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Contracts Manager™
Step-by-step Guide:
Workflow Templates
A step-by-step guide to creating Workflow Templates, which will save you valuable time when creating and updating contracts in Projects.
What are Workflow Templates?
When creating and updating contracts in Projects, you have the ability to set up a Workflow. A Workflow is linear and determines who will receive the contract and in what order. There are three potential roles within a Workflow:
Ø Author – The Author has the ability to write the contract.
Ø Reviewer – The Reviewer may not amend the contract. They can only Reject or Approve the contract.
Ø Approver - The Approver has the ability to both amend the contract and Reject or Approve it.
You may have any combination of these roles in the Workflow and an unlimited number of users may participate.
If you use the same combination of roles in your Workflow each time you create a Project, you may create a Workflow Template, which will be available to you in Projects. A Workflow Template saves the Member Roles and Tasks within a Workflow, so that it may be accessed quickly and easily, saving you time in the contract creation process.
This guide will cover the following topics:
Creating Workflow Templates
Creating Workflow Templates in Preference Settings
1. Log in on the home page with your username and password. In order to proceed, you must be a Registered User with Admin privileges.
2. Once logged in, hover your mouse over the Setup icon at the top of the window, and click Preference Settings.
3. The following screen will appear. Click “Workflow Templates.”
4. The following screen will appear, listing all Workflow Templates located within your Contracts Manager™ system. In order to create a template click “Add.”
5. The following box will appear. Complete the Name, Committee, and Description Fields for your Workflow Template.
To add the first task in the Workflow, click the drop-down box beside Member Role and select Author, Reviewer,or Approver. Select the Member Type. Type the Task Name and Task Description.
To add subsequent tasks, click the (+) icon. Once your Workflow is complete, click “Save Workflow Template.”
6. The new Workflow Template will now appear in the list, and will be available to users during Projects.
Creating Workflow Templates in Projects
1. Log in on the home page with your username and password. In order to proceed, you must have privileges to Participate in Projects.
2. Once logged in, click Projects. The following screen will appear. In order to start a new Project, click “Add.”
3. The Projects window will open. Complete the Primary info, Finance, Document(s), and Work Group tabs.
Once these tabs are complete, you may proceed to the Workflow Setup tab.
To add the first task in the Workflow, click the drop down box beside Member Role and select Author, Reviewer, or Approver. Select the Member Type. Select the Member’s name. Type the Task Name, Task Description, and Start and End Dates. To add subsequent tasks, click the (+) icon. Once your Workflow is complete, click [save].
4. The following box will appear. Type the Name and Description of the Workflow and click “Save Workflow Template.” At this point, you may continue working on your Project.
NOTE: You can also save Workflow Templates when you are editing existing contracts in Projects.
Accessing Workflow Templates
1. Log in on the home page with your username and password. In order to proceed, you must be a registered user with privileges to Participate in Projects.
2. Once logged in, click Projects. The following screen will appear. In order to start a new Project, click “Add.”
3. The Projects window will open Complete the tabs entitled Primary info, Finance, Document(s), and Work Group. Once these tabs are complete, you may proceed to the Workflow Setup tab. To select an existing Workflow Template, click the drop down entitled, “Workflow Templates,” and select the appropriate template.
NOTE: You can also access Workflow Templates when you are editing existing contracts in Projects.
Deleting Workflow Templates
1. Log in on the home page with your username and password. In order to proceed, you must be a Registered User with Admin privileges.
2. Once logged in, hover your mouse over the Setup icon at the top of the window, and click Preference Settings.
3. The following screen will appear. Click “Workflow Templates.”
4. The following screen will appear, listing all Workflow Templates located within your Contracts Manager™ system. In order to delete a template click the check box beside the template’s name, and click Delete.
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