Change order process in Vault Professional - Routing list

00:05

A requirement for a change order process

00:08

is a routing list that defines the roles at each state of the change order process.

00:13

And that controls which users are notified when a change order enters a certain state.

00:18

These are roles that are separate from the Vault roles.

00:22

A routing list applies to all Vaults not just one Vault and you can have multiple routing lists if required,

00:29

such as for different products.

00:31

When you define a routing list you add the Vault users to each change order role.

00:36

If a Vault user does not have a role of Vault administrator,

00:40

change order and level 1 or change order level 2 they will not appear in the list to add.

00:47

You can control what routing lists are available and activated to use.

00:52

The following are the roles in the routing list,

00:55

the change requester is an individual who initiated the change order.

00:59

It could be anyone, such as someone in purchasing as long as they can log in to the Vault Client

01:05

and have access to the files.

01:07

The change administrator is the administrator of the change order.

01:11

They have the most power in the change order process.

01:15

The responsible engineer is the individual who has been assigned to make the change

01:20

and therefore, is making the change or changes requested.

01:23

A reviewer can view and comment only.

01:26

Some companies use this, some don't.

01:29

Approvers are the individuals who are the approvers of the change order.

01:33

Vaults can be set up, so that only the first approver needs to approve the change order

01:38

or if the unanimous approval for Review state required option is set,

01:43

then all defined approvers on the routing list

01:46

must provide their approvals before the change order can move on.

01:50

Notification users can be defined and are notified of when the change order is processed,

01:56

that means closed and released.

01:58

They don't have to be participating in the process.

02:01

And a checker must be assigned if the Check state is enabled.

02:06

A user can have multiple roles, the same role can have multiple people assigned,

02:11

it is recommended that you have more than one change administrator.

02:15

Note, that the roles of change administrator, responsible engineer and approver

02:20

must be assigned to an individual or individuals for every change order created and processed.

02:30

In this demonstration, we will create a new routing list.

02:34

First, go into Tools, Administration,

02:38

Global Settings, and select the Change Orders tab, and then Define.

02:44

And to start to create a new routing list, select the New button.

02:51

And then give it a name and we'll call it New Routing List.

02:57

Here on the left are the Vault users available

02:59

that have the required permissions to be added as change order participants.

03:04

We'll start with the administrator.

03:06

So with the administrator highlighted, select Add to add it as a participant.

03:13

First, select Change Administrator and pick Add and then Change Requester.

03:22

Then, click OK.

03:25

Next Approver, it will add the role of approver

03:30

and then, Engineer will add both the approver role, as well as the responsible engineer role.

03:39

Finally, let's set the routing settings to be Unanimous approval for Review state required.

03:46

That means, that both the approver and the engineer

03:50

need to review the change order at the Review state.

03:53

Now, we need to make the route active by dragging it over to the right.

03:59

Then, you can select Set as Default to make it the default route.

04:06

Click OK, when finished.

Video transcript

00:05

A requirement for a change order process

00:08

is a routing list that defines the roles at each state of the change order process.

00:13

And that controls which users are notified when a change order enters a certain state.

00:18

These are roles that are separate from the Vault roles.

00:22

A routing list applies to all Vaults not just one Vault and you can have multiple routing lists if required,

00:29

such as for different products.

00:31

When you define a routing list you add the Vault users to each change order role.

00:36

If a Vault user does not have a role of Vault administrator,

00:40

change order and level 1 or change order level 2 they will not appear in the list to add.

00:47

You can control what routing lists are available and activated to use.

00:52

The following are the roles in the routing list,

00:55

the change requester is an individual who initiated the change order.

00:59

It could be anyone, such as someone in purchasing as long as they can log in to the Vault Client

01:05

and have access to the files.

01:07

The change administrator is the administrator of the change order.

01:11

They have the most power in the change order process.

01:15

The responsible engineer is the individual who has been assigned to make the change

01:20

and therefore, is making the change or changes requested.

01:23

A reviewer can view and comment only.

01:26

Some companies use this, some don't.

01:29

Approvers are the individuals who are the approvers of the change order.

01:33

Vaults can be set up, so that only the first approver needs to approve the change order

01:38

or if the unanimous approval for Review state required option is set,

01:43

then all defined approvers on the routing list

01:46

must provide their approvals before the change order can move on.

01:50

Notification users can be defined and are notified of when the change order is processed,

01:56

that means closed and released.

01:58

They don't have to be participating in the process.

02:01

And a checker must be assigned if the Check state is enabled.

02:06

A user can have multiple roles, the same role can have multiple people assigned,

02:11

it is recommended that you have more than one change administrator.

02:15

Note, that the roles of change administrator, responsible engineer and approver

02:20

must be assigned to an individual or individuals for every change order created and processed.

02:30

In this demonstration, we will create a new routing list.

02:34

First, go into Tools, Administration,

02:38

Global Settings, and select the Change Orders tab, and then Define.

02:44

And to start to create a new routing list, select the New button.

02:51

And then give it a name and we'll call it New Routing List.

02:57

Here on the left are the Vault users available

02:59

that have the required permissions to be added as change order participants.

03:04

We'll start with the administrator.

03:06

So with the administrator highlighted, select Add to add it as a participant.

03:13

First, select Change Administrator and pick Add and then Change Requester.

03:22

Then, click OK.

03:25

Next Approver, it will add the role of approver

03:30

and then, Engineer will add both the approver role, as well as the responsible engineer role.

03:39

Finally, let's set the routing settings to be Unanimous approval for Review state required.

03:46

That means, that both the approver and the engineer

03:50

need to review the change order at the Review state.

03:53

Now, we need to make the route active by dragging it over to the right.

03:59

Then, you can select Set as Default to make it the default route.

04:06

Click OK, when finished.

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