Switching an existing item to a different type

Last update 2017-07-03

An item's assigned Part Type or Document Type permanently defines that item's attributes and behaviors. These include how the item number is assigned, its revision format and custom attributes, whether it displays a References or Files list, and similar rules. After the item is created, its Type cannot be changed. However, if you discover the original item has been assigned the wrong Type, its data can be copied into the correct Type to replace the original item.

This application note describes how to entirely replace an item with a similar item using a different type:

  • Convert an existing item to a new Part Type or Document Type that will replace the original.
  • Use the new item wherever the previous item has been used in BOM, Sources and References lists. If you wish, move the original part or document Number to the new item.
  • Process a change form to update the affected items.

Before using this procedure, you should understand the effects of converting an item; enabling the Administrator override preference; and removing or canceling the original item. See the help topics mentioned.

Convert your item into the preferred type

  1. Open the saved item that you want to convert. We'll call this the old item.
  2. On the Edit menu, select the Snapshot Convert command. Select the desired type of the new item. The old item data is copied into the new item record with the new type's rules.

  3. Assign the new item a part number or document number.

    • If you want the new item to use the number that's been assigned to the old item, then modify the copied number on the new item to make it unique. For example, if the old item number is 123456, then add a temporary suffix to the copied value, like 123456-NEW.

    • If you don't want the new item to use the old item number, then replace the copied number with a new number.

  4. Continue editing the new item as needed, then lock the record (F2).

Replace your old item

Replace the old item on higher-level pending or released parent items using one of the following options. The parent items are shown on the Appears On lists of the old item. If there are no parent items shown on any of the old item Appears On lists, then skip steps 1 and 2 and just do step 3.

Option A. Replacing an old item that's never been released

If the old item has only one iteration, and that iteration is in a Pending state:

  1. Remove the old item from any in-process change forms that it appears on.

    You may need to move the change form state to Submitted or Originated using the Process menu. If the change form is no longer needed, then delete the change: Item menu | Remove Object command.

  2. On each pending parent item's BOM, Sources and References lists, remove the old item and add the new item.

  3. If you want the new item to use the number that's been assigned to the old item, then:

    1. Select the old item and then select the Item menu | Remove Object command to detete the item.

    2. Unlock the new item. Remove the temporary suffix so that it now uses the old item number (123456).

Option B. Replacing a released or canceled old item

If the old item has at least one Released or Canceled iteration:

  1. Remove the old item from any in-process change forms that it appears on.

    You may need to move the change form state to Submitted or Originated using the Process menu. If the change form is no longer needed, then delete the change: Item menu | Remove Object command.

  2. On each parent's BOM, Sources and References lists, remove the old item and add the new item.

    Create a new pending iteration for each released parent item. Ignore all canceled parent iterations.

  3. If you want the new item to use the number that's been assigned to the old item, then:

    You must have a role with administrator permissions to perform these steps.

    1. Use the Tools menu | Preferences... command to open the Preferences window. Unlock the window, mark the Administrator override preference and lock the window.

    2. Unlock the old item record, and replace the current number (for example, 123456) with a similar value that tells users that the item isn't useable, such as 123456-ERROR or OLD-123456. Lock the item.

    3. In the Preferences window, clear the Administrator override preference and lock the window.

    4. Unlock the new item. Remove the temporary suffix so that it now uses the old item number (123456). Continue editing the new item as needed, then lock the item.

Process the affected items

Process a change form for the items that are affected by these activities:

  • Release the new item.
  • Release any parent items that have been revised, replacing the old item with the new item.
  • Cancel the previously released old item, if it wasn't removed earlier. This blocks its use on other parent items.

You can cancel the old item on the same change form that releases the new item and the parent items' pending iterations.

Help guide topics

This application note was relevant to the PDXpert software release that was current at time of publication. Product changes since that time may affect its utility. We'd be happy to assist you in assessing the applicability of this note to your situation.

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