Manage Change Orders

Vault Professional provides control over how designs and design changes are managed and released. You can create change orders to describe changes to a design as well as manage the progression of that change order as it is reviewed, approved, or rejected. Change orders provide a historical record of why, how, and when changes were made.

Before you begin:

You must have Administrator or Change Order Editor permissions to create or participate in a change order. Ensure the administrator has defined users with appropriate change order permissions in the Administration dialog box.
Routing lists and numbering schemes are defined in the Administration dialog box on the Change Order tab. When you create a change order, you select from predefined routing lists and change order numbering schemes. Ensure the administrator has defined the appropriate change order numbering schemes.
Note The routing list may be modified after creating the change order.

About the Change Order Dialog

View a Change Order

It is often necessary to view a change order and any files attached to it. Several procedures allow you to view the following information about a change order:

Summary
Which files or items are controlled by the change order
Attached comments
Attached files
Routing path
Status

View a Change Order Summary

Select the General tab. The General tab summarizes information about the change order, including:
- change order number
- change order title
- description
- due date
- who submitted the change order
- the date the change order was submitted
- the current state of the change order
- the change order properties

In the Change Order List, select a change order. The tabs for reviewing the change order are displayed in the preview pane.
In the Change Order List, double-click a change order to open the change order. The tabs for reviewing the change order are displayed in the Change Order dialog box.

Print a Change Order Summary

You can print a summary of any change order. The summary can be customized to include a title as well as specific details of the change order such as which files and items are associated with the change order, the routing list for the change order, and so on.

From the Change Order List, select a change order.
Select Actions > Print Change Order Summary.
In the Print Change Order Summary dialog, enter a title for the report. Turn on the Use as Default check box to set the title as the default for all reports.
Turn on the check box next to each change order component to include in the printed summary.
Click OK.
The change order summary is displayed in a print preview window. Click Print to send the change order summary to a printer.

View the Files or Items Controlled by a Change Order

View Comments Attached to a Change Order

View Files Attached to a Change Order

In the Change Order List, select a change order. The tabs for reviewing the change order are displayed in the preview pane.

Select the Files tab.All files attached to the change order listed in the
Attached Files section. The information displayed includes whether an item is associated with the file, the file type, the file name, the version, and the revision information.
From the Show list, select which file types to display:
- All - all attached files are listed
- Drawings - only .idw files are listed
- Documents - only Microsoft Word files are listed
- CAD Files - only files from CAD applications are listed
- Other
From the Attached Files list, select a file to view.
- If the selected file is a .dwf file or is a file with a .dwf attachment, the .dwf is displayed inside the View tab using Autodesk Design Review. Click View in Window to view the file in a separate window.
- If the selected file does not have an associated visualization file, the view is empty. Click Open with Viewer to view the file in an external application.
When viewing a visualization file, use the Autodesk Design Review controls to zoom, pan, and print the .dwf image.
If an item is assigned to the file, click the Associated Items tab to see which items are assigned to the file.
Right-click on any of the items listed and select Go To Item to view the item record.

View the Change Order Routing

View the Status of a Change Order

Change Orders and Files

As a best practice, it is recommended you add all children to a change order with an assembly. Reviewers and approvers will be aware of all affected files.

In general, it is useful to add all files affected by a design change to the change order. For example, in Autodesk Inventor, changing a part also changes the parent assembly. It is recommended you add all previously unreleased children to a change order with its parent assembly since they are automatically released when the assembly is released. Reviewers and approvers will be aware of all files that are released when a change order is approved.

General rules

Only users with Administrator or Change Order Editor security permissions can affect change orders.
A file can only be associated with one active change order at a time. Once a change order has been closed or cancelled, the file can be associated with a new or a currently active change order.
Change orders do not drive file state changes. However, a change order will prevent certain lifecycle state changes for the file depending on the change order's state and if linked to change order is added as a criteria in the file's lifecycle transition.

Closing a change order rules

The change order must be in the Approved state.
All files associated with the change order are released. The effective dates are set and edited using the Set Effectivity dialog box.

Releasing files with relationships

Releasing and setting the effectivity of an assembly on a change order that has unreleased children (not on a change order), releases and sets the effectivity of the children.
If a previously unreleased child is on another change order, the change order containing the parent filecannot be closed until the change order associated with the child file is either closed or cancelled.

Change Orders and Items

As a best practice, it is recommended you add all children to a change order with an assembly. Reviewers and approvers will be aware of all affected items.

In general, it is useful to add all items affected by a design change to the change order. For example, in Autodesk Inventor, changing a part also changes the parent assembly. It is recommended you add all previously unreleased children to a change order with its parent assembly since they are automatically released when the assembly is released. Reviewers and approvers will be aware of all items that are released when a change order is approved.

General rules

Only users with Administrator or Change Order Editor security permissions can affect change orders.
An item can only be associated with one active change order at a time. Once a change order has been closed or cancelled, the item can be associated with a new or a currently active change order.
The Change Order Administrator can make the item editable in all states except Canceled and Closed. The Responsible Engineer can make an item editable in the Work State, changing the lifecycle state. See "Items and lifecycle state rules" for more detail. Right-click on an item and then select Change State to chose from a list of lifecycle states.
An Item Editor Level 2 can edit an item associated with a change order when it is in the Work in Progress state except for the following:
- Change State
- Change Effectivity
- New Change Order

Items and lifecycle state rules

If a released item is added to a change order and the Change Order Administrator changes the state of the item to Work in Progress, the item changes to Work in Progress and a new revision is created according to the Bump revision action specified in the Lifecycles rules dialog box. If the Bump revision action is set to None, a new revision is not created.
The state of an item does not change when it is attached to a change order.

After a new revision is created, the Change Order Administrator can change the lifecycle state of the item making the item editable or non-editable by using the Change State command available from the context menu in the Change Order dialog box in the Item tab. The context menu displays the available lifecycle states.

Closing a change order rules

The change order must be in the Approved state.
All items associated with the change order are released. The effective dates are set and edited using the Set Effectivity dialog box.

Releasing items with relationships

Releasing and setting the effectivity of an assembly on a change order that has unreleased children (not on a change order), releases and sets the effectivity of the children.
If a previously unreleased child is on another change order, the change order containing the parent item cannot be closed until the change order associated with the child item is either closed or cancelled.

Add a File or an Item to a Change Order

Add Related Files Or Items to a Change Order

Add Related Files to a Change Order

Right-click a change order and then select Edit.
In the ECO dialog, select the Records tab.
Right-click a file listed on the Records tab and then select Add Related.
In the Add Related dialog, turn on the check box next to a child or parent file to add that file to the change order. If the check box for a file is disabled, the file is already on the change order or is on another change order and cannot be selected.
Click OK to add the related files to the change order.

Add Related Items to a Change Order

Right-click a change order and then select Edit.
In the ECO dialog, select the Records tab.
Right-click an item listed on the Records tab and then select Add Related.
In the Add Related Items dialog:
- click the Bill of Materials tab to add related child items. Turn on the check box next to a child item to add that item to the change order or click Auto Add to add all previously unreleased child items to the change order. If the check box for an item is disabled, that item is already on the relevant change order or is on another change order and cannot be selected.
- click the Where Used tab to add related parent items. Turn on the check box next to a parent item to add that item to the change order. If the check box for an item is disabled, that item is already on the relevant change order or is on another change order and cannot be selected.
Click OK to add the related items to the change order.

Add Files and Create Markups

Any routing participant can add files and markups to a comment. Only the Change Administrator or Responsible Engineer can attach and detach files and markups. A routing participant can attach files already attached to a change order or files in the vault to a comment.

When items are created from drawings or CAD files (.ipt, .iam, .idw), Vault Professional automatically creates a visualization file and associates it with the CAD file. When you choose to markup a CAD file, you are actually marking up the visualization file.

Markups can be added in one of the following ways:

A markup on the files tab can only be added by a change order requestor when creating or editing the change order.
Any routing participant can add a markup when adding a comment.
Any routing participant can create a new markup from a .dwf file already attached.
A markup file does not alter the original (base) markup.

Add dwf Files and Create Markups

In the browser, select Change Orders List to open the Change Orders folder.
Right-click the change order, and select Respond > Add Comments.
- A mark-up can only be added by the change order requestor on the Files tab when creating or editing the change order.
- Any routing participant can add a markup when adding a comment.
- Associated markup files are added to the Files and Comments tab.

Add Markups on the Files Tab

In the Change Order dialog box, select the Files tab, and click Attach.
Browse to a .dwf file in the vault and select Open.
- To markup a file already attached to the change order click Attach from a Change Order.
  Note You can only markup 2D (drawing) .dwf files.
- Select one or more .dwf files in the Attach from Change Order dialog box, and click OK.
Use the markup tools in the Autodesk Design Review window to add remarks.
NoteFor help on using the Autodesk Design Review, select the F1 key.
To save the mark-up as a file in the vault, click the save button.
In the Select Vault Location dialog box, browse to location to save the file.
NoteOptionally, click Create New Folder, to create a new folder.
The Markup file dialog box displays the name and location of the file. Click OK to close the dialog box.
In the Add Comments dialog box, add a title and comments in the text fields.
Click OK.

Add Markups to a Comment

In the Change Order dialog box, select the Comments tab, and click the Comments button.
In the Add Comments dialog box, add a title and comments in the text fields.
Click Attachments.
In the File Attachments dialog box, click Attach to select a file in the vault to markup.
Browse to a .dwf file in the vault and select Open.
- To markup a file already attached to the Change Order click Attach from a Change Order.
- Select one or more .dwf files in the Attach from Change Order dialog box, and click OK.
Use the markup tools in the Autodesk Design Review window to add annotations.
NoteFor help on using the Autodesk Design Review, select the F1 key.
To save the mark-up as a file in the vault, click the save button.
In the Select Vault Location dialog box, browse to location to save the file.
NoteOptionally, click Create New Folder, to create a new folder.
The Markup file dialog box displays the name and location of the file. Click OK to close the dialog box.
In the Add Comments dialog box, add remarks as needed.
Click OK.

Attach Files from a Change Order to a Comment

Any routing participant can add files and create markups attached to a comment. Only the Change Administrator or Responsible Engineer can attach and detach files and markups to and from a change order. A routing participant can attach files already attached to a change order or files in the vault to a comment.

Use Attach from Change Order to quickly attach a change order attachment to a comment.

Attach from Change Order

Files that are in the vault or currently attached to the change order can be attached to the comment.
You must be on the change order routing list.
A markup can be added by the change order requestor on the Files tab when creating or editing the change order.
Any routing participant can add an attachment or a markup when adding a comment.
Associated markup files are added to the Files and Comments tab.

Select one or more .dwf files in the Attach from Change Order dialog box, and click OK.
Use the markup tools in the Autodesk Design Review window to add annotations.
NoteFor Help on using the Autodesk Design Review, click the F1 key.
To save the markup as a file in the vault, click Save.
In the Select Vault Location dialog box, browse to location to save the file.
NoteOptionally, click Create New Folder, to create a new folder.
The Markup file dialog box displays the system generated name and location of the file. Click OK to close the dialog box.
Click OK.

Add Comments to a Change Order

You can add comments, attachments, and custom email to change orders. You can also reply to comments.

Note

You must be a routing participant on the change order.
Comments can be added:
- By the Change Administrator or Responsible Engineer upon changing the state of the change order.
- By all participants in the Work state.

Any routing participant or the author of the change order can add comments in the Work state. This allows anyone with the appropriate role to add their comments and participate in the change order. The routing can be modified by any routing participant to add reviewers who want to add comments to the change order.

Access

In the navigation pane, select Change Order List.
In the main pane, right-click the change order, and select Respond > Review Comment.

Add Comments

In the Review Comments dialog box, enter a title and remarks in the text fields.
Turn on the Add to notification email to include the content of the comment with the notification to the routing participants. If you are reviewing a comment, this check box is turned on by default.
Optionally, click Include original message to include the text of the original message.
If available, click Attachments to add a file to the change order.
Select the Email tab and modify the notification if appropriate.
Click OK.

Add Attachments/Markups to a Comment

NoteYou can attach any file type that is in the vault to a change order, but you can only create markups for 2D .dwf files. You must also have fully configured email notification In ADMS Console for attachments to function in this dialog.

In the Review Comments dialog box, add a title and comments in the text fields.
Click Attachments.
In the File Attachments dialog box, click Attach to select a file in the vault or one currently attached to the change order to markup.
Browse to a file in the vault and select Open. You can only mark up .dwf files.
- To mark up a file already attached to the change order, click Attach from a Change Order.
- Select one or more files in the Attach from Change Order dialog box, and click OK.
Use the markup tools in the Autodesk Design Review window to add annotations to a 2D .dwf file. Note: For help on using the Autodesk Design Review, press F1.
To save the markup as a file in the vault, click Save.
In the Select Vault Location dialog box, browse to a location to save the file.
NoteOptionally, click Create New Folder, to create a new folder.
The Markup file dialog box displays the system generated name and location of the file. Click OK to close the dialog box.
Click OK.

Reply to Comments

In the Change Order dialog box, click the Comments tab.
Right-click a comment and select Reply to comment.
In the Reply to Comment dialog box, add a title and comments in the text fields.
Optionally, click Include original message to include the text of the original message. You can add attachments and markups when you reply to a comment by following the steps detailed above.
Select the Email tab and modify the notification if appropriate.
Click OK.

Add Attachments and Markups to Comments

In the browser, select Change Orders List to open the Change Orders folder.
Right-click the change order, and select Respond > Add Comments.
- Files that are in the vault or currently attached to the change order can be attached to the comment.
- You must be on the change order routing list.
- The change order requestor can add a markup on the files tab when creating or editing the change order.
- Any routing participant can add an attachment or a markup when adding a comment.
- Associated markup files are added to the Files and Comments tab.
In the Change Order dialog box, select the Comments tab, and click the Comments button.
In the Add Comments dialog box, add a title and comments in the text fields.
Click Attachments.
In the File Attachments dialog box, click Attach to select a file in the vault to markup.
Browse to a .dwf file in the vault and select Open.
- To markup a file already attached to the change order click, Attach from a Change Order.
- Select one or more .dwf files in the Attach from Change Order dialog box, and click OK.
Use the markup tools in the Autodesk Design Review window to add annotations.
NoteFor Help on using the Autodesk Design Review, click the F1 key.
To save the markup as a file in the vault, click Save.
In the Select Vault Location dialog box, browse to location to save the file.
NoteOptionally, click Create New Folder, to create a new folder.
The Markup file dialog box displays the system generate name and location of the file. Click OK to close the dialog box.
Click OK.

Understand Routings and Routing Roles

NoteRouting 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

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.

NoteOnly 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:

NoteWhich 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.

NoteOnce 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.

NoteThe 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.
NoteWhen 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:

To become effective immediately
To become effective at a future date
To expire immediately
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

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.
In the Change Order (ECO) dialog box, select to specify a numbering scheme.
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.
Enter a title in the Change Order Title field.
Enter a description in the Detailed Description field.
Click the down arrow in the Due Date field, and select a date the change order is to be completed by.
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.
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.
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.
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.
Click the Routing tab, and then click the down arrow to specify the routing to be used.
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.
NoteYou 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).
To see which items are assigned to the attached files, select a file from the list and select the Associated Items tab.
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

In the main pane, right-click the change order and select Edit.
In the Change Order dialog box, make appropriate changes.
NoteThe 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.
  NoteYou 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.
Click Save and Close.

Edit the Routing

In the main pane, right-click the change order and select Edit Routing, or select the routing tab and click Edit.
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.
NoteA reviewer cannot be removed. Approvers, Responsible Engineers, and Change Administrators can only be edited by the administrator.
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.

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

Submit the Change Order and Force Approval

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

Cancel

In the main pane, right-click the change order and select Respond Cancel.
In the Cancel - Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
Select the Email tab and edit the notification if appropriate.
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

In the main pane, right-click the change order and select View and Respond.
In the Change Order dialog box, select the General, Files, and Routing tabs to view basic information and attached files.
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.
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.
  NoteNo information is displayed if the change order has not been in the selected state.
Click Save and Close to save your comments.

Add Comments

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

Edit the Routing

In the main pane, right-click the change order and select Edit Routing.
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.

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

Withdraw

In the main pane, right-click the change order and select Respond Withdraw.
In the Withdraw - Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
Select the Email tab and modify the notification if appropriate.
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

Right-click the change order in the main pane and select Respond Set Effectivity.
In the Set Effectivity- Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
Select the Email tab and modify the notification if appropriate.
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

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

The change order returns to the Open state.

Cancel

Right-click the change order in the main pane and select Respond Cancel.
In the Cancel- Add Comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
To add an attachment, click Attachments and browse for a file in the vault or a file attached to the change order.
Select the Email tab and modify the notification if appropriate.
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.

NoteWhen 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.
An e-mail message is sent to you
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

Right-click the change order and then select View and respond.
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.
Click File > Exit to close the dialog box.

Add Comments without Viewing

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

Add Additional Reviewers to the Routing

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

NoteYou 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

Right-click the change order in the main pane, and select Respond > Approve.
In the Add comments dialog box, select the Comment tab and edit the description and comments in the text boxes, if appropriate.
Select the Email tab and edit the email notification, if appropriate.
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

Right-click the change order in the main pane, and select Respond > Reject.
In the Add comments dialog box, select the Comment tab and edit the description and comments in the text boxes if appropriate.
Select the Email tab and edit the email notification, if appropriate.
Click OK to reject the change order.
The change order status changes from Review to Rejected.

Manage Routings

Understand Change Order States

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.

NoteThe 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. The files and items associated with the change order are released. If the product is new, the new files and items are released for the first time. If the design configuration currently exists, the existing revision is superseded by the new revision of the item.

If you create a new assembly and it has previously unreleased parts, then setting effectivity releases both the assembly and the previously unreleased parts for the first time.

NoteAlthough the new, previously unreleased parts do not have to be on the change order, it is recommended to place these parts on the change order for tracking purposes

Working with States, Activities, and Roles

When a change order is created, information regarding the change request is entered in the Change Order dialog box. A change order can be created with or without an associated file or item.

The state of the change order determines which fields can be modified and by whom.

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.

Create State

Open State

Work State

Check State (Optional)

Review State

Approved State

The date for the files or items to become effective is specified in the Set Effectivity dialog. By default, effectivity is set to be immediate. Optionally, an expiration date can be specified for each file or item. If this date is specified, then the files or items are no longer effective on that date. A previously released file or item is effective unless a new revision has been made to override it.

When effectivity is set, the lifecycle state of the files and items on the change order changes to Released and the change order enters the Closed state. The item revision becomes effective, superseding the previously released revision, when the date reaches the effectivity date.

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

In the Cancelled and Closed states: no action can be taken by anyone.

Manage Notifications

A user on the routing list is notified when the change order enters a state that requires attention. For example, the Responsible Engineer is notified when the change order enters the Work state, but the approver does not get notified until it enters the Review state.

The change order number is added to each participant's worklist.
An e-mail message is sent to each person on the routing list. The administrator must configure Autodesk data management server for e-mail notification and Vault Professional users must have valid e-mail addresses in their user profiles. For more information on configuring the data management server for e-mail notification, see the server console help.
If Vault Professional is running but inactive, an alert is sent to each person on the routing list.

Turn ECO notification off or on

The pop-up message indicating an ECO has been added to your worklist can be turned off or on. By default, the pop-up notification is on.

From the View menu, select Notification Display.

Manage Change Orders

See Also