Create a change order workflow (Admin)

Overview

  • Creating and customising a change order workflow
  • The individual steps of change order review in Alasco, their Specifics, and the settings that can be made by an admin

 

General

If you want to set up and use a change order workflow in a project, please follow these steps:

  1. Creating the workflow and assigning users
  2. Assigning a default change order workflow to a project
  3. Optionally, assigning different workflows to different contract units

In each project, you can determine whether change orders should be reviewed using a standardised workflow with specifically assigned users, or if any user with the necessary permission should be able to review and edit change orders.
Once you have set up the use of change order workflows in a project, you can assign them to different contract units, similar to invoice workflows.

Note:

You can only use one of the two options (with or without change order workflow) per project.

 

Step 1: Creating a workflow

Under the "Change order workflows" section in the master data, you can view the change order workflows set up in Alasco (the display may vary depending on the user and permissions). Here you can see which workflows have already been created in the account, in which projects they are used, and who is involved in these workflows. Click on the "+ Add" button in the top right corner to create a new workflow. You can delete a workflow by clicking on the three dots on the right side of the screen, provided it is not currently being used in a project. Additionally, you can duplicate the workflow here.

When selecting a workflow, you can enable, disable, or edit the individual steps by clicking on the pencil icon in the top right corner of the corresponding step. Greyed-out fields represent optional and currently deactivated steps. In editing mode, move the slider to the right to activate an inactive step.

In the change order workflow, you can assign specific tasks to users for change order review. The first step, "Enter change order details", cannot be assigned. By default, the "Uploader" option is selected, allowing any user with the necessary permission to create a change order. This user also assumes the respective task in all subsequent steps that use the "Uploader" option.

In Alasco's change order workflow, a total of 6 steps are available, some of which are optional or mandatory.

Click on the pencil icon to assign each step to a person in Alasco. The cover sheet is created during the first "Approve Change Order" step. For each approve change order steps approval stamps can be created and customised here.

Tip:

In the change order workflow article in our Help Centre, you will find a detailed explanation of each step.

Note:

Please note that you can only edit a workflow step if there is currently no active task. Change orders currently in this step will be displayed when you hover over the pencil icon with the cursor. Assignee and the deactivation of the step will become effective only for future tasks.

 

Step 2: Assigning a workflow to a project

Once a change order workflow has been set up in the master data, you can assign it to the desired project in the "Project settings". To do this, select the corresponding workflow as the "default change order workflow" dropdown menu.
Note that a selection is only available if at least one change order workflow has been created according to Step 1.

Nachtragsworkflow_-_Projekteinstellungen.png

The selected change order workflow will be used by default in all contract units in the project.

 

Step 3: Assigning workflow to a contract unit

Once you have assigned a default change order workflow to a project, you can assign a specific change order workflow to each contract unit within the project, deviating from the default workflow.
To do this, select menu item "Costs" then submenu "Contract Units", then choose the corresponding contract unit and click the "Edit" button. Select the respective change order workflow from the dropdown menu.

Please note that only the workflows that have already been set up are available for selection.

 

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