Change Management How-Tos

Edit an Email Template

  1. Select Generated Messages from the Management landing page.

    or

    Expand the Management Navigation in the header of any screen, and select Generated Messages.

  2. Select the Edit icon in the Actions column.
  3. Select the users who automatically receive the notifications from the Specify Recipients checkboxes (optional):
    • Select All (default)
    • Change Owner – The supplier that instigates the change.
    • Subject Matter Expert – The individual within the Partner company that knows details about the change of the product.
    • Site Contacts – The contact person at any site that is affected by the change.
  4. Enter the email's Subject line (optional).
  5. Select the Include Change Number in Subject checkbox to display the change number before the user-entered subject of the notification (optional).
  6. Select the Links to include in the email from the checkboxes (optional):
    • Select All (default)
    • Include link to Change Item for the App Owner users – The link that TraceLink assigns to any change. If checked, the Owner will receive a link directly to the change itself.
    • Include link to Change Item for App Partner users – The link that TraceLink assigns to any change. If checked, the Partner will receive a link directly to the change itself.
      • Include link for Supplier Contact – Includes the Supplier's contact information.

        If the Include link to Change Item for App Partner users is not selected, Include link for Supplier Contact is disabled.

  7. Enter the email sign-off in the Footer field (optional).
  8. Enter the introductory text of the email in the Body Introduction field (optional).
  9. Select the Body Specifies to include each element in the body of the email notification from the checkboxes (optional):
    • Change Number – The number that is automatically assigned by TraceLink when a change is entered in Change Management.
    • Supplier Change Number – The number that is automatically assigned by TraceLink when a supplier changes an item in Change Management.
    • Change Title – User-provided title of the change.
    • Supplier – Indicates where a product originates from.
    • Change Owner – The supplier that instigates the change.
      • Change Owner Contact – The point of contact of the supplier that instigates the change.
    • Subject Matter Expert – The individual within the Partner company that knows details about the change.
      • Subject Matter Expert Contact – Contact information of the employee that is aware of change details.
    • Planned Implementation Date – The date the change takes effect.
    • Impacted Sites – Location(s) that are affected by the change being implemented in the product life cycle.
    • Material Category – Specifies what type of change is being made (e.g. raw materials, label color, packaging material).
    • Change Ownership Level – Individually set notes to classify the change.
    • Change Status – Status of the initiation of the change (e.g. implemented, delayed).
    • Rejection Reason – Notes regarding the change rejection.

      User enters options in Change Management.

  10. Enter the closing statement of the email in the Body Closing field (optional).
  11. Select Save.

    TraceLink saves the update to the template.

  • To reset the template to TraceLink defaults, select Reset.
  • To view the template without editing, select the View icon in the Actions column.

Update a Member's Role

  1. Select Applications from the Management landing page.

    or

    Expand the Management Navigation in the header of any screen, and select Applications.

  2. Search for a Change Management app where My Company's Role is Owner.
  3. Select the View Company Members icon in the Actions column.
  4. Select the Edit icon in the Actions column.
  5. Select the Member's new Role from the radio buttons in the first column of the table.
  6. Select Save.

    TraceLink updates the member's role.

Configure a Data List

  1. Select Applications from the Management landing page.

    or

    Expand the Management Navigation in the header of any screen, and select Applications.

  2. Search for a Change Management app where My Company's Role is Owner.
  3. Select the Set Data List Values icon in the Actions column.
  4. Select the field within Change Management to update the options for from the Menu List Value drop-down:

    The following table displays the menu list Values and where to find them within Change Management.

    Change Management
    Menu List OptionDescriptionLocation
    Audit RatingUse this field to set drop-down options for Partner audit ratings. Create Change and Edit Change screens
    Change DriverUse this field to set drop-down options for change drivers. Create Change and Edit Change screens
    Change LevelUse this field to set drop-down options for change levels. Create Change and Edit Change screens
    Change of Ownership LevelUse this field to set drop-down options for change of ownership levels. Create Change and Edit Change screens
    Change TypeUse this field to set drop-down options for change types. Create Change and Edit Change screens
    Managing GroupUse this field to set drop-down options for managing groups. Create Change and Edit Change screens
    Material CategoryUse this field to set drop-down options for material categories. Create Change and Edit Change screens
    Non Change ReasonsUse this field to set drop-down options for non change reasons.Close Change screen
    ProductsUse this field to set drop-down options for products.Sites and Products screen
    Reference IdentifierUse this field to set drop-down options for reference identifiers. Create Change and Edit Change screens
    Rejection Reasons Use this field to set drop-down options for rejection reasons.Close Change screen
    Scope of ImpactUse this field to set drop-down options for scope of impact. Create Change and Edit Change screens
    Status

    Renaming the corresponding Display Value for any of the following statuses is an option (if left blank, it defaults to the Data Value name).

    This is the only data list containing static values.

    Cannot add/remove custom values. Use these values to edit display values.

    		Changing value names will propagate throughout Closed Report Details, Email Notifications, and CSV Export.
     Closed – Accepted  
     Closed – Accepted, To Be Processed by Sites  
     Closed – Not Applicable  
     Closed – Rejected  
     Open – Pending Rejection  
  5. Fill in the following fields in the table if the Menu List Value is anything other than Status:
    1. Enter the Value that users see in the application (optional).
    2. Select whether to display a text field when the user selects the Value from the Show Free Text Entry if Selected drop-down (optional and enabled for only Menu List Values that support an "Other" value ).
    3. Enter the display Order of the values (optional).
    4. Select the Default checkbox to designate that Value as the default selection in the Menu List Value (optional).

      For Values determined by a Parent Menu List Value (see below), each Parent Menu List Value can have its own Default.

    5. Select whether the value displays in the drop-down field for users to select from the Status drop-down (optional):
    6. Select the Enable checkbox to display the value in the Menu List Value for users to select (optional).
    7. Select a Parent Menu List Value to only display the Value in the Menu List Value if that Parent Menu List Value is selected in a previous drop-down field (optional and displays in the table only if the options for a Menu List Value are determined by a previous selection within the app ).
    8. Select Value.
  6. If the Menu List Value is Status:
    • Enter a Display Value to customize the values that display in the app instead of the Data Value (optional).
  7. Select Save.

    TraceLink saves the new menu list values, which display the next time someone uses the app.

Add a Site or Site Contact

  1. Select Sites Manager from the Management landing page.

    or

    Expand the Management Navigation in the header of any screen, and select Sites Manager.

  2. Select Site.
  3. Enter the Site Name for the location.
  4. Enter the site's display Order in the Site drop-down in Change Management, with numeric values only (optional).
  5. Select the Default checkbox to set the site as the default for all search and site field options within Change Management.
  6. Select whether the site is active from the Status drop-down (optional):
    • Enabled – (default) The site is active.
    • Disabled – The site is not active.
  7. Enter the name of the site's Contact (requires at least one).
  8. Select the Add icon in the Contacts column to add another (optional, maximum of 5 for each Site).
  9. Select Save.

    The screen reloads, and TraceLink saves the updates sites and contacts.

Import Suppliers

  1. Select Applications from the Management landing page.

    or

    Expand the Management Navigation in the header of any screen, and select Applications.

  2. Search for a Change Management app where My Company's Role is Owner.
  3. Select the Import Supplier Names icon in the Actions column.
  4. Select Choose File.
  5. Browse for the desired CSV File (see Formatting the CSV for more information).
  6. Select Submit.

    The dialog box closes, and TraceLink saves the imported supplier names.

Download Suppliers

  1. Select Applications from the Management landing page.

    or

    Expand the Management Navigation in the header of any screen, and select Applications.

  2. Search for a Change Management app where My Company's Role is Owner.
  3. Select the Download Supplier Names icon in the Actions column.

    The file downloads.