Groups

Purpose

Identifies each unique responsibility in your change review process, and the users who represent that responsibility. A responsibility may be shared within a team (e.g., engineering, manufacturing, marketing) or assigned to an individual (quality manager, purchasing director).

Where used

Change form and related workflow

Data fields

General tab

Name
This is the complete name for the group.
Description
This describes the group and its function.

Persons tab

Assign a group representative by dragging a record from the Persons collection, and dropping it onto the list area.

Setup suggestions

Change form reviewers

To be able unlock the change form and provide a response, the reviewing person must be assigned a full-function license.

Create the groups that participate in your change workflow:

  • Departments are formal organizational divisions, and reflect general product responsibilities: engineering, manufacturing, procurement, marketing.
  • Ad hoc or cross-departmental groups reflect what a person does: program manager, design engineer, quality manager, production supervisor, CM analyst. Since a person can be assigned to more than one department/group, you may have program managers in marketing and manufacturing, or engineers in engineering and manufacturing.
  • An individual may have a unique responsibility (e.g., engineering vice president) and therefore may be the only reviewer for a group.
  • Groups can be used to assign frequently-used sets of observers.

Some persons may review on behalf of more than one group, and can be added to each of those groups.

Every person in a group receives that group's change workflow notices. The first person to review the change is responding on behalf of the entire group.

If there's no one assigned as a group reviewer, then the group can't be added to a change form's workflow.

Group reviewer permission

A person who is assigned to a change form's reviewing group has permission to view the change and its affected items. This expands the viewing permissions of the person's assigned role.

Group reviewer permission is equivalent to applying these Roles collection permissions to the change form's affected items:

  • Document View pending, View released, View canceled checkboxes
  • Part View pending, View released, View canceled checkboxes
  • Change form View unreleased and View released checkboxes

For example, if the user's assigned role allows only View released permission, the user can view the change, as well as each affected item's pending and canceled iterations. This expanded permission allows viewing and providing change responses. It doesn't change the user's Create new, Is an analyst or Manage as administrator permissions, nor can it override read-only user account restrictions.

The group reviewer permission expands users' assigned roles only while they're assigned to the group. Users added to the group can view items previously reviewed by the group. Users removed from the group's Persons list will return to their assigned role's normal permissions. This may prevent users from viewing items they've previously viewed and approved.

Group reviewer permission allows access to items listed on the change form, but doesn't apply to related items. For example, an assembly listed on a change may be viewed, but if none of its BOM items are on the change, then these cannot be viewed unless other permissions allow viewing.

Change form observers

If your change workflow has a consistent set of observers, you can create a group of these persons. When you have many change form templates, it may be easier to edit one group than all of the templates.

2017

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Help Guide Contents [PDF]