Full Change Requests

Overview

The full Change Request page is Lunr's newer Change Request experience. It replaces the creation dialog with a full page, and adds an Overview tab, a Reference Documents tab, and a workflow progress nav across the top of the request.

Change Requests are listed on a project's Change Requests tab, described in Working in a Project.

Raising a Change Request

Select New Change Request in the Action Pane of a project's Change Requests tab, which opens the creation page.

You can also raise one from the Create menu, including from the repository. Raising a request outside a project asks you to choose the project it belongs to, so you do not have to open the project first.

The page captures more than a subject and a message. Alongside those it takes attachments, tags, a priority and due date where those are enabled, and the reference documents the request asks for, and it can nominate a reviewer for each workflow stage. It can also attach checklists and add documents by drawing number, and a document tracking grid lists the documents the request covers. Where priorities are enabled, a priority is required. Where your workflow needs authorisation, choose an Authoriser, then select Submit for Authorisation, or Save as Draft to come back to it. Otherwise the button reads Create Change Request, with a chip beside it reading "Ready to submit" or naming the field that is still required. Everything on it can be edited afterwards, so nothing has to be final before you create the request.

Where your organisation has set them up, the page also guides what you enter:

• The empty Message box can show guidance text on what to include. The text is only a hint and is never saved as your message.
• Choosing a priority fills in the Due Date for you, counting the priority's turnaround from today, and a note beneath it shows the turnaround, for example "P2: 7 days turnaround". Depending on your organisation, the due date is either fixed by the priority or one you can change.
• Required fields carry a marker. A field that is missing turns its card amber with a hint, either "Required" or "Priority or Due Date required", and you cannot create the request until you complete it. A message lists what is missing, for example "Priority or Due Date is required".
• Where your organisation asks for a priority or a due date rather than always a priority, either one is enough. The page asks for "Priority or Due Date" until you enter one of them, and then clears both hints. When you edit the details of an existing request, both fields carry an asterisk, and Save is held back with "Enter a priority or a due date." while both are empty.
• Date tags offer a date picker, so you choose a date rather than typing it.

Assigning Documents to a Change Request

Documents reach a Change Request in four ways.

• Select them before raising the request.
• Add them as reference documents, covered in Reference Documents below.
• Upload them into the request. On the Documents tab, drag files onto the page, or use the Create menu in the Action Pane to create a document in the request. The same name-matching rules apply here as anywhere else, so an upload matching a document already in the request replaces its content, covered in Uploading Documents.
• Assign existing documents to it. Select the documents anywhere in the repository or a project, then select Assign to Change Request in the More menu.

Assign to Change Request opens a dialog naming the documents you selected. Choose the project under Assign to project, then the request under Assign to Change Request. Leave the Change Request field empty, or enter a subject that matches no existing request, and Lunr creates a request with that subject and assigns the documents to it. The dialog confirms which of the two will happen before you submit, and warns you when a document already has child documents, since proceeding creates concurrent versions of it.

Working a Change Request

A full Change Request opens on its Overview tab, which carries the request's details and its message. Documents, Comments, History, and Reference Documents sit alongside it in that order, and Checklist joins them where checklists are enabled. The Documents, Comments, and Reference Documents tabs show a count.

The header carries the request's status badge, an On Hold badge where it applies, and who opened the request and when, above a breadcrumb back to the project and its Change Requests list. Below it, the workflow progress nav shows the statuses the request passes through and how far along it is.

Assigned To and Reviewers sit below, each listing the people currently on the request and reading "None yet" until someone is set. A control beside each heading reassigns the request or its reviewers if you are allowed to reassign work, or are the assignee or one of the reviewers.

Where a workflow transition nominates its own reviewers, a Select Reviewer field appears for each one, offering the users eligible for that step alongside a Vendor option. A transition can mark its reviewer as required, shown by a red asterisk beside the field. A required field cannot be cleared, and leaving it empty reads "A reviewer must be selected." and holds the request until you choose someone.

Selecting documents in the list switches the lower part of the panel to batch actions covering the selection, including updating tags, transitioning documents through their own workflow, sharing, exporting, and Discard from CR.

Reference Documents

The Reference Documents page lists the changes the request asks for. Each line carries a change type, which decides how the line is processed. Working a request means processing those lines until every change has either produced a new document or been linked to an existing one.

Lines that raise something new are processed by allocating a document from a repository template. Lines that act on a drawing already in the repository are processed by linking a child document to it.

The toolbar offers Edit, Reset Processed (Reset Selected with a count when lines are selected), Link Docs (Link Selected with a count), Bulk Allocate, and an export. On a row, Process and Link are icon buttons, with the tooltips "Process this line" and "Link the child document for this line". Bulk Allocate is hidden while you are editing and when no line is ready for allocation.

Documents already in the repository are added as reference documents by selecting them, then choosing Add as CR reference docs in the More menu and picking the Change Request in the dialog that opens. The entry is offered only on the full experience, and only when you have selected documents and not only folders.

Once a request is authorised, its recipients hear about new reference documents in one consolidated notification, sent when you save, rather than one email for each line. The same notification covers edits to existing lines, such as a change to the sheet count, which reads "N sheets added" or "N sheets removed", and any other edited field is listed with its old and new value. Lines you add and then abandon without saving send nothing.

Allocating New Drawings and Sheets

Select Bulk Allocate in the toolbar to allocate every line waiting for allocation in one action, rather than working through them one at a time. To allocate a single line instead, select Process on that row.

Both routes open the same Bulk Allocate Reference Documents dialog, which works in two steps.

1. Under Configuration, choose the Template the placeholder documents are created from. This is required. Optionally choose a Target Folder, which uses the same coloured folder picker as moving documents, covered under Moving to a Change Request Folder. It starts on Change request root. Leave it there to add the documents outside any folder.
2. Check the lines under Documents to Allocate and anything reported under Tag Requirements. Where a line is missing a tag it needs, select the edit action on that line to supply it.
3. Select Preview to see what the allocation will produce.
4. Check the sheet numbers under Sheet Numbers, covered in Choosing Starting Sheet Numbers below.
5. Select Confirm to allocate, or Back to change the configuration first. The button reads "Allocating..." while it runs.

Lunr reports what it allocated when the run finishes, including any lines it skipped because they were already allocated.

Choosing Starting Sheet Numbers

Where a line adds sheets to a drawing, the preview lists it under Sheet Numbers with the drawing's next available sheet number in its Starting Sheet field. Below the field, Sheets: lists the sheet numbers the line will produce, with any number that clashes with an existing sheet shown in red.

To start a line somewhere else, enter a different number in its Starting Sheet field, and the preview updates. Where the drawing has unused numbers between its existing sheets, they are listed under Free numbers in gaps:; select one to start the line there. Select Use Next Available to return the line to its next available number.

Confirm stays unavailable while any line has a clash or an invalid starting sheet, or while the preview is updating, and pointing at it explains why. The starting sheet applies to this allocation only and is not saved against the line.

Partly Allocated Lines

A line asking for a batch of sheets can be allocated more than once. A row shows how many of its requested sheets have been allocated, as a fraction, and an already-allocated sheet title can no longer be changed.

Raising a line's quantity after it has been allocated brings it back into the list, so a later run allocates only the extra sheets rather than repeating the ones already done.

Linking Existing Drawings

A REVISION, SUPERSEDE, or OBSOLETE line is processed by linking a child document to the repository drawing it names, so the line cannot be processed until that drawing has been chosen.

Change Request Folders

Where your organisation enables Change Request folders, a request can hold folders of its own.

A Change Request folder starts closed, visible only to the members assigned to it rather than to everyone on the request. This is the opposite of a project folder, which starts open, so check folder membership if you expect the whole request to see a folder's documents.

Comments

Anyone who can open a Change Request can comment on it. You do not need to be its creator, its assignee, or one of its reviewers. A comment can be resolved by its author or by users allowed to resolve any comment.

Favourites

Select the star on a Change Request row to favourite it, and it appears in your favourites for quick access. The Favourite Change Requests tile on the Change Request Dashboard lists them, as does the same tile at the top of a project, which shows only that project's favourites. The tile shows your first eight favourites, with a count of all of them beside its heading. Select Show N More, where N is the number of hidden favourites, to see the rest, and Show Fewer to collapse the list again. A request that closes, meaning it reached Complete or Cancelled, drops out of your favourites list, though its star still shows on the request's own page so you can clear it. A rejected request is not closed and stays in the list, since it can be updated and resubmitted.

Finding Change Requests

The Change Requests tab offers a search field, a Filter button, an "Open | Closed" summary, an Export button, and a Sort dropdown. The filters cover the assignee and your Change Request tags. To see only the documents that have validation issues, use the Validation issues toggle on a request's Documents tab. Each row shows the request's number, its status and On Hold badges, and a preview of its message. Some users can delete a request from the list.