Change Control Category Configuration Tips

  • Make sure that all your Roles have users assigned
    • REASON: If you assign a Role that has 0 users assigned to an approval step, stage, task, etc. You will get stuck, as there will no one to sign-off to complete the stage

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  • Make sure that each stage has at least 1 transition
    • REASON: You cannot move to the next stage without a transition, you will get stuck on that Stage.  The only stages that do not need transitions are Final Stages

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  • Include a Final Stage for "Rejected: Closed"
    • REASON: If a Stage is Rejected and you just want to close it, you will want a final stage that will show that the Change Control is closed but was not completed that can be seen in the full-table, so that users do not have to open the Change Control to know that it is closed.  Otherwise, whatever stage that the Change Control was Rejected in will show in the full table.
  • Include a Final Stage for "Completed: Closed" 
    • REASON: When a Change Control is completed the table will display whatever the name of your Final Stage is called. In order to let users know that it has been completed without having them go into the Change Control, it is best to make that clear in the name of the Final Stage so it can be seen in the full-table
  • You cannot loop back in a Change Control without cancelling the workflows for previous stages
    • REASON: Your change control cannot be configured with a circular process flow, you cannot complete Stage 1, Stage 2, and Stage 3, then loop back to Stage 1.  You would need to cancel/revert Stage 3, 2, then 1 and basically start over
  • Make sure that there is at least 1 user that has been assigned to the category that has the "Document Controller" permission
    • REASON: If no Change Control participants have that permission, no one will be able to cancel workflows or make changes to stages that have already been completed if required, you will most likely want this user/group to be Account Super Users.

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  • Only one user can be working in the Change Control at a time
    • REASON: 2 users cannot be working on the same Change Control at once, if another user is working in a change control, you will see their initials in the upper right-hand corner of the Change Control, if you hover over the circled initials you will be able to see who the editor currently is.  If you need to gain access you can make a request to that user by clicking on their circle and clicking on the "Request Edit Control" button.

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The other user can accept or deny your request.

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