My Change Request | eptos Dictionary Documentation

Overview

A Change Request is a business object representing a proposal by a user to change the existing structure. It can be a correction, enhancement or even a deletion of something that is identified by the requestor as wrong.

Change Requests usually undergo an approval workflow before they are released.

Following their release, depending on how the dictionary is configured, Structure Elements may be deleted in dictionaries configured as direct edit, or they can be deprecated.

In case of deletion, they are permanently removed from the database.

In case of deprecation, Structural Elements can be withdrawn, as well as the withdrawal of various element assignments can be performed, but the Structure Elements will remain part of the dictionary and simply be marked as deprecated in current release. This means that they are kept in the database and can be reactivated in a future release if needed.

Further details on the graphical user interface can be found on page Graphical User Interface and Basic Functions.

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General Information

The workspace area for the management of own Change Requests in case of Quantities and Units of Measure can be accessed via menu entry "My change request". Here, various actions in connection to them can be performed (e.g. edit, submit, delete, export etc.), except create them. This can be done from Create dialog, under the specific menus in Quantities/UoM Manager, corresponding to the business object for which a Change Request is needed.

Thus, this area offers users different functionalities described in brief in the following table as well as in more detail in the next chapters.

Option Icon	Option Name	Description
	Search	Triggers a search in the available content, considering the search options set in the advanced search.
	Collect	Allows the collection of Change Requests in a list from where further actions can be taken and applied to all.
	Submit	Allows the submittal of desired Change Request(s).
	Archive	Allows the archiving of desired Change Request(s)
	Delete	Allows the deletion of selected Change Request(s).
	Export	Allows the export of desired Change Request(s).
	Import	Allows the import of desired Change Request(s).
	Remove	Allows users to remove the selected entries from the list of collected Change Requests.
	Remove all	Allows users to remove all entries from the list of collected Change Requests.

Search Options

There are several search options available in the system. Some of them are structured as combo-boxes, in which all possible values are predefined, others allow entering of free text.

These options can be used individually or combined.

Option	Description
Status	Allows searching by Change Request status. Combo-box contains all statuses available in the system: Accepted, Closed, Confirmed for accept, Draft, New, Next release, Proposed for accept, Proposed for reject, Proposed for rework, Received, Rejected, Rework, Submitted, Translated.
Type	Allows searching by Change Request type. Combo-box contains all types available in the system: Assign, Change order, Change textual info, Copy, Enable value, Join, Merge, Move, New, Reactivate, Remove, Replace, Split, Withdraw.
Entity type	Allows detailing the search by Change Request type by Entity type as well: e.g. User selects "New" in box "Type" and "Unit" in box "Entity type". System returns all results of type "New Unit".
Creation date - from	Allows entering the precise date and time starting from which the search should be performed. Value format is prefilled, user just needs to modify the numbers accordingly.
Creation date - to	Allows entering the precise date and time until which the search should be performed. Value format is prefilled, user just needs to modify the numbers accordingly.
Text	Allows entering Change Request ID, Change Request Name or parts of them.
Property data type	Allows searching by specific data types in the case of Property related Change Requests.
Source release	Allows selection of specific source releases in which the search after Change Requests should be performed.

Details

In order to view more details related to a Change Request, users may open the Change Request by clicking on the link displaying the name in column "Request" from the tabular view.

The details page of a Change Request is subdivided into different tabs. The visibility and order of the displayed tabs is configurable by users with configuration rights. Furthermore, custom tabs can be created.

Tabs which do not contain any information are grayed out.

The following table gives an overview of the tabs available for Change Requests:

Tab Name	Description
General	Tab General displays the standard attributes of a Change Request. The visibility and order of the attributes displayed in tab General is configurable by users with configuration rights via the Validation Framework.
History	Tab History displays historical information on the selected Change Request, meaning the exact date and time of each status change, starting with its creation until its closing, as well as the assignee corresponding to each change.
Change requests	Tab Change requests displays all Change Requests referencing selected Change Request.
New properties containing this new unit	Tab Change requests composing the operation displays all Change Requests contained by the selected Change Request.

Collect

This functionality allows users to collect Change Requests in view of further operations which should be done in bulk to the selection (submit, delete etc.)

Change Requests can be removed from the collection by using buttons Remove (for selected Change Requests) or Remove all (for removal of entire collection).

Submit

This functionality allows users to submit Change Requests for review. The recipient User/Group receiving these Change Requests depends on the individual system settings.

As soon as Change Requests in status New are selected and button Submit is pressed, system will automatically change respective Change Requests to status Received.

Change Requests referencing other Change Requests in statuses Closed, New, Rejected, Rework cannot be submitted. These must either be included in the submit operation or be submitted separately.

Delete

This functionality allows users to delete Change Requests which are no longer needed.

Change Requests in following statuses can be deleted: New, Draft.

Once deleted, system permanently removed respective Change Requests from the database.

Export

This functionality allows users to export Change Requests from the system.

Users may export all or a selection of Change Requests in one of the available export formats:

Excel flat
Eptos XML

Following export options may be defined in the graphical user interface:

Option	Description
Export type*	Allows user to select needed export type. System offers following selection possibilities: Excel flat export Eptos XML export
Export range	The Export range option offers the following selection possibilities by radio button (only one selection is possible): Search Results → System will export the results of a search performed in the Change Request list Selection → System will export only the selected Change Requests All → System will export all available Change Requests from My Change Requests list
E-mail*	Allows users to input the e-mail address where the exported file will be sent.
All languages	Allows users to indicate via checkbox if all available languages should be included in export file.

After desired options are selected and Export option is pressed, system will start the process in the background. The exported file will be sent per e-mail to the specified e-mail address.

Import

This functionality allows users to import Change Requests into the system.

Users may import Change Requests in one of the following import formats:

Eptos XML
Excel V6.0

As a first step, Import toolbar option from tabular view needs to be selected.

Eptos XML Import

Following import options may be defined in the graphical user interface:

Option	Description
Import type*	Eptos XML
Release	Allows selection of the Release into which Change Requests will be imported.
Set current user as change request proposer	Allows user to check this option if desired, defining thereby currently logged in user as the proposer of all imported Change Requests.
Import file*	Allows browsing for the needed XML import file from the computer and uploading it in the import dialog.
Check only	If check-box is ticked, it allows user to choose if import file should only be checked by the system, without the contained Change Requests being saved.
E-mail*	Allows users to input the e-mail address where the import report will be sent.

Excel Version 6.0 Import

As soon as user selects Excel Version 6.0 Import type and presses option Next, system will open the XLSX import interface, containing following options:

Option	Description
Import file*	Allows browsing for the needed XLSX import file from the computer and uploading it in the import dialog.
Import type*	Allows user to select one of the following options: Advanced - if import of actual Change Requests is desired Translation - if import of Change Request translations is desired. In this case, a translation release needs to be available before starting the import.
Release*	Allows selection of the release into which Change Requests will be imported.
Import mode (Check OR Save)*	Allows user to select one of the options "Complete check" or "Save change requests". Note: option "Save change requests" is only available for users having following roles: 'Datenadministrator', 'Dictionary Manager Administrator', 'Dictionary Manager Approver', 'Dictionary-Manager-Dataadministrator', 'Classification Manager Administrator', 'Classification-Manager-Dataadministrator', 'Office', 'Office Chair', 'Expert Group', 'QG Chair', 'Dictionary Manager Editor', 'Classification Manager Editor'.
E-mail*	Allows users to input the e-mail address where the import report will be sent.
Show warnings in error report	If this check-box is ticked, system allows user to configure error report so that it also includes the warnings.