The Contract Workflow feature provide the approval processes for contracts, being executed for the Community.
The contract workflow is based upon the Contract Type selected, when the contract was created.
Users with the Community Administrator role, can assign:
- Workflows to contract types and
- Configure tailored workflows for each contract type, within their community.
This allows contracts to follow a designated path or be routed to an ad hoc peer review (individual or user groups) to review.
Workflow members can Approve and Edit contracts, before the contract is approved and finalized.
Assign a Contract Workflow
Contract Workflow is customized for the different transitions based on Community's needs and configured for the approvers initiating the desired tasks.
Please work with Unimarket Customer Success Manager, to build and implement the community's workflows.
Designating the path for a Contract Workflow is done by identifying the steps and possible transitions the contract can take before being approved. This is includes three steps:
Tasks: Each task is an individual step of the workflow. A Task may be something like "Peer Review" or "Signature Required". Tasks can be customized to whatever text is needed to best describe the task.
Transitions: The transition is the link between Tasks. A transition can move forward to a new task, return to a previous task, or sideways to a separate task. The flexibility of the transitions is a true power of the workflow.
Approvers: The approvers are the users who initiate the Transitions between Tasks. If the Task allows two Transitions (e.g. 'APPROVE' or 'RETURN FOR REVIEW'), the approver chooses which of these Transitions to Initiate. Approvers can consist of individual users, or of approval groups. Within the approvals groups, the workflow can be defined to require any or all approval to act on the task.
Workflow Task Assignment
Based on the Workflow Set-Up, if a Task has no assigned approvers, users can assign a adhoc user.
Example: Your organization requires peer review for all contracts. But the users performing the peer review, may differ per contract. Leaving the Task open without any approvers in the workflow, enables users to choose "ad hoc", which users or groups should approve the next Task.
Members of a contract with Edit permission and the Create Contract role, can choose an ad hoc user or group to approve. By going to the Contracts module > select Contracts > locate the desired contact.
Select the Workflow tab > click More Actions > select Documents Attached > a pop-up box will appear > in the Users field, add the desired user or in the Groups field, add the desired group(s).
Add the desired message in the Comment field > select OK.
Workflow Email Notification
When a contract completes its workflow, an email notification is sent to the Contract Initiator and the Contract Owner, to inform the contract is ready for usage. The email also includes a link to the applicable contract.
Review Workflow
Members of a contract with Edit permission and the Create Contract role, can review the contract workflow, by going to the Administration module > select Contracts > in the Search Contracts field, insert the contract number or name.
Select the contract name > click the Workflow tab.
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Note: For additional information, refer to help articles: Viewing & Managing Contracts or Creating a New Contract - Manually. |