How to Manage Engineering Change Orders in ClickUp
Engineering teams can use ClickUp to streamline engineering change orders (ECOs), keep documentation organized, and coordinate approvals across product, design, and manufacturing.
This how-to guide walks you through building an ECO workflow based on the process outlined in the source article, so you can adapt it to your own products and teams.
What Is an Engineering Change Order Process?
An engineering change order is a formal request to modify a product, component, or system after initial design or release. It helps teams document what is changing, why it is changing, and how the change will be implemented.
A well-structured ECO process typically covers:
- Problem identification and description
- Impact analysis on cost, quality, and schedule
- Review and approval by stakeholders
- Implementation planning and verification
The source article explains how templates and standardized forms reduce confusion and rework by making each ECO follow the same format.
How to Structure ECO Data in ClickUp
Before building views and automations, define what information every engineering change order should contain. The article shows that a consistent template is essential to maintain traceability.
Core ECO Fields to Capture in ClickUp
Use task fields and custom fields to mirror the sections of a traditional ECO form:
- Title and ID: Short summary of the change and a unique ECO number.
- Change type: For example, design change, documentation change, or process change.
- Reason for change: Problem statement, defect, or improvement opportunity.
- Affected items: Parts, assemblies, documents, or software modules impacted.
- Impact analysis: Cost, quality, regulatory, and schedule impact.
- Risk assessment: Potential failure modes, safety issues, or compliance concerns.
- Approvals: Engineering, quality, manufacturing, and management sign-offs.
- Implementation plan: Tasks, owners, and expected completion dates.
- Verification: How you will confirm that the change was implemented correctly.
In ClickUp, create custom fields such as dropdowns for change type, numeric fields for cost impact, and text areas for analysis and verification notes.
Recommended Custom Fields in ClickUp
Based on the structure described in the source article, consider adding these custom fields to your ECO list:
- ECO ID (text or automatic ID)
- Change Category (dropdown: Design, Document, Process, Software, Other)
- Priority (dropdown: Low, Medium, High, Critical)
- Schedule Impact (days) (number)
- Estimated Cost Impact (number or currency)
- Risk Level (dropdown: Low, Medium, High)
- Approval Status (dropdown: Draft, Under Review, Approved, Rejected)
These fields allow you to filter and sort ECOs in ClickUp so that critical changes receive attention first.
Setting Up an ECO Space in ClickUp
Use a dedicated Space or Folder in ClickUp to keep your change order process separate from day-to-day project tasks.
Create a List for Engineering Change Orders
- Create a new Space or Folder called Engineering Changes.
- Add a List named Engineering Change Orders (ECO).
- Open the List settings and add the custom fields defined earlier.
- Set up statuses that mirror ECO stages, for example: Draft, In Review, Approved, Implementing, Verified, Closed.
This mirrors the structured, stage-based approach presented in the source material while making it actionable in ClickUp.
Design a Task Template for ECOs in ClickUp
The source article emphasizes reusable templates as a way to speed up documentation. Recreate this idea as a task template.
- Inside the ECO List, create a new task called ECO Template.
- In the description, add sections such as:
- Problem / Reason for Change
- Scope and Affected Items
- Impact Analysis (Cost, Quality, Schedule)
- Risk Assessment
- Implementation Plan
- Verification and Validation
- Populate any default checklist items, such as:
- Update drawings or documents
- Notify stakeholders
- Update BOM or routing
- Update test plans
- Save this task as a template within ClickUp so that every new ECO uses the same structure.
Building ECO Views and Workflows in ClickUp
The article shows how templates work best when combined with clear visibility into status and ownership. Use different views in ClickUp to support engineering, quality, and manufacturing teams.
Kanban Board View for ECO Stages
Add a Board view to your ECO List to visualize each ECO as it moves through the process:
- Create a Board view and group tasks by Status.
- Confirm your columns match ECO stages, such as Draft, In Review, Approved, Implementing, Verified, Closed.
- Enable custom field cards so team members can see change category, risk, and approval status at a glance.
This view makes it easy to see which ECOs are waiting for review or stuck in implementation.
Table View for Reporting in ClickUp
The source content highlights the importance of tracking cost, risk, and schedule impact. Use a Table view to manage these metrics.
- Create a Table view and show custom fields like Cost Impact, Schedule Impact, and Risk Level.
- Sort or filter by Risk Level to prioritize high-risk changes.
- Group by Change Category to see which areas of your product generate the most ECOs.
This structure turns ClickUp into a simple reporting dashboard for engineering leadership.
Managing Approvals and Communication in ClickUp
Engineering change orders require formal approvals from multiple stakeholders. The source article stresses documenting these sign-offs clearly.
Assign Owners and Approvers
- Use the task Assignee field to designate an ECO owner.
- Create a custom field like Primary Approver and Quality Approver.
- Use watchers or @mentions in comments to notify stakeholders when an ECO enters the review stage.
This keeps all communication about a specific ECO inside the task history in ClickUp.
Use Comments and Attachments for ECO Evidence
For each ECO, upload supporting documentation such as:
- Revised drawings
- Test reports
- Regulatory references
- Supplier communications
You can also use comments to record meeting decisions or review notes so every decision is traceable, as encouraged by the best practices in the source article.
Implementing and Verifying ECOs with ClickUp Tasks
Once an engineering change order is approved, implementation tasks need to be tracked and verified.
Create Subtasks for Implementation Work
- Within the ECO task, add subtasks such as:
- Update CAD files
- Revise manufacturing drawings
- Update BOM and ERP records
- Update work instructions and training materials
- Run verification tests
- Assign each subtask to the responsible engineer or specialist.
- Set due dates that align with the overall project schedule.
As subtasks are completed, the ECO can move from Implementing to Verified and finally Closed in ClickUp.
Track Verification and Closure
Use a section in the task description or a dedicated custom field to document:
- Verification method and results
- Date of verification
- Who verified the change
The article emphasizes that confirming the change was successful is just as important as approving it. Recording verification in ClickUp ensures future audits can see exactly how each ECO was validated.
Additional Resources
To see the original discussion of engineering change order templates and examples, review the source article at this engineering change order template guide.
If you need help designing a full ECO workflow that integrates ClickUp with your broader product development process, you can also work with specialists such as Consultevo for implementation and process optimization support.
By combining clear templates, structured custom fields, and focused views, ClickUp can become the central hub for managing engineering change orders from initial request through verification and closure.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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