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Change Lifecycle Phase Configuration

Note: You must be a Propel Administrator to perform this configuration.

This article assumes that basic configurations have already been implemented for your org (please see Basic Propel Configuration Tasks if not).

Configuring Phases allow specific features and requirements to be added to different parts of the Change Lifecycle. This article will help you configure (create, edit, clone, and delete) the components of a Change Lifecycle.

A. Phases

B. Phase Transitions

C. Approver Definitions

D. Categories (associated with the Lifecycle)

 

How to Navigate to the Lifecycles Tab

Go to the Lifecycles tab or go to the App Launcher and select Lifecycles

Select a Lifecycle with Type = Change

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A. Phases 

Configure a Lifecycle’s components. Create, clone or delete phases and edit current restrictions and characteristics of each phase.

A few things to keep in mind when making changes to a lifecycle:

  • Change phases (the chevrons on the change order) are inserted when a Change is created. If a phase is added or removed after the Change is created, that Change won’t automatically adjust.
  • Each Change phase references the phase record on the lifecycle.  If the phase settings are changed  (e.g. Edit Allow Group, Edit Drafts, etc.), those changes take effect immediately.
  • Inserting and deleting phases may make some phase transitions invalid.  If you are unable to move a Change after adding or deleting a phase, you may need to go back to the lifecycle and check your phase transitions but the new transitions you set up may not be compatible with both the “old” and the “new” phase configurations.
  • To avoid issues, we recommend closing out all Changes prior to adding or removing lifecycle phases.  If it does not make sense to close out all open Changes, we recommend creating a new lifecycle with a new category.  Any new Changes will go to the new category and once all the old Changes are processed, you can rename the category or inactivate the category so it can’t be chosen.

Go to the Related tab, under Phases section click New, or select the downward carrot and then click Edit on an existing transition.

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Required Fields: Use API names to designated fields making them required to exit the phase.

  • Tip: Copy the fields forward to subsequent phases to ensure that the required fields continue to remain filled in throughout the lifecycle.

Change Phase Behavior vs Change Edit Behavior

  • Phase Behavior outlines the characteristics of the phase, e.g. if the phase should have approval required, which phase to automatically move to after approval or rejection, or if the approval process is only contingent on the first approver.
  • Edit Behavior outlines what actions users are allowed to take. Each tab has an edit switch that can be turned on, as well as the option to restrict editing/deleting to specified public groups.

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Tips:

  • Hover over (i) for explanations and examples of the configuration.

Best Practices:

  • For changes, when configuring your approval phase(s), lock down the change to minimize any edits so that the approvers are reviewing and approving the same information.
  • If you do want to allow edits during approval, restrict the ability to a minimal set of users. 
    • Note: The Edit Allow Groups should be a superset of or the same as Edit During Approval Allow Groups. 
    • Use the Edit Affected Items Tab to allow editing the values in the affected items table.
    • Use the Edit Affected Items Tab During Approval to allow adding and removing affected items.

Note: Edit Allow Groups accepts a comma-separated list of public group API names, or the keyword Owner. Only the users in the public group are allowed, not any sub-groups or users in sub-groups. 

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B. Phase Transitions

Phase Transitions are the lists of allowed manual next phases. Phases must already be created to use in Phase Transitions.

Go to the Related tab, under Phase Transitions section click New, or select the downward carrot and then click Edit on an existing transition. On the Details tab, you can also use the Lifecycle Phase Transitions section to add multiple Phase Transitions at once.

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Enter From Phase

Enter To Phase

To unrelease Affected Items during this transition, check Unrelease Affected Items 

To restrict manual phase transitions to members of a group, assign public group name to Allow Phase Transition Group

Best Practices:

  • For auto-advance phases (i.e. A → B), do not set a manual Phase Transition from A to B.
  • Do not create a manual phase transition that skips the phase that releases affected items, because the affected items will not get released.

Tip: For an example of Change Phase Transitions, please see Section F, Subsection 3 of the following article: https://propelplm.zendesk.com/hc/en-us/articles/115001243508-Basic-Propel-Configuration-Tasks

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C. Approver Definitions

Approver Definitions are public groups assigned to approve a certain phase.

Go to the Related tab, click New in the Approver Definition section or select the downward carrot and then click Edit on an existing definition.

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Enter Public Group

Enter Phase

Check First Response to have group approval based on single, first response.

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D. Categories (associated with the Lifecycle)

Go to the Related tab, under Categories section click New, or select the downward carrot and then click Edit on an existing category.

Enter Category Name

For subcategories, enter top category in Parent field

If desired, enter Autonumber

Set Type to “Change” (for Change Lifecycles)

To use the non-default fieldset (Affected_Items) for the Affected Item (AI) tab on Change, enter a fieldset API name in AI Fieldset.

Check Is Descriptive Change for changes that do not create new drafts of affected items (and do not expire).

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Note: For more help on creating a new Category, please see the following article: https://propelplm.zendesk.com/hc/en-us/articles/115006577288-Create-Category-Hierarchy

 

 

 

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