Change order process in Vault Professional - Routing list

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A requirement for a change order process

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

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

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These are roles that are separate from the Vault roles.

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

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such as for different products.

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

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

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

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

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The following are the roles in the routing list,

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

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

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and have access to the files.

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The change administrator is the administrator of the change order.

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They have the most power in the change order process.

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

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and therefore, is making the change or changes requested.

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A reviewer can view and comment only.

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Some companies use this, some don't.

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

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

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

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then all defined approvers on the routing list

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

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

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that means closed and released.

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

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

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

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

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

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

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

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First, go into Tools, Administration,

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

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

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

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Here on the left are the Vault users available

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

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We'll start with the administrator.

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

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

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Then, click OK.

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Next Approver, it will add the role of approver

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

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

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That means, that both the approver and the engineer

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need to review the change order at the Review state.

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

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

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Click OK, when finished.