Internal change action workflow - HxGN SDx - Update 64 - Administration & Configuration

Revise documents linked to the action

Creates a new revision of the documents linked to the action.

If the revision is successfully created, the next step is Assign preparation step. Otherwise, it is Correct document revise failure.

Yes

This step is needed to ensure a new revision of the document is created.

This is particularly important when this workflow is run at the project scope. The revise creates the new revision at the project level.

Correct document revise failure

Allows the submitter of the internal change action to either correct the issues that caused the document revision to fail or reject the internal change action.

If the user resolves the issue, the next step is Revise documents linked to the action. If the user decides to cancel the change action, the next step is Set Status to closed.

Yes

This step is needed as, otherwise, the revision failure cannot be fixed.

Assign preparation step

Assigns a step to prepare the internal change action to the submitter.

The next step is Add content, markup and comments.

No

Add content, markup and comments

Allows the submitter of the internal change action to relate addition items to the change action and use markup to indicate the changes being requested.

The next step is Validate ToUser or ToRole.

No

Validate ToUser or ToRole

Checks whether To User or To Role has been selected in the Create form. If not, the user is informed and prevented from completing this step.

The next step is Validate From User and To User are not same.

Yes

This step is needed, as otherwise, the action does not have a recipient to get a response.

If removed, the Assign the implemented step step needs to be replaced, as the step requires a to user or to role.

Validate From User and To User are not same

Checks if the From User and To User are the same. If yes, the user is informed and prevented from completing this step.

The next step is Validate Action Has Primary Doc.

Yes

This step is needed to ensure the reviewer is not the same user as the submitter.

If removed, the Assign the implemented step step needs to be replaced, as the step requires a To User or To Role.

Validate Action Has Primary Doc

Checks that the action has a related primary document.

The next step is Generate primary document PDF renditions.

Yes

This step is needed to ensure a document is related.

The purpose of this workflow is to manage the update of a document. Therefore having a related document will always be mandatory.

Generate primary document PDF renditions

Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the primary document of the action.

If the PDF is successfully created, the next step is Generate reference document PDF renditions. Otherwise, the next step is Correct PDF generation failure.

Yes

This step is needed to provide an audit trail and capture the markups related to the change action.

It allows the recipient to understand what the request involves.

Generate reference document PDF renditions

Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the reference document of the action.

If the PDF is successfully created, the next step is Set action status to issued. Otherwise, the next step is Correct reference PDF generation failure.

Yes

This step is needed to provide an audit trail and capture the markups related to the change action.

It allows the recipient to understand what the request involves.

Set action status to issued

Changes the status of the internal change action to Issued.

If this step is removed, the change action status will not be modified.

The next step is Assign the implemented step.

Yes

If this step is removed, the action status will not be modified.

Assign the implemented step

Assigns the implemented step to the To User or To Role recipients.

The next step is Implement the requested change.

Yes

This step is needed to ensure that the target user is set, otherwise, there will be no recipients.

Implement the requested change

Allows the recipient to check out the documents, and implement the changes, before checking in the new files.

If accepted, the next step is Generate response reference document PDF renditions. Otherwise, the next step is Set action status to rejected.

Yes

This step is needed so that the recipient can act upon the request.

Generate response reference document PDF renditions

Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the response of the action.

If the PDF is successfully created, the next step is Assign the review to the From user of the action. Otherwise, the next step is Correct response reference PDF generation failure.

Yes

This step is needed to provide an audit trail and capture the markups related to the change action.

It allows the recipient to understand what the request involves.

Set action status to rejected

Changes the status of the internal change action to Rejected.

If this step is removed, the change action status will not be modified.

The next step is Assign to the requester.

Yes

If this step is removed, the action status will not be modified.

Assign to the requester

Assigns the rejection review step to the submitter.

The next step is Review the reason for rejection.

Yes

This step is needed to ensure that the target user is set, otherwise, there will be no recipients.

Review the reason for rejection

Allows the submitter to review the reason why the change action was rejected. They can choose to revise the change action or cancel it.

If accepted, the next step is Revise the action - Review Rejection Reason Path. Otherwise, the next step is Revert changes.

No

Revise the action - Review Rejection Reason Path

Creates a new revision of the action, and attaches the latest document version to the new revision.

The next step is Set action status to reserved.

Yes

This step is needed to ensure a new revision of the action is created.

Set action status to reserved

Changes the status of the internal change action to Reserved.

If this step is removed, the change action status will not be modified.

The next step is Add content, markup and comments.

No

Revert changes

Removes the changes from the documents as the change action has been canceled.

The next step is Set action status to closed.

Yes

This step is needed to ensure the original document is unchanged.

Set action status to closed

Changes the status of the internal change action to Closed.

If this step is removed, the change action status will not be modified.

This is the last step in the workflow.

Yes

If this step is removed, the action status will not be modified.

Assign the review to the From user of the action

Assigns the review to the submitter of the action.

The next step is Review the requested change.

No

Review the requested change

Allows the submitter to review the change they requested.

If accepted, the next step is Assign a review to the approvers. Otherwise, the next step is Generate review reference document PDF renditions.

No

Generate review reference document PDF renditions

Generates a PDF rendition and relates the PDF rendition to the document rendition for any files attached to the review reference document of the action.

If the PDF is successfully created, the next step is Revise the action – Requester Review Rejection Path. Otherwise, the next step is Correct review reference PDF generation failure.

Yes

This step is needed to provide an audit trail and capture the markups related to the change action.

It allows the recipient to understand what the request involves.

Revise the action – Requester Review Rejection Path

Creates a new revision of the action, and attaches the latest document version to the new revision.

The next step is Generate primary document PDF renditions with review comments.

Yes

This step is needed to ensure a new revision of the action is created.

If this step is removed, there will be no audit trail of the changes visible to the users reviewing the action.

Generate primary document PDF renditions with review comments

Generates a PDF rendition including the review comments and relates the PDF rendition to the document rendition for any files attached to the primary document of the action.

If the PDF is successfully created, the next step is Assign the implemented step. Otherwise, the next step is Correct rework PDF generation failure.

Yes

This step is needed to provide an audit trail and capture the markups related to the change action.

It allows the recipient to understand what the request involves.

Assign a review to the approvers

Assigns the review to the approvers of the action.

The next step is Perform review as an approver.

No

Perform review as an approver

Allows the submitter to perform the review as an approver.

The next step is Voting.

No

Voting

Decides if the workflow should go down the accept path or the reject path based on the responses from the approval steps.

If accepted, the next step is Is Merge required. Otherwise, the next step is Generate review reference document PDF renditions.

No

Is Merge required

Checks to see if a merge is required.

If a merge is required, the next step is Are the documents mergable. If no merge is required, the next step is Sign Off latest version of primary documents No Merge.

Yes

If executed on the project level, this step is mandatory before merging the document back to the plant scope.

This step is required to identify any conflicts that need to be resolved before the merge happens.

Sign Off latest version of primary documents No Merge

Signs off the latest version of the primary documents (in this configuration).

The next step is Set status to closed – Rendition Fail Path.

Yes

Documents can also be merged to the plant in the Working state, but we recommend that you perform the sign-off in the project.

Are the documents mergable

Checks to see whether the documents are mergable.

If accepted, the next step is Sign Off latest version of primary documents. Otherwise, the next step is Resolve merge problems.

Yes

Resolve merge problems

Allows the submitter to resolve the issue that prevented the merge.

The next step is Review the requested change.

Yes

Required to resolve any merge conflicts.

Sign Off latest version of primary documents

Signs off the latest version of the primary documents (in this configuration).

The next step is Merge latest version in this project to as built.

Yes

Documents can also be merged to the plant in the Working state, but we recommend that you perform the sign-off in the project.

Merge latest version in this project to as built

Merges the latest version of the document to the plant configuration.

If the merge is successful, the next step is Set Status to closed - Success Path. Otherwise, the next step is Correct merge failure.

Yes

Without this step changes will not be merged to the plant.

Set status to closed – Rendition Fail Path

Changes the status of the internal change action to Closed.

If this step is removed, the change action status will not be modified.

This is the last step in the workflow.

Yes

If this step is removed, the action status will not be modified.

Set Status to closed - Success Path

Changes the status of the internal change action to Closed.

If this step is removed, the change action status will not be modified.

This is the last step in the workflow.

Yes

If this step is removed, the action status will not be modified.

Set status to closed – Rework Rendition Fail Path

Changes the status of the internal change action to Closed.

If this step is removed, the change action status will not be modified.

This is the last step in the workflow.

Yes

If this step is removed, the action status will not be modified.

Set Status to closed – Merge Fail Path

Changes the status of the internal change action to Closed.

If this step is removed, the change action status will not be modified.

This is the last step in the workflow.

Yes

If this step is removed, the action status will not be modified.

Set status to closed – Revise Fail Path

Changes the status of the internal change action to Closed.

If this step is removed, the change action status will not be modified.

This is the last step in the workflow.

Yes

If this step is removed, the action status will not be modified.

Correct PDF generation failure

Allows the submitter of the internal change action to either correct the issues that caused the PDF generation to fail or cancel the internal change action.

If the user resolves the issue, the next step is Generate primary document PDF renditions. If the user decides to cancel the change action, the next step is Set status to closed – Rendition Fail Path.

Yes

If this step is removed, any issues when generating the PDF cannot be resolved.

Correct reference PDF generation failure

Allows the submitter of the internal change action to either correct the issues that caused the PDF generation to fail or cancel the internal change action.

If the user resolves the issue, the next step is Generate reference document PDF renditions. If the user decides to cancel the change action, the next step is Set status to closed – Rendition Fail Path.

Yes

If this step is removed, any issues when generating the PDF cannot be resolved.

Correct response reference PDF generation failure

Allows the submitter of the internal change action to either correct the issues that caused the PDF generation to fail or cancel the internal change action.

If the user resolves the issue, the next step is Generate response reference document PDF renditions. If the user decides to cancel the change action, the next step is Set status to closed – Rendition Fail Path.

Yes

If this step is removed, any issues when generating the PDF cannot be resolved.

Correct review reference PDF generation failure

Allows the submitter of the internal change action to either correct the issues that caused the PDF generation to fail or cancel the internal change action.

If the user resolves the issue, the next step is Generate review reference document PDF renditions. If the user decides to cancel the change action, the next step is Set status to closed – Rendition Fail Path.

Yes

If this step is removed, any issues when generating the PDF cannot be resolved.

Correct rework PDF generation failure

Allows the submitter of the internal change action to either correct the issues that caused the PDF generation to fail or cancel the internal change action.

If the user resolves the issue, the next step is Generate primary document PDF renditions with review comments. If the user decides to cancel the change action, the next step is Set status to closed – Rework Rendition Fail Path.

Yes

If this step is removed, any issues when generating the PDF cannot be resolved.

Correct merge failure

Allows the submitter of the internal change action to either correct the issues that caused the merge to fail or cancel the internal change action.

If the user resolves the issue, the next step is Merge latest version in this project to as built. If the user decides to cancel the change action, the next step is Set status to closed – Merge Fail Path.

Yes

If this step is removed, any issues when carrying out the merge cannot be resolved.