Overview
This article explains all setup steps for the example Change Order introduced in Change Order Example: Overview.
It covers how to prepare user roles, configure the Change Order form, set field permissions, and prepare and enable the Approval workflow. For detailed guidance on specific features, see the linked HelpCenter articles under each step.
Once completed, you can use this Change Order form and workflow to create and process Change Order tickets, as described in Change Order Example: Workflow in Practice.
1. Prepare User Roles
You can create new roles as suggested here or adjust the existing roles of involved users if required.
Read more in Create & Manage Roles.
A single user cannot hold multiple roles within the same project. Each user must be assigned exactly one role.
The example roles shown in use-case articles may not match the roles and permissions configured in your account. Ensure that each user’s assigned role aligns with their responsibilities. In some situations, you may need to create an additional role for a user whose responsibilities are unique or do not fit an existing role.
For example, if a user has the role “Project Manager” and is expected to coordinate RFIs and request Submittals, you must either update the “Project Manager” role to include the necessary permissions or create a new role, such as “RFI & Project Manager.”
Role: Requester
The Requester (e.g. General Contractor or Site Manager) needs a role with the following ticket permissions:
- Create: checked
- View: Tickets created by or assigned to the user or their group
- Edit: All tickets the user can view
The role of the requester also needs at least the following approval request permissions:
- Create: checked
- View: Only approval requests where the user is involved
- Edit: Only approval requests created by the user
Role: Reviewer
Reviewers don’t require additional role permissions.
Even free users with the subcontractor user type can review approval requests and the related tickets once the approval workflow started.
2. Create the Approval Workflow
Create an Approval workflow for Change Orders by adding the Reviewers to each step and defining the due dates.
In this example, Step 1 includes an Architect, and Step 2 includes an Investor. Each reviewer has 3 working days to approve or reject the request. The approval makes the Change Order contractually binding.
In Approvals (with redesign from Figma):
Optional: If you want Reviewers to work in parallel, add them to the same step.
Read more in Create & Manage Approval Workflows.
3. Create the List
Create a list for the Discipline field with values such as Architectural, Electrical, Structural.
Read more in Create & Edit Lists.
4. Create the Form
Create a new form in your PlanRadar account with the name Change Order.
Read more in Create & Edit Forms.
5. Configure Form Options
- Keep the default form options for Attachments, Comments and Plan position enabled.
- Enable the Numbering sequence with 'CO' as prefix to automatically generate Change Order IDs (e.g. CO-1, CO-2).
- Enable the Approval workflow option to allow users to approve tickets.
Read more in Form Options.
6. Add Fields
Add all the predefined and custom fields as listed in the following table:
| Field name | Field type |
| Title | Default |
| Discipline | List (select prepared default list 'Discipline') Optional: Allow multi-selection |
| Contract number | Short text |
| Contract date | Date |
| Description of change | Long text |
| Cost impact (EUR) | Number |
| Time impact (days) | Number |
Read more in:
Add a Predefined Field
Create & Add a Custom Field
7. Configure Field Permissions
Configure all field view and edit permissions as follows:
- All involved roles have view permission for all fields.
- Requester can edit all fields.
- Reviewers only participates in the Approval workflow and do not edit fields.
Read more in Field Permissions.
8. Add the Form and Workflow to Projects
Add the Change Order form to any project where you want to use it.
Select the Change Order Approval workflow when adding the form to the project.
Ensure that all reviewers defined in the workflow are already added to the project. Otherwise, you cannot assign the workflow.
Read more in Manage Forms of a Project.
9. (Optional) Add the Form to Favourites
This step is optional but recommended, as it lets users quickly filter tickets for the Change Order form.
Add the Change Order form to your PlanRadar account's favorite forms.
Read more in Manage Favourite Forms.
Comments
0 comments
Please sign in to leave a comment.