Starting a Contract Document Workflow

Contract Document records can be sent for a Workflow on an individual basis and independent from its associated Contract.  

Please note that as the Workflow request sent will be for the Contract Document record, this record may contain multiple attachments.

When the Workflow feature is switched on for the first time then all Contract Document records are set to have a default Approval status of 'Pending'.  Any new Contract Document 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 Document checkbox ticked.

Open the related Contract and go to the Documents tab, click on the Document record you wish to start the Workflow for.

This may open up the Document record in full screen rather than a pop up, if this does not happen you can click on the expand button on the top right of the record to open the pop up to a full screen view. 

Note: Expanding the screen is not necessary to create the Approval but will allow you to see the Workflow record when created.

Once in full screen you will see that the Document record now has its own set of sub tabs, one tab will be 'Workflows'.

A Workflow can be started once the Contract Document record has been created.

Any current and previous Workflow requests for this Document record will be displayed here.

The record will have a default Approval status of 'Pending'.  This status is independent of the Contract record Workflow and Approval status's.  A Contract record could have an Approval status of [Approved] but the document records linked to it could still have an Approval status of [Pending].

Please note that if a Contract record is already part of an 'In progress' Workflow then any associated Contract Documents CANNOT be sent for Workflow - the existing In progress Workflow for the Contract must be completed first before the Contract Document 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 / Groups 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.

---