When the Workflow feature is switched on for the first time then all Contract records are set to have a default Approval status of 'Pending'. Any new Contract records created will also default to 'Pending'
Note: This Approval status is only applicable to the entity record and will only display if the config setting 'Enable approval status by entity type' has the Contract checkbox ticked.
You may wish to Bulk Update all your existing records to have an 'Approved' status and only send out new records for Approval, read this article to learn more about how to Bulk Update the Approval status on multiple records.
A Workflow can be started once the Contract record has been created.
Open a Contract record, the current status of the record will be [Pending]
The record will have a default Approval status of 'Pending'. This status is independent of the Contract Document record Workflow and Approval status's. A Contract Document record could have an Approval status of [Approved] but its linked Contract record could still have an Approval status of [Pending].
Please note that if a Contract Document record is already part of an 'In progress' Workflow then its linked Contract CANNOT be sent for Workflow - the existing In progress Workflow for the Contract Document must be completed first before the Contract can be sent for Workflow and vice versa.
Click on [...] to the top right of the screen and select the option [Start Workflow]
A pop up screen will appear allowing you to select a Workflow Definition or you have the option to manually select Approvers for an add hoc Action 'Approval step'.
If you have a pre-defined Workflow Definition that this record falls into the criteria of then it will be displayed in the drop down list for you to select.
To select Approvers manually you must first define how you wish the Approval flow to progress:
Sequential - each Person / Group are notified in turn
Parallel - all Persons / Groups are notified at once
Select all the relevant People / Group using the drop down list. The selected values can be moved around to define a sequential order by using box's at the end of each value to drag and drop.
If you select an existing Workflow from the drop down list then the pop up will update and remove the Select Approvers option.
If you wish to view the details of the selected Workflow you can click on the Preview Flow [View] button, the flow screen will open showing you the Actions for the Workflow you have selected.
To view the detailed Steps for an Action click [View]
Note that there can be multiple Actions and within those Actions there maybe multiple Steps
Click [Close] to go back to the Start Workflow pop up.
Click [Next] - There will be an option to add a Note to the Approver's,
Click [Next] - The immediate People / Approval Groups for the first Actions will receive an email requesting their action.
Note: At this stage if you have selected a User that have been unseated (licence removed) then the system will warn you of this so you can go back and adjust - we cannot prevent you from selecting an unseated User but we can warn you that you so you can made adjustments.
For more information about how Workflow Definitions are created using the Approval Flow screen please click here.
A Workflow request email will be generated.
A Workflow Status will now appear on the top right of the screen alongside the Approval Status if activated. Both will now display as [In Progress] and a new Workflow record will appear in the Workflow tab
The [Workflow Activity] buttons can be used to view the full details of the Workflow request and its progress using the [...] option.
For full details about the Workflow Activity screen click here.
Once all Actions within the Workflow have been processed both status will update accordingly.
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