Is there a way to set Change Task Asignee / Reviewer with template?

[jbailey]

Version: Windchill 12.0

Use Case: Have a scenario where a Change Notice Template would be useful where specific tasks can be automatically assigned to certain roles or people. (I have WC 12 as the version, but will be migrating to WC 13)

Description:

Looking into creating change notice templates where we know who the assignee (and reviewer) should be for certain (or sometimes all) tasks. There isn't a way in the template to set assignee/reviewer.

[Catalina]

Hi @jbailey,

Thank you for your question!

Your post appears well documented but has not yet received any response. I am replying to raise awareness. Hopefully, another community member will be able to help.

Also, feel free to add any additional information you think might be relevant. It sometimes helps to have screenshots to better understand what you are trying to do.

Best regards,

[Hari_Vara]

Hi,

The Change Task template will have the Assignee and Review, not the Change Notice template. You need to check there to pre-populate.

Cheers

Hari

[jbailey]

@Hari_Vara - The Change Task Template is within the Change Notice Template... and you cannot set assignee/reviewer from there

[Florent@BRP]

Hello,

I suggest implementing CS154668.

However, when you create the ECN template, the system will not allow assignments.

But when your ECN template is created, navigate to each Change Task, and edit the team according to your requirements

Here is an example:

Unfortunately, you can only select users and groups but it is still a finding that made my day.

While writing this response, I found this CS20308 which is more or less what I described.

Florent

[jbailey]

I will have to go back and look at that... I implemented per that CS, but couldnt set on creation of the template, so I didn't go any further - I will look at it again and see if it works for me.

[jbailey]

Florent@BRP ,

After further review- I don't think either of these meet my needs (either by function, or practicality).

In my scenario, I may have multiple tasks per CN (the specific need I would have a dozen change tasks, and EACH task would need a different assignee/reviewer). In this case, I know exactly what member/role that each task should be assigned to. This isn't an activity that happens occasionally either - this type of change would happen 2-3 times a week on different objects. Manually populating the assignee / reviewer on ECN creation would be cumbersome and error prone. Additionally, this isn't the only type of CN that we would be using... and we have over 300 Products in Windchill, each one with their own needs (teams, roles, processes etc).

[Florent@BRP]

You seem to have misunderstood the explanation.  It was not clear enough I guess.

The key point is to edit the team of the change tasks on the ECN template.

Once you created the ECN template, navigate to its implementation plan, and display a change task information page.

From there you can edit its team (on the Process tab) as you need.

Florent

[jbailey]

I tried that, and even after following the CS I still cannot edit in the template.

Jim

[Florent@BRP · Accepted solution]

Hi Jim,

You can edit the template, regardless of the CS. When you are in the Change Templates table, you just have to access the information page of the ECN template by clicking on the "i" icon.

If you don't see the process/team tab on the change task, that means it still uses a basic lifecycle template (this drives the creation of instance/object team)

Florent

[jbailey]

I can get into the editing of the template, it just doesn't give you the ability to change (set) the assignee/reviewer

Jim

[jbailey]

OK I think I missed "on the process tab" 🙂 Let me test again

[jbailey]

Also, usually helps when I am not working on 32 things / working on vacation:-) Thanks!

[jbailey]

So what is interesting here - the fact that you can't assign to a Role in the template(only group and user)... even though the "Multiple Participant Selection" allows you to select a role in the CN itself once created... I would call that a Bug, or in PTC terminology "Works to product specification"

[SP_10104573]

Q) Was there ever a solution to this?

I've the same issue since 2023 and haven't come up with a workaround that’s feasible, even on Windchill 13.

Issue: Users find it tedious/time consuming to select Assignee and Reviewers per Change Task after a Change Notice Template is selected.
They have to open and Edit each task individually.

Only workaround know of is to have EACH Change Task to have its unique Workflow that points to a unique Assignee Role and Reviewer Role group.
Example: "Mechanical Design Assignee" , Mech Assignee Role, Mech Reviewer Role etc

Not a feasible solution as you would need to create a New Change Task object, New workflow and new Roles every time it has to go to a new set of assignees and Reviewers. Along with many flavours of CN Templated that can only be differentiated by CN titles.
Impossible to maintain as a solution.

[Florent@BRP]

Try to implement the solution I described, ans see if that fits your needs.

It has the caveat to not been able to assign assignee/reviewer upon creation. When the template doesn't match what the user needs in that specific ECN, he has to re-assign once the ECN is created.

Despite this caveat, the business accepted it, and uses it.

[SP_10104573]

Article - CS20308 - How to change the Assignee and Reviewer automatically in the Implementation Task of a Change Notice in Windchill PDMLink
This is not a feasible workaround and would not work for my organisation.

I have ECN templates with 20ff ECT's,
10off  ECT's are dependant on the 20+ Products
10off+ECT's are dependent on 10+ Commodity Variations (Elect, Mech, Structural, Plastics, labels, etc)

On some occasion, an ECN from one Product will manage the chance on 2 or more products. Therefore, raising separate ECN in each context is not feasible, this is because ECT's in sequence cannot be triggered from an ECT from another ECN. Separate ECN managing the same change will result in duplication on ECT's/

Example: ECNs Raised from Electrical Context
ECT 1 BOM Update Product A, B, C, D .... x 20 Product Variations
ECT 2...3...4... Etc x 20 Product Variants 
= 200 off ECTs that need to be created.

Example: ECN Raised from Product A Context
ECT Purchase Stock x10 Commoditie Variations
ECT 2...3....... Etc x 10 Commoditie Variants
=100off ECT's.

Even via the Change Activity Team/Roles solution provided would result in a huge amount of admin.
Example: ECN from Electrical Context
ECT 1 BOM Update Product A, B,  , D .... x 20 Product Variations
20 off BOM ECT Assignee Roles 
20 off BOM ECT Reviewer Roles
That's just for 1 ECT Task Type.
40 Roles x 10 ECT = 400 roles.
 Just not feasible at all.

Then, on top of creating Change Activity Teams.
It will be an Administration nightmare to manage. No matter what workaround is suggested, the Admin to maintain is not feasible.,

Also, users cannot see who the Tasks are going to before the ECN is launched.
The user will then have to go into the ECN/Implementation Plan after creation and open the ECT that needs to pre Assignee/Reviewer amending as not all tasks go to a group as it may go to a Specific user in that group to action.

All issues would be solved if...
The ECN templates can be pre-populated with Assignee and Reviewers.
The ECN Creator can see who the Pre-populated Assignee and Reviewers are BEFORE and ECN is created.
The ECN Creator can amend the Assignee / Reviewers from the ECN/Implementation Plan View.

[Florent@BRP]

With the solution I described (on ‎Oct 17 and 18, 2024):

The ECN templates can be pre-populated with Assignee and Reviewers 

The ECN Creator can see who the Pre-populated Assignee and Reviewers are BEFORE and ECN is created.
The ECN Creator can amend the Assignee / Reviewers from the ECN/Implementation Plan View (but only once the ECN is created).

Florent