The Workflows feature allows you to follow your company's standard business practices using a wizard and individual templates that define the steps in a business practice.
Using the Workflow Wizard, you can add a workflow to a Contract, Company, or Project Profile by selecting the appropriate template and then choosing a workflow team. The template identifies the steps in the business practice and the team is comprised of individuals who have the ability to perform the tasks defined in the steps.
The team member assigned to the first step in a workflow is notified by email that they are required to complete the step. Once the team member completes the step, Conga Contracts (formerly Novatus) sends an email to the "owner" of the next step, and the process continues until all workflow steps have been completed. Once the workflow is completed, Conga Contracts (formerly Novatus) moves the workflow from the Active view in the Workflows browse screen to the Completed view.
A workflow may contain up to three types of steps: (1) Action Item, which requires the step owner to complete a task (2) Communication, which requires the step owner to send an email message before completing the step (3) Approval, which requires the step owner(s) to approve/decline the step in order to complete it. An approval step may require the consent of a single approver, or the approval of more than one user may be necessary using a routing table.
A workflow may require documents to be uploaded to the Contract, Company, or Project Profile, and these documents are available for use with any workflow step from the Documents view of the Workflows browse screen.
A Task List is a simplified version of a workflow in that messaging is not available for individual steps and none of the steps can be approved. Therefore, it is recommended that you review both the Workflow and Task List features to determine which option better suits your needs.
You can perform the following tasks related to a contract, company, and project workflow:
- Locate a workflow
- Create a workflow
- Review the Workflow Profile/Browse screen
- Receive email for a workflow step
- Complete an action for a workflow step
- Approve a workflow step
- Send a message for a workflow step
- Manage workflow documents
- Reassign a workflow step
- Send a reminder email message to a workflow step owner
- Close and reopen workflows
- Edit and delete workflows