Objective: Duro allows you to add approvers, send notifications, and create Change Order approver templates so you can quickly get your designs approved by the responsible parties.
Difficulty: Easy
In this article:
- Creating custom Notification and Approver Lists
- List settings and deletions
- Privacy types: company-wide vs personal
- Adding to an existing template vs creating a new template
In addition to Duro's feature to create Approver Lists and Notification Lists of Change Orders, you can also create templates to quickly assign your team members and get back to work. This will allow you to pull up a default list of users, saving you time and allowing you to bypass the onerous task of repeatedly adding the same individuals to new Change Orders.
Creating custom Notification and Approver Lists
You can customize the approver and notification lists and templates for ECOs, MCOs, and DCOs alike. Once you're in the New Change Order window, create your list of approvers and individuals to notify by either fine-tuning an existing template (which can be set to private for your personal use or company to be used by all team members) or by adding users individually.
Saving your list selections as a template is not required. However, taking the time to set up your templates can streamline your Change Order workflow, saving you time when creating future Change Orders. Duronauts have two privacy options when customizing templates–private/personal and company-wide. This setting is adjustable.
The link between your Notification and Approver Lists
Adding templates to a Change Order impacts the user assignments between Notification and Approver Lists. This is an intentional design feature; they are interconnected, and incorporating templates to one may affect the other. To prevent unwanted changes and maintain the integrity of separate lists, Duro recommends creating a single template that incorporates two separate lists: one for approvers and one for notifications.
To create a two-part template, follow the steps below:
- Navigate to the Change Order page by creating a new Change Order or editing an existing Change Order.
- Click on the Approver List.
- Add individuals to the Approver List. Click the checkmark box to the left of each name, then click Add at the top of the list.
- Click on the Notification List.
- Add individuals to the Notification List. Click the checkmark box to the left of each name, then click Add at the top of the list.
- Then click the Save Template icon to the right of the Settings icon.
- Enter a name for the template into the “Save As New Template” field or save to an existing template by selecting a template from the dropdown menu.*
- Optional: make the template accessible to all company users.*
- Click Save.
Note: For more information on privacy settings and template types, refer to the following sections:
Approvers and notification recipients
Individuals in the Approvers List will be automatically notified (a) that they have been added as an approver to a Change Order and (b) of the final result of the Change Order (approval or rejection). Notification recipients will only receive the latter. It is not necessary to add individuals already in the Approver List to the Notification List as well for this reason.
Change Order outcomes are accessible to everyone, regardless of their Duro account status. The Notification List comprises two tables: the upper table is dedicated to users with Duro accounts, while the lower table accommodates email addresses for individuals who do not possess Duro accounts (e.g., suppliers, stakeholders, or investors).
To add notification recipients without a Duro, account scroll to the bottom of the right sidebar and enter their email address into the text field under the heading "Want to notify people who don't have a Duro account?" Once added, these emails will populate in the second table down in the Notification List.
You are also given the option to notify individuals that they've been added to receive notification of the outcome of a Change Order. This will occur regardless of the Change Order being approved or rejected.
List settings and deletions
To view your template settings, click on the Settings icon located just to the left of the Save Template icon, located directly to the right of the search bar. This will open the “Manage Templates” modal from which you can perform any of the following actions:
- View your private templates
- Delete your private templates
- View company templates
- Delete select company templates*
Note: This depends on the permission settings of the template. Additionally, Mandatory Approver Templates cannot be deleted. If a green “X” is grayed out, it is unavailable for deletion.
To delete a user from an approver list, click the green "X" to the right of their name. If you’re altering a template, don’t forget to save your changes by clicking on the Save Template icon.
Privacy types: company-wide vs personal
Creating company-wide templates
A company template is viewable and editable to all other Duro account holders within your company. Open visibility on Change Order templates and lists helps to standardize the lead approvers and notification recipients for specific types of changes, ensures consistency and compliance, and promotes collaboration among your team by preventing individuals from being accidentally omitted from lists.
To enable a company-wide privacy setting on a template, click on the Save Template icon to view the “Save or Update Template” modal. Then, select the box titled “Accessible to all company account users.”
Creating private/personal templates
A personal list is private to only you and cannot be viewed by anyone else within your company. Creating a personal list of notifications and approvers on Change Orders not only ensures confidentiality but also facilitates testing and quality assurance in a controlled environment. It's a valuable tool for managing Change Order workflows with discretion.
New templates are private by default. However, to double-check that your list is private, click on the Save Template icon, and ensure that the box titled “Accessible to all company account users” is not selected in the “Save or Update Template” modal.
You can also change the privacy setting of a template from company to personal. This setting is adjustable and can be easily modified. Simply uncheck the mentioned box and save your changes.
Adding to an existing template vs creating a new template
If you opt to preserve your list selections as a template, you will be prompted to choose the template type: either adding to an existing template or crafting a brand-new one.
Please note that the option to save users to a template (new or existing) will become available after every modification is made. The Save Template icon will be grayed out and non-selectable if you have already saved your changes. Every time you add or remove an individual from a template, you will have this option.
Adding to an existing template
This option is ideal for adding or removing a few users from an existing template. For instance, you can easily create a new template by opening an existing list, removing selected users, and saving it as a new list. With a few core templates, creating and integrating templates into Change Orders becomes significantly more efficient.
Click on the Save Template icon to view the “Save or Update Template” modal. To save to an existing template, select a template from the dropdown menu under “Save to an Existing Template.”
Creating a new template
To save your list selections as a new template, click on the Save Template icon to view the “Save or Update Template” modal. To save to an existing template, select a template from the dropdown menu under “Save to an Existing Template.”
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