Change Manager

Every improvement tells a story. The table below highlights the key updates made to enhance the clarity, accuracy, and overall experience of this article.

S. No.	Updated Description	Updated On
1	Expand Change Manager Access	3^rd August 2026

You can configure a user as a Change Manager for the Change Records (CRs). Change Manager is a person who reviews all the Change Records (CRs), sets Change Record Authorizes, chairs the CAB meetings, and so on.

Configure Change Manager

To configure Change Managers, perform the following steps:

Navigate to Change > Configuration > Change Manager.
The Change Manager page is displayed.
Figure: Change Manage - List page
From the left pane, hover and click Add New.
Select the Department from the list.
The Change Manager - Details page is displayed.

Figure: Change Manager - Details page
Enter the name of the person you want to configure as the Change Manager in the Change Manager textbox. Alternatively, click the Search icon to look up the user (see: Searching Users of SUMMITAI Asset Management).
Select the desired Workgroup from the Available Workgroups list and click the arrow icon to move it to the Selected Workgroups list. To remove a Workgroup, select it from the Selected Workgroups list and click the remove icon (arrow icon in opposite direction).
Select the Active checkbox to make the Change Manager available for selection on other pages of the application.
Click Submit.
A new Change Manager is configured.

ACTIONS

This section explains all the icons on the ACTIONS panel of the Change Manager page.

Show List

Click Show List to display the LIST table showing all the configured Change Managers in the application for the selected Department.

Figure: Change Manager: List of Change Managers

To edit a Change Manager, click the Name of the configured Change Manager. Make the appropriate changes and click Submit.
To display the inactive configured Changer Managers, click Include Inactive checkbox.

Note
When the configured Change Managers are displayed under the LIST table, the ADD NEW action is displayed on the ACTIONS panel. Click ADD NEW to configure a new Change Manager.

References

To configure the Change Advisory Board, refer to Configuring Change Advisory Board.

Expand Change Manager Access across Workgroups

When a Change Manager enables this option, the Change Manager can view and edit all tasks linked to Change Requests owned/managed by them, even when the assigned tasks belong to workgroups that the Change Manager is not directly mapped to.

This enhancement allows a Change Manager to manage the complete Change lifecycle without task workgroup restrictions blocking them.

With this improvement, a Change Manager can perform the following:

View tasks linked to Change Requests where they are the assigned Change Manager.
Edit linked tasks across different workgroups.
Manage tasks even if the task belongs to a workgroup where the Change Manager is not mapped.
Continue managing Change-linked tasks across the applicable Change lifecycle stages.
Access only the tasks linked to the Change Requests they manage.

Enable Checkbox

The Change Manager Configuration form shows the checkbox along with the existing Change Manager details and workgroup mapping fields.

To enable checkbox, perform the following steps:

Navigate to Change > Configuration > Change Manager.
Select Department on the left panel and select the change manager from the list.
Performing this action displays the details page.
Enable checkbox Allow Cross Workgroup task editing.
Enables cross-workgroup view and edit access for tasks linked to CRs managed by the configured Change Manager.

Figure: Change Manager
Click Submit for the change to take effect.

Important Access Rule

This feature applies only when the logged-in user is the designated Change Manager for the linked Change Request. It doesn't apply to Analysts.
If the logged-in user is an Analyst, Task List visibility and task editing continues to work exactly as before. The checkbox doesn't change Analyst permissions.

Edit Access When Checkbox Enabled

When a Change Manager enables Allow cross-workgroup task editing, the Change Manager can fully edit any task linked to a Change Request managed by them.

This applies even when the following scenarios occur:

The task belongs to a workgroup where the Change Manager is not mapped.
The Change Manager does not have Analyst rights in the task workgroup.
The Change Manager does not have Manager rights in the task workgroup.

Disabled Checkbox

When an admin disables or clears Allow cross-workgroup task editing, the system keeps the existing behavior:

Existing behavior remains unchanged.
The Task List shows only tasks from workgroups the Change Manager has access to.
Tasks from other workgroups remain hidden unless the Change Manager already has standard access through workgroup mapping or another existing permission rule.

A Change Manager cannot see tasks from workgroups they are not mapped to, even when those tasks link to Change Requests managed by the Change Manager.

User	Checkbox Status	Expected Access
Change Manager A	Enabled	Can view and edit linked tasks across workgroups for own CRs.
Change Manager B	Disabled	Existing workgroup-based access only.
Analyst	Not applicable	Existing Analyst behavior only.

Specific Workgroup Filter

If the user applies a specific Assigned Workgroup filter, the filter must continue to control the result set. The cross-workgroup enhancement must not override explicit filters selected on the Task List page.

Example: If the Change Manager filters the Task List by Exchange Server, the Task List must display only tasks matching the Exchange Server workgroup.

Use-Case Scenario

Assume Carlos Rivera is the assigned Change Manager for a Change Request, and Carlos has enabled the checkbox Allow cross-workgroup task editing in the Change Manager Configuration page. The Change Request has many linked tasks assigned to different workgroups.

Task	Assigned Workgroup	Carlos’ Workgroup Access	Access After Enhancement	Reason
Task 24	Application Support	Has access	Editable	Carlos already has access, and manages the task linked to the CR.
Task 25	Infrastructure Helpdesk	Has Analyst access	Editable	Carlos has workgroup-level access, and manages the task linked to the CR.
Task 26	Exchange Server	No direct access	Editable	Carlos does not belong to this workgroup, Carlos can edit the task because the task belongs to a CR that Carlos manages, and has enabled the checkbox..

With the enhancement enabled, Carlos can edit all tasks linked to the Change Request that Carlos manages.
Carlos can edit tasks even when Carlos is not directly mapped to the tasks’ assigned workgroups.
In the above example, Task 26 is the key improvement. Carlos does not have direct access to the Exchange Server workgroup, but Carlos can still edit Task 26 because:

Change Request linked to Task 26.
Carlos is the assigned Change Manager for that Change Request.
The Allow cross-workgroup task editing checkbox enabled for Carlos.

With this enhancement, Carlos gets full edit access to Task 26 as part of managing the complete Change lifecycle.

Other Scenarios

Scenario	Given	When	Then
Admin Views Checkbox	An Admin opens the Change Manager Configuration page.	The Admin opens a Change Manager record.	The checkbox Allow cross-workgroup task editing must be visible.
Checkbox OFF Maintains Current Behavior	An admin configures Carlos as a Change Manager and sets the checkbox OFF.	Carlos opens the Task List.	Carlos must see only tasks allowed through existing workgroup access.
Checkbox ON Shows Linked Tasks Across Workgroups	Carlos, a Change Manager, has the checkbox ON and manages CR 33 and CR 39.	Carlos opens the Task List.	Carlos must see all tasks linked to CR 33 and CR 39, including tasks from workgroups where Carlos is not mapped.
Checkbox OFF Makes Other Workgroup Task Read-Only	Carlos is the Change Manager of a CR, a linked task belongs to the Exchange Server workgroup, Carlos is not mapped to Exchange Server, and the checkbox is OFF.	Carlos opens the task.	The task must remain read-only or inaccessible based on existing rules.
Checkbox ON Allows Editing Other Workgroup Task	Carlos is the Change Manager of a CR, a linked task belongs to the Exchange Server workgroup, Carlos is not mapped to Exchange Server, and the checkbox is ON.	Carlos opens the task.	Carlos must have full edit access.
Unrelated Task Remains Restricted	Carlos has the checkbox ON, a task belongs to a workgroup where Carlos is not mapped, and the task is not linked to a CR managed by Carlos.	Carlos attempts to open the task.	The task must remain inaccessible or read-only based on existing rules.
Analyst Access Remains Unchanged	The logged-in user is an Analyst.	The Analyst opens the Task List.	The task visibility must continue to follow existing Analyst workgroup access.
User Applies Specific Workgroup Filter	Carlos has the checkbox ON.	Carlos applies a filter for a specific Assigned Workgroup.	The Task List must show only tasks from the selected workgroup.
Audit Log Captures Edit	Carlos edits a task in a workgroup where Carlos is not directly mapped.	Carlos saves the changes.	The audit log must capture Carlos as the user who performed the update.