Change Requests

This feature explains how end-users create Change Requests (CR), the approval of CR's through a structured workflow, and actual editing of the associated content.

Depending on their role within the organization, users may be involved in document revisions and approval processes. The Yonder Online Reader supports the following use cases:

• Issuing Change Requests: Users with appropriate permissions can create change requests for specific documents.
• Workflow Management: Submitted change requests are reviewed and discussed through customer-specific approval workflows. These workflows vary based on your organization’s internal revision and approval processes.
• Editing Change Requests: During the workflow, certain users may have permissions to edit change requests or implement draft versions for the proposed changes.

Issue a Change Request

To create a change request:

1. Open the relevant document in the currently valid revision and navigate to the information module containing the content you want to update.
2. In the detail view of the information module, select the CHANGE REQUESTS tab.
3. Click the ‘+’ plus icon at the bottom right to issue a new change request.
    

After clicking the ‘+’ plus icon, the user will be presented with several options for the change request scope:

• Edit Content: Suggest changes to the existing content.
• Edit Title: Propose changes to the title of the information module.
• Add Module: Propose adding a new information module.
• Delete Module: Propose deleting the information module.

To illustrate, let's walk through the steps after selecting the “Edit Content” option.

Change Request to Edit Content 

Raising an edit content change request involves two steps:

1. Change Request Proposal: Edit the content as needed.
2. Change Request Title: Propose a title for your change request to provide a simplified overview.

Change Request Proposal

Once ‘Edit Content’ is selected, an editor window will appear.

Users can edit the text as needed and format it using the provided toolbox (1). To start over, click the RESET button (2).

After making the desired changes, click the NEXT button (3).

Change Request Title

The user will then be prompted to provide a title for the changes, as shown in the image below:

Once the user clicks the SUBMIT button, the change request is automatically added to the document-specific workflow approval process. Relevant stakeholders are notified via email once a day.

Access a Change Request

You can access a change request in the following ways:

• Select it from the Workflow section in the dashboard.
• Click the workflow icon in the document sidebar.
• Choose Change Requests from the module within the document.

Change Request Approval Workflow

Workflow-based approval processes enable selected users, based on their role, to participate in discussions and/or approve workflow steps.

Stakeholders involved in a specific workflow step are automatically notified through the Workflow tab on the Yonder Reader Dashboard (see image below) and may also receive email notifications.

Change Request Management

The Change Request view adapts based on the workflow state of the request and your individual settings.

Workflow Steps

The available buttons to progress a Change Request depend on the workflow defined for the defined document type. Based on the current workflow phase, you can view the next steps, reject the request, and view the Change Request's history.

Content Tabs

This section is divided into two panels. On the left, you can toggle between the BASE VERSION and PROPOSAL tabs. On the right, the NEW VERSION tab is always displayed.

Tab Pinning

To set a default tab for the left panel, users can hover over the active tab and click on the pin icon to set this tab as default:

Content Diffing

If content is available for comparison, a toggle is displayed to show or hide the inline changes. 

Supporting Tabs

Overview

Shows the change instructions (if provided) for the current workflow step.

Attachments

Enables designated users to upload additional files or access existing attachments for a specific workflow step.

Discussion

Permits designated users to participate in discussions specific to a workflow step. Availability of the discussion feature depends on the workflow configuration and may not be present in all steps. Comments are retained as part of the compliance record and cannot be removed.

Change 

An approved Change Request leads to a Change in the upcoming document revision. To meet compliance requirements, users can be notified of significant changes, and a change notification can be configured for the relevant user group.

Change Notification

At specific workflow stages (e.g. an approved Change Request), authorized users can prepare a notification (containing a summary and descriptive text) for the change. Additionally, they can specify roles that must be explicitly notified about the change. When the document revision is published, the designated roles are alerted through their Notifications section on the Yonder Reader Dashboard.