

Submitted for Approval

No

Approval

Approval

Approved

No

Approval

Approval

Rejected

No

Approval

Approval

Terminated workflow

No

Approval

Approval

Terminated Hold

No

Approval

Approval

Canceled (one line canceled)

Yes

Scheduled

Scheduled

Scheduled

No

Scheduled

Scheduled

Failed

Not applicable

Scheduled

Scheduled

Canceled (one line canceled)

Yes

Completed

Completed

Failed

No

Completed

Completed

Canceled

Yes

Completed

Completed

Completed

No

Interim Approval

Failed

Approved

No

Interim Approval

Failed

Submitted for Approval

No

Approval

Failed

Submitted for Approval

No

Approval

Failed

Approved

No

Open

Canceled

Canceled (all lines canceled)

Yes

Interim Approval

Canceled

Canceled (all lines canceled)

Yes

Approval

Canceled

Canceled (all lines canceled)

Yes

Scheduled

Canceled

Canceled (all lines canceled)

Yes

Completed

Canceled

Canceled (all lines canceled)

Yes

Move Duplicate Change Lines

  • If you need to move two or more duplicate change lines from one change order to another, you must select all lines and move them in a single action. You can't move such lines one at a time.

  • If a change line is canceled in the target change order, then you can't move the same item again as a change line to the target change order. You must remove the canceled change line or move it to a different change order before you move the same item to the target change order.

A change order can be approved only through the successful completion of an approval routing. When you create a change order, an approval routing is created automatically based on approval rules or manually by any user granted the Item Change Order Management Duty privilege.

An approval routing consists of one or more approval stages. Each approval stage specifies a workflow process and assignee. For example, you can create stages to request approval or request comments. You can also create stages having the Interim Approval status.

Skip Request Comment is available in open status. When checked, request comment notifications aren't sent to the seeded assignees.

If Skip Request Comment is enabled and autopromotion is defined for open status, on submission of the change order from draft, the change order will be pushed to the status set for autopromotion.

After changes are authored for each item, the change order is submitted for approval workflow.

When a change order is submitted, notifications are sent out to assignees. Consolidated notifications are sent to each of the appropriate assignees at each stage of the approval process. Each approver is requested to respond before the expiration date specified in the approval task in AMX. Reminder notifications can be set up so that an approver who doesn't respond by the required date can receive notifications at a specified interval.

The approval status of a change order reports the progress of the approval. A list of approvers and the action taken by each approver is captured as a part of the history displayed in the notification for approval.

The approver can approve each line in the change order or reject the change.

Note: The Product Development work area doesn't support approval of change orders at the line level.

You can set up a task so that when the change order is approved or rejected, an email notification is sent to the creator, requester, and assignee. If the approval routing workflow is stopped, then a task can be set up so an email notification is sent to all people in the approval routing who were previously notified regarding an assigned workflow process in an approval stage.

You can set up a change order type so that a request is approved by a single member of a user group. From the Manage Change Order Types task of the Setup and Maintenance area, edit a change order type and select an approval step on the Workflow tab. Then, for an approval activity in the step's status details, set Response Required From to One. When one member of a group approves the change, the notifications to other approvers in the group are withdrawn for that approval step, and notifications are sent to the approvers for the next step.

The assignment of approvers for change order lines is governed by rules. For change order headers, you can select an assignment method in the Interim Approval or Approval step's status details for the Header approval stage, either rules-based or user-defined. If you choose user-defined assignment, you then select an approver by using the Assigned To control.

You can assign approvers as optional. A single optional approver can reject a change order, but approvals from optional approvers are ignored. To assign an optional approver, select an approver by using the Assigned To control on the Optional approval row of the Interim Approval or Approval step's status details.

Note: For change orders in Draft or Open, their lines can be moved to a new change order or to another existing change order, if those lines are hindering the approval workflow.

If Response Required From has been set to One, then, when an approver selects the Claim action on a notification, the notification is locked against changes by other approvers, unless the first approver unlocks it by selecting the Unclaim action.

On interim approval and approval notifications for change orders, the Pack Type column of the Items table is hidden by default. To view the pack type associated with the items in a change order, select Pack Type from the View menu.

You can navigate to the items in the change order approval notification using the item link. The resulting read-only item page is rendered in a separate window. The first view on an item drill-down from a notification is the item view, to view the changes in the context of the entire item (as supported by the change order). Then you can toggle to an item view that displays changes.

Approvers can only see those aspects of the item for which they have access. They can also perform the following tasks on the change order:

  • Request more information

  • Reassign

  • Escalate

  • Suspend

Add or Remove Approvers When Approval is in Progress

Here are some things you need to know before you add or remove approvers during a change order approval.

Add Approvers

You can add approvers in the interim approval and approval status without terminating or demoting the change order. Newly added approvers receive notifications. Here are some additional details:

  • Let's say that the change order approval is in progress, but you forgot to add one of your managers as an approver. You can still add the manager as the approver.

  • If an approval task has been created before you opt in to this feature, you can't add approvers to that task when the approval is in progress.

Remove Approvers

You can also remove approvers in the approval stage without terminating or demoting the change order. This feature is available to you only if your implementor has opted in for the following: Add More Flexibility to Change Order Approval Management. Here are some additional details:

  • In a group approval, you can remove approvers only if the approval response is configured as required from all users.

  • You can't remove all the approvers.

  • You can't remove approvers who have already approved or rejected the change.

  • If the Secure Change Workflows with Additional Controls feature is disabled, you can remove approvers in interim approval or approval status.

  • If Secure Change Workflows with Additional Controls feature is enabled, you can define whether a change analyst can remove approvers from an ongoing approval.

Change Order Notifications

Notifications are sent to assignees throughout the life cycle of the change order.

This table shows the different types of notifications that are available for each status type.

Status Type FYI Change Order Creation and Assignment Request Comment FYI Task Notification Request to Comment From Action Log table Approval Notification

Draft

Yes

No

No

Yes

No

Open

Yes

Yes

Yes

Yes

No

Interim Approval

No

No

Yes

Yes

Yes

Approval

No

No

No

Yes

Yes

Scheduled

No

No

No

Yes

No

Completed

No

No

No

Yes

No

When a change order is submitted, notifications are sent out to assignees, approvers, and the requester. Notifications are sent to each of the assignees of a step when the step is started.

Consolidated notifications are also sent out to the assignees of each tasks.

FYI notifications are sent to the creator, assignee, requester, and approver of change order lines and headers when it moves to Scheduled or Completed Status.

When the change order is approved or rejected, a notification is sent to the creator, requester, and assignee. If the approval routing workflow is aborted, then a notification is sent to all people in the approval routing that were previously notified regarding an assigned workflow process in a step.

An approval routing workflow can be stopped at any point, without completing, using the Terminate Workflow command. Any related notifications are removed from assignees' work lists. Terminating a workflow might be necessary if, for example, something unanticipated will prevent the workflow from being completed as desired.

Note: A predefined request comment notification is associated with the Open status. The change order cannot move to the next status until this notification has a response. The notification is then sent automatically to the assignee and the requester.

This automatic notification can be bypassed by removing the assignees. If the notification is bypassed and the BPEL process is set to automatically promote, then the change order automatically moves to the next status. Otherwise, you need to manually move the change order to the next status.

FAQs for Change Orders

How can I create a new change order based on an existing change order?

You can use the Save As action to create a new change order. In the Create Change Order dialog box, you must select the change type for the new change order.

Here's what you need to know before you before using the Save As action:

  • Depending on the work area, you can choose to copy over the existing descriptive flexfields, contextual attributes, attachments, tasks, affected objects, and affected object descriptive flexfields.

  • In the Product Information Management work area, you can save the change order to any type of commercialization change order.

  • In the Product Development work area, you can save the change order to an engineering change order or change order without revision control.

  • Affected objects in engineering change orders and change orders without revision control, can include engineering objects.

  • Affected objects in commercialization change orders can include engineering objects that are ahead of the design lifecycle phase, and non-engineering objects.

What's the difference between an affected object and a change line?

Both the terms indicate an object affected by the change order.

Affected object is used in the Product Development work area and Simplified Change Management Interface.

Change line is used in the Product Information Management work area.

Change order attachments can be any type of local file, repository file or folder, URL link, or text. These objects can be attached to both the header, and to individual lines, of a change order. The attached content is not searchable.

How many objects can I add to a change order or new item request?

The default limit is 50 and the maximum is 100. Your administrator can change the default limit for:

  • The number of change lines or affected objects in change orders, and

  • The number of items in new item requests.

Here are some additional details:

  • When you exceed the limit while adding items through the user interface, an error message appears.

  • When you import a large number of items in a batch, you can choose to automatically split items and create new change orders or new item requests.

Can I set a default priority for my change order or new item request?

Yes. You can set the default priority for a change order type or a new item request type. The priority is inherited when you create a new change order or new item request (based on the type).

Use the following tasks from the Product Management Offering in the Setup and Maintenance work area: Manage Change Order Type and Manage New Item Request Type.

To set the default priority, use the Priority field.

You can navigate to the items in the change order approval notification using the link provided on the number of the item. The resulting read-only item details page is rendered in a separate window. From the item details, a link on View Change Order Line enables you to view the scheduled changes to the item in redlined mode.

Click the change order link in on the Manage Change Orders page. On the Lines tab, click the Item Changes for an item to access the Item Changes page.

The first view on an item drill-down from a notification is the item view in the context of the change order. Then you can toggle to an item changes-only view in redlined mode.

Note: The Item Changes page displays only changes made to the item through this change order. Approvers will only see those aspects of the item for which they have access.

Click the change order link in on the Manage Change Orders page. On the Lines tab, click the Item Changes icon for an item to access the Item Changes page then click the Component Changes icon in the Structure Changes table to access change information for specific item components.

On the Manage Change Orders page, expand the search results and select lines from one or more change orders within the same organization then select Move Change Lines. In the Move Change Lines dialog box, you can select an existing change order to which to move the selected change lines, or you can move the change lines to a new change order by selecting Create Change Order. If you create a new change order for the change lines being moved, then you must enter header information for that change order.

Note that you can only move change lines in a commercialization change order.

What's the difference between Withdraw and Remove?

Use Withdraw, to delete a component that was added before the item was assigned to the change order.

Use Remove, to delete a component that was added after the item was assigned to the change order.

How can I secure the change order created in the Product Information Management work area?

Access the change order from the Product Development work area. Use the Security side tab to restrict access. You can choose users who are responsible in their review and approval of the change order. You can also choose roles by which you restrict the availability of the change order. Additionally, you must provide data security privileges for the change order.

Why am I unable to assign the item to the change order?

You cannot assign an item to a change order in Product Development, if the item is created in Product Hub.

Also, you cannot assign an item to a commercialization change order in Product Hub if the item:

  • Is created in Product Development, and

  • Is in the design lifecycle phase.

Your administrator has enabled the Simplified Change Management Interface for the Product Hub work area.

If the change order is created in Product Hub, you cannot edit the change order in Product Development. Conversely, change order created in Product Development cannot be edited in Product Hub.

Yes. When you cancel the change line, any changes defined for items in the change order are discarded. For example, you noticed a defective item in the approved change order and the item is in scheduled state. To resolve the defect, you cancel the change line and again process the item through another change order.

What's the difference between cancel and terminate actions in a change order?

Use cancel to stop further processing of the change order. You can still move the change lines to a new change order and retain redlines.

Use terminate to temporarily pause the workflow and resume it in the same change order.

Why did the change order approval prompt for a comment and password?

Your administrator configured the comment and password fields as mandatory for the purpose of audit. Enter your login password.

Why did the change order fail on approval?

Open the History tab of the change order to review the sequence of actions on that change order. Depending on the action performed, the application displays a comment. For example, if you try to promote two change orders simultaneously and the effective dates are less than 30 minutes apart, then a comment appears advising you to maintain a time difference of more than 30 minutes.

You can also see the Workflow tab to review the change order status.

Can I edit multirow extensible flexfield attributes from the item page or without using a change order?

Yes. But your administrator must remove any restrictions set for editing the attribute only through the change order page.

Why did the Scheduled change order get automatically promoted on canceling the last change line?

Your administrator has enabled the Autocomplete on Cancel option for the change order type.

Let's say that the first three change lines are complete and the last change line is stuck in the Scheduled state. So you cancel the scheduled change line. Then the change order is automatically promoted to the Completed state.

Why did the change order workflow restart automatically?

If the schedule processor job is stuck in the initial run and it doesn't require any user intervention, the application restarts the job. It restarts up to 5 times with increasing time gaps in between each job. You don't need to manually search for unsuccessful change orders that weren't processed due to locked affected objects.

Note: An item can be simultaneously updated from different sources. A record can be updated through the user interface, while another update could be triggered through a web service or scheduled process. This results in locking issues, and the jobs can't be complete successfully. In such scenarios, the application restarts the subsequent job after some wait time and attempts to complete the job.

Why am I unable to update the task status in the change order?

You can only update the status for the tasks that are assigned to you. But your change analyst can update the status for all tasks.

In a change order type, can I configure additional controls for the Draft status ?

No. But you can configure additional controls for Approval, Interim Approval, Scheduled, and Completed status.

Where are the change header attributes and change descriptive flexfield attributes displayed?

In the Product Development work area and Simplified Change Management Interface, the change header and descriptive flexfield attributes are available on the General Information tab of the change order.

Examples of change header attributes: Number, Name, Description, and Reason Code.

How can I know if I am an optional approver of the change order?

In the approval notification, the Activity Type field indicates whether you're an approver or an optional approver.

How can I know whether the entire change order (or new item request) was rejected or if a few items were rejected?

The approval notification provides details of whether the entire change order (or new item request) was rejected, or if a few items in the change order (or new item request) were rejected.