Vault Change Order Roles and Permissions

When I was first learning Vault, I found the written information about ECO’s to be a bit confusing. I was flipping back and forth between different chapters in a book, and occasionally pulling out a completely different book. I did not find solace when using the Autodesk help documentation either. This information should be shown in the same diagram allowing people to see what each role does within a specific ECO state. So I am going to walk you through how to set up the roles and permissions necessary for using the ECO system inside of Autodesk Vault. At the end, there is a handy chart that summarizes which roles are important for each state of an ECO.

The first thing you have to do is assign users to be able to use the change order system. Here is how to do that:

  1. Log into your Vault as an Administrator (if not already done)
  2. Go to Tools-> Administration -> Global Settings
  3. Select the Security Tab
  4. Go into Users (or Groups)
  5. Double click User (or group)
  6. Click Roles
  7. Assign user (or group) Change Order Editor Level 1 or Level 2

This will give a user (or group) access the change order system. Please note: even users who would just be requesting change orders will need Level 1 assigned to them. Users assigned to Level 2 will be able to add or remove information to an ECO in approved status.
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This first procedure gets people into the change order system. It does not set up the specifics of what they can do within the system. It is the ECO Roles and Routing Definitions that define the job of each person participating in an ECO.

A route contains participants with specific roles. Think of it like a list of people that need to be involved in a change order. Before creating a route, try to answer a few questions first:

  • Who in your organization is going to request ECO’s?
  • Who decides if an ECO is valid and should be worked on? (This person will also finalize the ECO in Vault.)
  • Who is going to actually do the work?
  • Who is going to review or check the work?

If the same list of people fill those roles on every ECO, then it will help to create a default routing list.  On the other hand, you may have a few different routes at your organization.  For example, part fitting issues usually go to the Design Engineer, but part availability problems may go through Purchasing.  Vault allows you to predefine one or more routing lists so that it’s easy to choose who will get each ECO when it is created.  In addition, participants can be added to a particular ECO after it has been created.  This comes in handy when, for instance, the V.P. suddenly decides he needs to be kept informed about the progress of a particularly important ECO.

So, with that in mind, here is how you get into managing your routing definitions:

  1. Log into your Vault as an Administrator (if not already done)
  2. Go to Tools-> Administration -> Global Settings
  3. Select the Change Orders Tab
  4. Click Define in the Routing Definitions section
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This is where you can see what routes have already been defined and which ones are active. This is also where you can create new routes or edit existing ones. Editing a route and creating a route are the same, except a new route has to be given a name. Note, however, that editing a route only affects ECO’s created after the routing list has been changed. Existing ECO’s will not inherit the changes.

Here is how to create or edit a route:

  • Select a routing and click Edit (or select New and assign a name)
  • To add a user into routing participants: Select the user name in Change Order Participants click Add>> (If you don’t see a particular user’s name listed here, that user probably doesn’t have either the Change Order Editor Level 1 or Level 2 Role. See the previous section.)
  • To remove a user from routing participants: Select the user name in Routing participants click <<Remove

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Once participants are set up, we need to manage their permissions/roles.

  1. Select the Routing Participant you want to manage
  2. Click Edit Roles
  3. To Add roles: select the desired role(s) in Available Roles and click Add->
  4. To Remove roles: select the unwanted role(s) in Selected Roles and click <-Remove
  5. Click OK when done
  6. Repeat for other Routing Participants, as necessary

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Roles determine what a participant can do within a route. A participant can be assigned more than one role, so they can have multiple responsibilities if desired.  Here is a diagram showing the change order workflow, with descriptions in each state so you can see which roles partake in a specific workflow stage.

 

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For a route to be valid, you need at least one Approver, Change Administrator, and Responsible Engineer. (Please note, this does not mean you need at least 3 participants due to allowing more than one role for a specific participant.)

Note that there are two roles that are not shown in the diagram.  The first is Reviewer.  Reviewers can only view, add, and reply to comments.  The other role not listed is Change Requester.  You do not have to assign a Change Requester in any route.  It is automatically assigned to the person creating the change order.  The Change Requester functions just like a Reviewer.  They are given a different name just so you know who started the ECO.

The diagram above shows the Standard ECO workflow in Vault.  There is, however, one other workflow available, called Check State.  You can activate it in Global Settings:

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The Check State workflow adds a Check state between the Work state and Review state with no other changes made to the ECO process. If you want to have the Check state, the Checker role is required within the route.

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Thank you for your time, and I hope these diagrams help!