Change Enablement: About the Change Enablement Automated Workflow in TeamDynamix

Overview

Audience: Technicians on TeamDynamix, Change Advisory Board members, IT Change Manager, IT change stakeholders

The Change Enablement workflow in TeamDynamix is an automated, task-driven process that routes a Change Request through review, approval, scheduling, implementation, and closure.

Although the Change Request is a standard ticket type, it includes a workflow automation layer that:

  • Assigns tasks
  • Triggers approvals
  • Advances status based on actions taken
  • Ensures accountability at each step

This article details the whole automated process, who is responsible to continue the automated workflow, and the major decision points.

How the Automated Workflow Works (End-to-End)

Step 1. Initiation: Technician Submits a Change Request

Responsible Actions Automation Decision Point
Technician
  • Notification sent to Change Manager
 Technicians decide whether a change requires a change request

Step 2: Change Manager Review

Responsible Actions Automation Decision Point
Change Manager
  • Review Change Request
  1. Routing is based on Change Type:
    • Standard / Pre-approved to Change Manager
    • Normal to Change Advisory Board review
    • Emergency to Technician's manager first, then Change Manager
  2. Ticket Status Updated
  3. Notifications sent to Approvers
  • If Change Request is not complete, sent back to Technician
  • The Change Manager will update the Change Type as necessary

Step 3: Approval Routing - Based on Change Type

Change Type Responsible Actions Automation Decision Point
Standard / Pre-approved Change Manager
  1. Reviews Change Request
  2. If approved, proceeds to schedule change
  • Notification sent to Change Manager for scheduling
 Approve change request
Normal Change Manager, Change Advisory Board
  1. Change Manager Reviews Change Request for completeness
  2. If accepted, proceeds to send to CAB groups for Review
  3. If all CAB groups approve, change request is sent to Change Manager to schedule
  4. Change Manager schedules
  • Change Manager notified of new Change Request for review
  • Notifications sent to CAB groups for review
  • Notification sent to Change Manager for scheduling

IMPORTANT: If any CAB group disapproves request, the ticket is cancelled.

Accept a change request is ready for review

Approve change request
Emergency Technician's Manager, Change Manager
  1. Technician's Manager reviews Change Request
  2. If approved, proceed to Change Manager to schedule
  • Notifications sent to approver
  • Notification sent to Change Manager for scheduling
 Accept emergency change request

Step 4: Scheduling

Responsible Actions Automation Decision Point
Change Manager
  1. Checks Change Calendar for conflicts or dependencies
  2. Adds change to Change Calendar
 Scheduled changes are automatically added to Change Calendar Determines when is best time for scheduled 

Step 5: Deployment Task Assignment

Responsible Actions Automation Decision Point
Technician Assigned task titled "Deploy the approved Change"
  • Task assignment email sent
  • Workflow pauses until task is updated
 None

Step 6: Implementation of Change

Responsible Actions Automation Decision Point
Technician
  1. Perform the change during the scheduled window
  2. Document progress and notes
 None Was the change completed successfully?

Step 7: Deployment Task Marked Complete

Responsible Actions Automation Decision Point
Technician Mark task as Complete Workflow advances to Results Capture phase None

Step 8: Results Captured

Responsible Actions Automation Decision Point
Technician Select an outcome in ticket
  • Successful option closes ticket
  • Successful with minor issues closes ticket
  • Unsuccessful / Rolled back option reassigns "Deploy the approved Change" task
  • Cancel option cancels the ticket
 Rate success of change

Step 9: Closure and Documentation

Responsible Actions Automation Decision Point
Technician May add documentation as necessary
  • Change is closed
  • Automation is complete
  • Metrics and reporting are updated
 None

Workflow Visual Diagram

This below diagram is a visual representation of the text above. 

Infograph of the text in this article

Need Help?

Need more information? Check the Related Articles or Related Services sections on this page (side or at the bottom) for additional resources that might help. 

If this article needs to be updated, please leave feedback on this article and it will notify the owner of the article.

Print Article

Related Articles (5)

Change Enablement: How to Close a Completed Change Request (Ticket)
For technicians implementing approved changes in TeamDynamix, this article explains how to update the deployment task as complete so the workflow can move to results recording and the change can be properly closed.
Change Enablement: How to Complete a Change Form
This article is for Technicians who are new to filling out a Change Request on TeamDynamix by completing and submitting a change form. It details what is required and expected for each form field.
Change Enablement: How to Submit a Change Request
This article explains how Technicians access and submit a Change Request form in TeamDynamix through the Change Calendar to ensure IT changes are reviewed, approved, scheduled, and implemented with minimal risk and service disruption.
Change Enablement: How to Update Incomplete Change Request
For Technicians, how to update the "Deploy the approved Change" task when incomplete by the end of the scheduled window.
Change Enablement: Overview of the Change Calendar in TeamDynamix
IT staff and Change Enablement participants use the Change Calendar in TeamDynamix to review approved and scheduled IT changes across the University of Arkansas. It helps the campus identify conflicts, avoid service disruptions, coordinate deployment timing, and improve communication before submitting or implementing a change request.