- Creating and Customizing a Change Order Workflow
- The Individual Steps of Change Order Review in Alasco, Their Specifics, and the Settings that Can be Made by the Admin
If you want to set up and use a change order workflow in a project, please consider the following steps:
- Creating the workflow and assigning users
- Assigning a default change order workflow to a project
- Optionally, assigning different workflows to different contract units
In each project, you can determine whether change orders should be reviewed using a standardized 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.
You can only use one of the two options (with or without change order workflow) per project.
Step 1: Creating a Workflow
Under the "Workflows" section in the master data, you can view the change order workflows set up in Alasco under the "Change Order Workflow" tab (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 using the trash can icon on the right side of the screen, provided it is not currently being used in a project.
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. Grayed-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 customized here.
In the change order workflow article in our Help Centre, you will find a detailed explanation of each step.
If a workflow step has active tasks, the number will be displayed on the top right of that step. When changes to steps with active tasks take effect, depends on the change. Assignee and minimum invoice amount changes, as well as the deactivation of the step will become effective only for future tasks. Changes to stamps, however, are immediately applied.
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.
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
Sobald Sie einem Projekt einen standardmäßig verwendeten Nachtragsworkflow zugeordnet haben, können Sie jeder Vergabeeinheit des Projekts einen eigenen Nachtragsworkflow, abweichend vom Standardworkflow zuordnen.
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.