Change Workflow

Introduction

Change Workflow gives you a regular insight into what is occurring within your Change processes, the people involved, and a sense of how effectively your team meets its deadlines.

You can create workflows for each Changes Type with assigned Permission Roles or User Groups.

Pre-requisite

To be able to add and customize Change workflow, you must have ‘Access Customizations’ User Permission. 

Navigation

Settings SettingsNew (6).png > Customization > Changes > Statuses

Create a Workflow

To create a workflow for a Changes Type:

  1. Navigate to the ‘Customization’ page.
  2. Click Changes.
  3. Click Status.
  4. Click Open Changes Workflow Diagram window. ‘Change Workflow Diagram’ dialog displays.

Change-Status6.png

  1. Select a Change Type from the drop-down.
  2. Drag and drop statuses from the Available statuses column for the workflow.

Change-Status7.png

Remove statuses from the workflow by clicking Delete-workflow-status-June-4-2018.png.

Connect the Statuses

Make connections between status boxes by clicking and dragging Status.png between status boxes.

Change-Status8.png

Delete the connections by double-clicking them.

Set ‘Initial Status’

Set Initial Status on one status box by clicking Triangle-play-button-start-button-status-workflows-Dec-6-2018.png. Setting an initial status is mandatory. The initial status is auto-selected when you select a Type in Change Management. 

The status that you set as initial, displays ‘Start’ underneath. 

Change-Status9.png

Set Status Order Priority

Set the order priority of the Status in the workflow or Status field by entering a number in the bottom right corner box:

  • Statuses must have an order priority number to appear in the workflow or the Status field.
  • Numbers must be positive integers, for example, 1, 2, 3. Zero is also acceptable.
  • Numbers must be unique. For example, if you enter 1, 2, 2, 3, only one of the ‘2′ Statuses appears in the Status drop-down menu.

Change-Status10.png

Change Workflow Diagram Options

Click Cog-Wheel.png at the bottom of the status box to open the ‘Change Workflow Diagram Options’ dialog.

  • Select an SLA Breach Time to set how much time users have to move to the next Status before it is in breach.
  • Select an SLA Breach State Color from the drop-down menu.
  • Select an SLA Breach State Font Color from the drop-down menu.
  • Select the Permissions User Groups / Roles that may update the workflow.

Click Save-and-Close (13).png.to move to the next Status

Change-Status11-1.png

Close the dialog. After making the required changes in the workflow click Save1.png.

Close the workflow diagram pop up by clicking the X in the top right corner. On the Customization page click submit (2).png. Your changes will be saved and a confirmation message will display.

Copy a Workflow

You can save time by copying workflows instead of recreating them from scratch.

To copy a workflow:

  1. Navigate to the ‘Customization’ page.
  2. Click Changes.
  3. Click Status.
  4. Click Open Changes Workflow Diagram window. ‘Change Workflow Diagram’ dialog displays.
  5. Click Copy-To.png.
  6. On ‘Copy Workflow for Change Type…’ dialog select a Changes Type from the Select Change Types drop-down menu.
  7. Click Copy-and-Save.png.
    Change-Status12.png

Your changes will be saved and a confirmation message will display.

More Information

While copying a workflow to another, if you select a Change Type for which a workflow exists, the following alert message displays. In this case, click Yes.png if you want to overwrite the existing workflow with the copied workflow.

Change-Status13.png