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117 changes: 30 additions & 87 deletions content/applications/inventory_and_mrp/plm/management/approvals.rst
Original file line number Diff line number Diff line change
Expand Up @@ -15,51 +15,56 @@ premature actions.
.. seealso::
:ref:`Stage configuration <plm/eco/stage-config>`

Add approver
============
Add approvers
=============

To add an approver, first go to the :menuselection:`PLM app`, and click on the project card of an
ECO type to open the Gantt view of the |ECOs|.
|ECO| type to open the Gantt view of the |ECOs|.

On the :guilabel:`Engineering Change Orders` page, hover over the intended stage, and select the
:guilabel:`⚙️ (gear)` icon. Then, click :guilabel:`Edit` to open a pop-up window.
:icon:`fa-gear` :guilabel:`(Actions)` icon. Then, click :guilabel:`Edit` to open a pop-up window.

.. note::
Approvers can be added to any stage, but it's strongly recommended to assign them to the
*verification* stage, which comes before the *closing* stage, where |ECOs| are applied, and the
:abbr:`BoM (Bill of Materials)` version is updated.
Approvers can be added to any stage, but they are most essential in the *verification* stage,
before the final *closing* stage which applies the |ECO| and updates the :abbr:`BoM (Bill of
Materials)`. This allows stakeholders to control how and when changes are made.

See the documentation about :ref:`stage types <plm/eco/stage-config>` for more information.

In the :guilabel:`Edit` stage pop-up window, click the :guilabel:`Add a line` button, located under
:guilabel:`Approvals`. Then, type in the position or title of the approver under :guilabel:`Role`
(e.g. `Engineering Manager`, `Quality Team`, etc.), and select the relevant :guilabel:`User` from
the drop-down menu.

.. _plm/approvals/approval-type:

In the :guilabel:`Edit` stage pop-up window, click the :guilabel:`Add a line` button, located under
:guilabel:`Approvals`. Then, type in the approver's position (or title) under :guilabel:`Role` (e.g.
`Engineering Manager`, `Quality Team`, etc.), and select the relevant :guilabel:`User` from the
drop-down menu.
Approval types
--------------

Next, set the :guilabel:`Approval Type` to :guilabel:`Is required to approve`, :guilabel:`Approves,
but the approval is optional`, or :guilabel:`Comments only`.

.. example::
Assign the `CTO`, "Mitchell Admin," as a required approver for |ECOs| in the `Validated` stage in
the `New Product Introduction` ECO type.
the `New Product Introduction` |ECO| type.

Approvals from the quality and marketing teams are **not** required to apply changes to the |ECO|
because their :guilabel:`Approval Type` is set to :guilabel:`Approves, but the approval is
optional` and :guilabel:`Comments only`, respectively.

.. image:: approvals/approvers.png
:align: center
:alt: Set an approver that "Is required to approve" ECOs in the "Validated" stage.

Manage approvals
================

Approvers can easily track their to-do approvals by navigating to the :menuselection:`PLM app`, and
looking at the card for an ECO type, which shows the count of open tasks assigned to them.
Approvers can track their to-do approvals by navigating to the :menuselection:`PLM app`, and
selecting the card for an |ECO| type, which shows the count of open tasks assigned to them.

Here's what each button on an ECO project card does:
.. image:: approvals/validation-overview.png
:alt: Display count of validations to-do and buttons to open filtered list of ECOs.

Here's what each button on an |ECO| project card does:

#. The :guilabel:`# Engineering Changes` button displays a count of in-progress |ECOs| of this ECO
type. Clicking the button opens the Gantt view of the :guilabel:`Engineering Change Orders` page.
Expand All @@ -72,13 +77,13 @@ Here's what each button on an ECO project card does:
Clicking on the button displays all the |ECOs| to approve, and apply changes to, in the
verification stage.

|ECOs| marked with the green :guilabel:`Done` stage have already been approved, and the user just
needs to click on the |ECO| to enter the form view, and click the :guilabel:`Apply Changes`
button.
|ECOs| marked with the green :guilabel:`Done` stage have already been approved, and the user needs
to click on the |ECO| to enter the form view, and click the :guilabel:`Apply Changes` button.

.. image:: approvals/validation-overview.png
:align: center
:alt: Display count of validations to-do and buttons to open filtered list of ECOs.
.. tip::
|ECO| approvals can be accessed, managed, and follow-up actions scheduled through *Activities*.
See the :doc:`Activities documentation <../../../essentials/activities>` to learn more about
integrating management workflows.

Approve ECOs
------------
Expand All @@ -93,68 +98,6 @@ Note that the :guilabel:`Apply Changes` button will **not** work unless the :gui
button was clicked first. Additionally, the chatter logs the history of the clicked buttons.

.. warning::
When the :guilabel:`Approval Type` is **not** set to :guilabel:`Is required to approve`, approval
from the associated user is not needed before applying changes with the :guilabel:`Apply Changes`
button. Thus, the :guilabel:`Apply Changes` button **will work** without requiring the
:guilabel:`Approve` button to be clicked first.

Automated activities
--------------------

When an |ECO| is moved to a verification stage, a planned activity is automatically created for
assigned approvers to review the |ECO|. Approvers receive a notification in their activities inbox,
accessible through the :guilabel:`🕘 (clock)` icon at the top of the page.

In the to-do task list, the :guilabel:`Engineering Change Order (ECO)` notification displays the
number of activities marked :guilabel:`Late`, :guilabel:`Today`, and :guilabel:`Future`. Clicking on
each of these buttons shows a filtered Gantt view of the respective |ECOs|.

.. example::
Scheduled activities are shown as a number on the :guilabel:`🕘 (clock)` icon, with `5` |ECOs|
pending approval :guilabel:`Today`. Currently, there are `0` :guilabel:`Late` or
:guilabel:`Future` |ECOs|.

.. image:: approvals/todo-list.png
:align: center
:alt: Show scheduled approvals notifications for the user.

By clicking a pending |ECO|, a *planned activity* for :guilabel:`ECO Approval` is recorded in the
chatter. Click on the :guilabel:`i (Info)` icon to view additional information, including the
approval's :guilabel:`Created` date, the approver :guilabel:`Assigned to` it, and the due date.

.. image:: approvals/planned-activity.png
:align: center
:alt: Show additional details of the planned ECO approval.

Follow-up activities
~~~~~~~~~~~~~~~~~~~~

When |ECOs| are rejected, tasks need to be assigned to project members for required modifications
before |ECO| approval. To create tasks with deadlines, navigate to the rejected |ECO| form, and go
to the chatter.

Select the :guilabel:`Mark Done` button in the :guilabel:`Planned Activities` section of the chatter
to close the activity, and open a pop-up window for creating tasks.

.. image:: approvals/mark-as-done.png
:align: center
:alt: Show *Mark Done* window to show *Done & Schedule Next*, *Done*, and *Discard* buttons to
close the planned activity.

In the :guilabel:`Mark Done` window, click :guilabel:`Done & Schedule Next` to open a new
:guilabel:`Schedule an Activity` window. Next, set the :guilabel:`Assigned to` team member and the
:guilabel:`Due Date` for completing the changes. Provide task details in the :guilabel:`Summary`
field and the text box. Click the :guilabel:`Schedule` button to close the window.

After closing the window, on the |ECO| form, move the |ECO| back one stage. Doing so ensures that
when the team member completes the changes, and returns the |ECO| to the verification stage, a new
:guilabel:`ECO Approval` task is created for the approver.

.. example::
The approver creates an activity for the :guilabel:`Responsible` of the |ECO|, `Laurie Poiret`,
that details the changes required for the approver to :guilabel:`Accept` the |ECO|. Clicking the
:guilabel:`Schedule` button creates a planned activity for Laurie due on `08/15/2023`.

.. image:: approvals/schedule-an-activity.png
:align: center
:alt: Create a scheduled activity for follow-up changes to a rejected ECO.
If no approver has the :guilabel:`Is required to approve` approval type, the :guilabel:`Apply
Changes` button **will work** without requiring the :guilabel:`Approve` button to be clicked
first.
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