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Change Templates

Change Templates allow you to standardize modification processes in the application. This functionality facilitates evolution management and ensures consistency of practices.

Administration Tools

Note: This functionality depends on the modules activated in your Avanteam configuration. It is particularly useful in ITSM (IT Service Management) and organizational change management environments.

Usage Context​

Change templates are used in the following contexts:

  • IT Change Management: Infrastructure modifications, deployments
  • Application Evolution: Updates, new features
  • Organizational Changes: Reorganizations, process evolutions
  • Document Modifications: Procedure revisions, document updates

Principles​

Standardization​

Change templates allow you to:

  • Standardize: Apply the same rules for all similar changes
  • Accelerate: Pre-fill common information
  • Secure: Automatically include validation steps
  • Track: Maintain modification history

Types of Changes​

Depending on your configuration, you can define different types:

Standard Changes:

  • Pre-approved process
  • Low risk
  • Fast execution
  • Example: Routine security update

Normal Changes:

  • Require approval
  • Moderate risk
  • Planning required
  • Example: New version deployment

Emergency Changes:

  • Accelerated process
  • Response to critical incident
  • Post-execution validation possible
  • Example: Critical bug fix

Configuration​

Creating a Template​

General Procedure:

  1. Access the change management module
  2. Create a new template
  3. Define template parameters
  4. Configure the associated workflow
  5. Test and validate

Configurable Elements​

Basic Information:

  • Template name
  • Description
  • Category
  • Change type

Workflow:

  • Validation steps
  • Approvers
  • Timelines
  • Automatic actions

Pre-filled Fields:

  • Default responsible party
  • Affected service
  • Priority
  • Required documentation

Notifications:

  • Associated email templates
  • Automatic recipients
  • Reminders

Usage​

Creating a Change from a Template​

User Procedure:

  1. Click "New Change"
  2. Select the appropriate template
  3. Fields are pre-filled
  4. Complete specific information
  5. Submit the change

Benefits:

  • Time savings (80% of fields already filled)
  • Guaranteed compliance (standardized workflow)
  • Fewer errors (validated structure)

Use Cases​

Template: Procedure Update​

Configuration:

  • Type: Standard change
  • Workflow: Review → Pilot Validation → Management Validation → Publication
  • Pre-filled Fields:
    • Responsible: Process pilot
    • Service: Quality
    • Priority: Normal
  • Required Documents: Old version, new version, modification tracking table

Template: Application Deployment​

Configuration:

  • Type: Normal change
  • Workflow: Planning → Test → Validation → Execution → Verification
  • Pre-filled Fields:
    • Responsible: System administrator
    • Service: IT
    • Priority: High
  • Notifications: IT team, impacted users

Template: Service Reorganization​

Configuration:

  • Type: Normal change (high risk)
  • Workflow: Preparation → HR Validation → Management Validation → Communication → Execution
  • Pre-filled Fields:
    • Responsible: Service director
    • Service: Human Resources
    • Priority: High
  • Required Documents: New organization chart, communication plan

Best Practices​

Design​

Needs Identification:

  • Analyze recurring changes
  • Identify common patterns
  • Collect feedback

Creation:

  • One template per recurring change type
  • Explicit naming (e.g., "Quality Procedure Update", "Application Deploy")
  • Complete documentation for each template

Maintenance​

Regular Review:

  • Check template relevance (semi-annually)
  • Update according to organizational changes
  • Remove obsolete templates

Continuous Improvement:

  • Analyze completed changes
  • Identify bottlenecks
  • Optimize workflows

Training​

Users:

  • Train on available templates
  • Explain when to use which template
  • Provide a selection guide

Administrators:

  • Train on template creation
  • Document best practices
  • Establish validation process for new templates

Integration​

With Workflows​

Change templates rely on workflows configured in Process Studio:

  • Define a standard workflow
  • Associate it with the template
  • Workflow triggers automatically

With Email Templates​

Notifications use email templates:

  • Select appropriate templates
  • Tags are filled automatically
  • Consistent communication ensured

With Document Management​

Link changes to documents:

  • Impacted documents
  • Version history
  • Complete traceability

Reporting​

Indicators​

Track template usage:

  • Number of changes per template
  • Success rate
  • Average timelines
  • Frequent bottlenecks

Dashboards​

Create charts:

  • Change distribution by type
  • Monthly evolution
  • Comparison between services

Support​

As this functionality depends on your specific configuration, contact Avanteam support to:

  • Activate the change management module
  • Configure your first templates
  • Train your administrators
  • Obtain pre-configured templates adapted to your sector

Availability: This functionality requires activation of the change management module. Check your license and contact your Avanteam representative for more information.