Important Characteristics of a Change Order Packet

• A document cannot be assigned to multiple Change Order packets at the same time. Documents become available only after a Change Order Packet is marked complete. However, the packet does not have to be closed for the affected documents to be available for another Change Order.
• Activities are created as either parent activities or as child activities. The parent activity is the main activity that is designated upon creating the Change Order Packet. Child activities are the individual document activities that are attached to the Change Order packet (referred to as packet documents).
• The Change Order Document (Master Document) that is uploaded when adding a change order is considered a child activity and contains individual review activities. This allows for updating during the routing process.
• There are two possible routing options for a Change Order packet: pre-review and formal review. Pre-review is an optional routing, while formal review is a required routing.
• Both types of routing can occur as often as necessary until the documents are completed. Activities from prior routings must be deleted in order to generate activities for subsequent routings.
• Formal review allows for grouped routing only.
• E-mails are sent if a user’s record designates e-mail notification. The e-mail contains a link directing the user to their My Activities page that will display only the Change Order activities and not the entire Activity page for the user. They can also add the task to their Outlook calendar, which will link the user to the Activity Detail page of the Change Order. Selecting the My Activities  link within TMS will display all activities for the Change Order.
• Once a Change Order is completed, the documents can be attached to another Change Order. However, the Change Order does not have to be closed.
• Affected documents can be added to and deleted from a Change Order packet until the packet moves into signature stage.
• Reviewers and signers can be added or removed any time during the routing stages.
• To assign a Change Order to a particular location, you must have permission to that location. Refer to Permission Groups for additional information on setting up permissions.
• If using PDF conversion, documents will be converted to PDF before being approved. Refer to Document Conversion for additional information on using PDF conversion and electronic signatures.
• When viewing the document list, any affected document associated to a Change Order will contain a Change Order icon . Selecting this icon links the user directly to the Change Order General tab.
• If users are inactivated, their completed activities will continue to display on the Change Order.
• When documents are attached to Change Orders, the standalone routing steps located on the Administrator tab of the documents will be grayed out. Links to the Change Order are available on both the Administrator and General tabs.