Item workflows - to lock or not to lock approved items? What is your experience?
Comments
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By the way, you can add comments to locked items, and you can also add relationships from a locked to an unlocked item. That's as far as the flexibility goes.
Due to configuration control we have made it a practice to use the workflows to lock items, but I do agree that some flexibility could be useful. Our users have gotten used to it, but they still would prefer to have at least tags still available to add/remove from locked items. There have been ideas posted about this for a while now.
One thing I personally dislike a lot that is related to this, is that if you have this locking workflow in place, if a user does a simple reuse of an item that is under a workflow lock, the new item will inherit that workflow state and lock. I have created Advanced Rules to be able to reuse without the workflow state, but they are not obvious, and are very time consuming to implement. Plus gotta educate your users to ensure they use it.
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Lita Gribben
Blue Origin
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Original Message:
Sent: 02-06-2024 01:16
From: Dimitrios Pananakis
Subject: Item workflows - to lock or not to lock approved items? What is your experience?Hello,I have implemented item workflows which automatically lock the items when they are in an approved state and unlock when they transition from that state.I have however doubts if I should really lock them. For one, we can't add tags or comments to already locked items. What has been your experience with this? Have you regretted the automatic locking of items from a workflow?Would love to hear your thoughtsWarm regardsDimitrios0 -
I can only agree with Lita.
Enabling tagging for locked items is one of the most voted feature requests -> Adding tags to locked items, Tags editable in locked state.
The best would be to have the option to enable/disable tagging for locked items. This was done for categories -> consider using categories instead.
The reuse of locked items is quite annoying for me too and users are constantly complaining they have to unlock reused items.
From my point of view it is fine to have fields locked, but tags shall be editable.
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Alessandro
Systems Engineer
SICK AG
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Original Message:
Sent: 02-06-2024 09:29
From: Lita Gribben
Subject: Item workflows - to lock or not to lock approved items? What is your experience?By the way, you can add comments to locked items, and you can also add relationships from a locked to an unlocked item. That's as far as the flexibility goes.
Due to configuration control we have made it a practice to use the workflows to lock items, but I do agree that some flexibility could be useful. Our users have gotten used to it, but they still would prefer to have at least tags still available to add/remove from locked items. There have been ideas posted about this for a while now.
One thing I personally dislike a lot that is related to this, is that if you have this locking workflow in place, if a user does a simple reuse of an item that is under a workflow lock, the new item will inherit that workflow state and lock. I have created Advanced Rules to be able to reuse without the workflow state, but they are not obvious, and are very time consuming to implement. Plus gotta educate your users to ensure they use it.
------------------------------
Lita Gribben
Blue Origin
------------------------------
Original Message:
Sent: 02-06-2024 01:16
From: Dimitrios Pananakis
Subject: Item workflows - to lock or not to lock approved items? What is your experience?Hello,I have implemented item workflows which automatically lock the items when they are in an approved state and unlock when they transition from that state.I have however doubts if I should really lock them. For one, we can't add tags or comments to already locked items. What has been your experience with this? Have you regretted the automatic locking of items from a workflow?Would love to hear your thoughtsWarm regardsDimitriosAlessandro
Systems Engineer
SICK AG0 -
Just submitted a feature request to get the option to get reused items unlock -> Reuse of locked items : option to unlock reused items
Feel free to add your likes ;-)
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Alessandro
Systems Engineer
SICK AG
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Original Message:
Sent: 02-06-2024 09:29
From: Lita Gribben
Subject: Item workflows - to lock or not to lock approved items? What is your experience?By the way, you can add comments to locked items, and you can also add relationships from a locked to an unlocked item. That's as far as the flexibility goes.
Due to configuration control we have made it a practice to use the workflows to lock items, but I do agree that some flexibility could be useful. Our users have gotten used to it, but they still would prefer to have at least tags still available to add/remove from locked items. There have been ideas posted about this for a while now.
One thing I personally dislike a lot that is related to this, is that if you have this locking workflow in place, if a user does a simple reuse of an item that is under a workflow lock, the new item will inherit that workflow state and lock. I have created Advanced Rules to be able to reuse without the workflow state, but they are not obvious, and are very time consuming to implement. Plus gotta educate your users to ensure they use it.
------------------------------
Lita Gribben
Blue Origin
------------------------------
Original Message:
Sent: 02-06-2024 01:16
From: Dimitrios Pananakis
Subject: Item workflows - to lock or not to lock approved items? What is your experience?Hello,I have implemented item workflows which automatically lock the items when they are in an approved state and unlock when they transition from that state.I have however doubts if I should really lock them. For one, we can't add tags or comments to already locked items. What has been your experience with this? Have you regretted the automatic locking of items from a workflow?Would love to hear your thoughtsWarm regardsDimitriosAlessandro
Systems Engineer
SICK AG0 -
As a housekeeping note, because Product discussions are being archived, this thread has been moved to Support discussions.
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Carly Rossi // she/her/hers
Community Program Manager // Jama Software
Portland, OR
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Original Message:
Sent: 02-06-2024 13:48
From: Alessandro Valli
Subject: Item workflows - to lock or not to lock approved items? What is your experience?Just submitted a feature request to get the option to get reused items unlock -> Reuse of locked items : option to unlock reused items
Feel free to add your likes ;-)
------------------------------
Alessandro
Systems Engineer
SICK AG
------------------------------
Original Message:
Sent: 02-06-2024 09:29
From: Lita Gribben
Subject: Item workflows - to lock or not to lock approved items? What is your experience?By the way, you can add comments to locked items, and you can also add relationships from a locked to an unlocked item. That's as far as the flexibility goes.
Due to configuration control we have made it a practice to use the workflows to lock items, but I do agree that some flexibility could be useful. Our users have gotten used to it, but they still would prefer to have at least tags still available to add/remove from locked items. There have been ideas posted about this for a while now.
One thing I personally dislike a lot that is related to this, is that if you have this locking workflow in place, if a user does a simple reuse of an item that is under a workflow lock, the new item will inherit that workflow state and lock. I have created Advanced Rules to be able to reuse without the workflow state, but they are not obvious, and are very time consuming to implement. Plus gotta educate your users to ensure they use it.
------------------------------
Lita Gribben
Blue Origin
Original Message:
Sent: 02-06-2024 01:16
From: Dimitrios Pananakis
Subject: Item workflows - to lock or not to lock approved items? What is your experience?Hello,I have implemented item workflows which automatically lock the items when they are in an approved state and unlock when they transition from that state.I have however doubts if I should really lock them. For one, we can't add tags or comments to already locked items. What has been your experience with this? Have you regretted the automatic locking of items from a workflow?Would love to hear your thoughtsWarm regardsDimitrios0
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