Editing a BP Record for Editors

You can be designated as an Editor for a specific step in a workflow or as a Record Editor. As an Editor, you must have at least View permission to view the record in the log and access it for editing.

Note:

  • Step Editors cannot edit a workflow record until the task assignee accepts the task and saves the draft.
  • Edits that assignees save are not visible until the assignee sends the record to the next step. However, edits that Record Editors save are visible at any time.
  • Edits that editors perform are not audited. However, changes that Record Editors make are audited.
  • Edits on the end step of a workflow BP affect the record directly because no draft exists.

Concurrent Editors in a BP

While a workflow BP is on a step or a non-workflow BP is in Edit mode, the system saves field edits but does not commit the changes. For example, if editor one revises fields 1 through 5 and saves the record, and editor two revises fields 6 through 10 and saves the record, the record retains all 10 edits. However, if editor two revises field 4 and saves the record after editor saves the record, editor two’s change overwrites editor one's revision.

Note:

Non-workflow Cost BPs cannot be updated concurrently. If a non-workflow Cost BP record is updated through the following methods and another editor is updating the record at the same time, the update waits until previous transactions are complete:
  • Upper form: Updated through form view, bulk update, REST, RAP, Email action, or auto-create.
  • Lineitems: Created through form and grid views, CSV, REST, lineitemcreator DE, consolidation, or copy.
  • Lineitems: Updated through UI, REST, RAP, or auto-create.
  • Lineitems: Deleted through UI or REST.

To edit a non-workflow BP that is complete, open the BP, and make the applicable changes.

Note:

  • If the BP is in a terminal status and you select Submit, you can no longer edit the form.
  • If the current status is Inactive, select a different status to continue the update.
  • The following non-workflow BP types require you to select the Edit button in the upper-right corner of the BP record to put the record into an editable state:
    • PM Book
    • PM Book Template
    • Lease

You can edit a workflow BP during the workflow process.

Note:

If a view form is used on a terminal step, further editing is not possible.

You can add comments if you are not a task assignee and you have the following permissions for BP records:

  • View
  • Add General Comments

In this case:

  • You can add general comments only when the BP record is in View mode.
  • You cannot hide comments. The Hide Comment option is available to task assignees who are working on an accepted task, which is an Action form associated with the workflow step.