Change Status of Drawing

The Drawing Status Change Approval Workflow workflow controls the approval requests for changes to the Status Code field in the General FastTab in the Drawing Card page.

If you do not need an approval for every type of status change, you can set conditions in the workflow to specify which changes to track. If you do not specify these fields, then approvals will be sent whenever a change is made. Step 2 provides information about adding conditions to the workflow.

Examples of conditions

The Drawing Status Change Approval Workflow workflow can be set with conditions by the Drawing and the Drawing Status to determine which status change will prompt a request. Examples of condition settings that will create the requests are described in the following table.

To Drawing FastTab Drawing Status FastTab Filter Name Entry
Track all status changes made to a Drawing
Track only when the Status Code in a Drawing is changed from DEVELOPMENT to any other status ✗ Status Code DEVELOPMENT
Track only when the Status Code in a Drawing is changed to one that has a Drawing Status set with Valid = Yes ✗ Valid Yes

Drawing Status Change Approval Workflow

The general process for approving a drawing status change with an approval workflow is:

  1. Create the Drawing Status Change Approval Workflow workflow from the template.
  2. Choose specific statuses to require approval requests.
    1. On the first line of the workflow, choose (View filter details) in the On Condition field.
    2. In the Event Conditions page, enter the information to be tracked (see Examples of conditions).
    3. Choose the OK button.
  3. Assign the approval user or group of users.
  4. Set the additional authentication if required.
  5. Enable the workflow.
  6. Open a drawing.
  7. Change the Status Code field.
  8. A message opens stating that a drawing status change request was sent for approval. If notifications are set up, the approval user(s) receives notification of the approval request. Choose the OK button to close the message.
  9. The Status Code field becomes non-editable.
  10. The approval user opens the Drawing Card page or the Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.
  11. The Status Code field of the drawing is changed to the selected status.

Cancel approval requests

A user can cancel an approval request by choosing the Cancel Approval Request action on the Request Approval menu.

Manage approval requests

A designated user can approve, reject, or delegate an approval request by choosing the action from the Approve menu. They can also add any necessary comments for the response to the request.

Designated users can also choose the Lightbulb that opens the Tell Me feature icon, enter Requests to Approve, and then choose the related link. In the Requests to Approve page, they will see their pending approval requests and can manage each request individually. They can choose Home > Open Record to view the drawing requesting the change and could then complete the approval directly in the Drawing Card page.

View approval entries

The Approval Entries FactBox shows the status of an approval request as well as the number of unfinished approvals, the date and time the approval request was sent, and the details of the approval request.

To see complete information about the approvals, choose the Approval Entries action on the Request Approval menu.

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