Contract - Workflow Tab

  • Updated

Contract Workflows ensure that all agreements created, are reviewed and approved by the appropriate stakeholders. These workflows are tied specifically to Contract Types. Allowing you to have a rigorous approval process for "Master Agreements" while using a simpler path for "Certificates of Insurance."

 

Core Workflow Components

A contract workflow is built using three fundamental elements, that define how a record moves from "Draft" to "Active."

 

Tasks

A task represents an individual step or "station" in the process.

  • Examples: "Legal Review," "Department Head Approval," or "Executive Signature."
  • Customization: Task names can be customized to match your institution’s internal terminology.

 

Transitions

Transitions are the "roads" that connect tasks. A transition defines where a contract can go next.

  • Forward: Moving to the next stage (e.g., "Approve").
  • Backward: Returning to a previous stage (e.g., "Return for Edits").
  • Sideways: Routing to a different department for a parallel review.

 

Approvers

Approvers are the individuals or groups authorized to trigger a transition.

  • Individuals: Specific users assigned to a task.
  • Approval Groups: A pool of users where you can require either "Any" (first person to act) or "All" (unanimous) to complete the task.

 

Ad-Hoc Task Assignment

In scenarios where the reviewer changes depending on the specific contract, workflows can be configured with Ad-Hoc Assignment.

  • How it works: If a task (like "Peer Review") has no pre-assigned approvers. The system will prompt the user to manually select an individual or group, to perform that specific step.
  • Benefit: This provides flexibility for organizations that require specialized reviews for different types of equipment or services.

 

Workflow Capabilities

While a contract is in the workflow:

  • Editing: Members assigned to the current workflow task, can edit the contract details and attachments.
  • Collaboration: Reviewers can leave comments and feedback before pushing the contract to the next stage.

 

Notifications

Once a contract successfully navigates all transitions and reaches the end of the workflow:

  • An automated email is sent to the Contract Initiator and the Contract Owner.
  • The email confirms the contract is "Ready to Use" and provides a direct link to the record.

 

Configuration and Support

Because contract workflows are foundational to your community's compliance, updates or new workflow designs are managed in coordination with Unimarket.

  • Action: To add or update a contract workflow, please contact your Unimarket Customer Success Manager (CSM).

Best Practice: Use the Comments tab during the workflow process, to document why a contract was returned for edits. This creates a permanent record of the negotiation and internal vetting process.