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Adding a Workflow Template

Administrators are responsible for creating the company, contract, and project workflow templates that are used by the Workflow Wizard, which is launched whenever a user adds a workflow to a Company, Contract, or Project Profile. In creating a workflow template, an Administrator creates a set of steps designed to accomplish a specific business process or procedure.

The Administrator must (1) identify all the steps in the workflow (2) assign an "owner" (responsible party) for each step (3) identify any prerequisite steps that must be performed before a step can be completed, as well as stipulate what steps must be revisited/completed if a step that requires approval is declined/approved, and (4) set restrictions for the use of the workflow template.

Prior to creating a workflow template, you must create at least one workflow team. If you are using any Gateway (approval) steps in the template, you must also create at least one routing table.

There are four types of steps in a workflow:

  • Action – user must perform a task, either in the system or outside the system.
  • Communication – user must send an email message to complete the step, and the message may include a document attachment.
  • Simple Gateway – one user, as defined by their user function in a routing table, must approve the step before the workflow can continue to the next step.
  • Gateway – more than one user, as defined by the user functions in a routing table, must approve the step before the workflow can continue to the next step.

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A

Navigation Toolbar

Click on Admin to display a menu of your administrator functions.

B

Workflow link

Select to display a Workflows menu.

Note: If the Workflow link is not present, you do not have the permissions to use this feature.

C

Workflows menu

Click on the Workflow Templates button to display the Workflow Templates browse screen.

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D

New button

Click to display the Workflow Template Edit screen.

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If your organization has many similar workflows with only minor differences in the steps, create a Master Workflow Template that contains all possible steps. Using the workflow template's Copy feature, simply make a copy of the Master Workflow Template and edit the workflow steps accordingly.

E

Template Name and Template Description fields

Enter a descriptive name for the workflow in the Template Name field. Provide a concise description of the purpose of the workflow in the Template Description field. Precise names and descriptions will help users select the correct template when running the Workflow Wizard.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

F

Add Step button

Click to display fields that allow you to add a step to the workflow

G

Type list

Click in the field to activate it, and then select the type of step you want to add:

  • Action Item – requires a user to perform a task or action.
  • Communication – requires a user to send an email message.
  • Simple Gateway – requires the approval of one user and employs a routing table.
  • Gateway – requires the approval of more than one user and employs a routing table.

H

Step Name field

Click in the field to activate it, and then type in a name for the step.

I

Description field

Click in the field to activate it, and then type in a description of the step. This description will display when a user is assigning this step in a workflow and it will also display in the message delivered to the Step Owner.

J

Function/Routing multi-select list

Click in the field to activate it, and then select all the user roles that have the authority to be a "step owner" for an Action Item or Communication step. User roles determine which job functions display in the list as possible candidates for becoming the owner of the step when the Workflow Wizard is launched.

  • For a Gateway step, select the appropriate routing table for this workflow template. When a user creates a workflow using this template, the Novatus system will automatically send out emails to the approvers in the routing table. 
  • For a Simple Gateway step, select the user role(s) that can approve the step.

K

Prerequisite Step(s) multi-select list

Click on any of the Action Item or Communication step types to display a Prerequisite Step(s) multi-select list for that step. If you want to identify the step(s) that must be completed before the workflow proceeds to the selected step, click in the field to activate the list, and then select the appropriate step(s).

Note: If you want to re-order the steps in the template, click on the step record and move your mouse until the prompt displays. Then, drag-and-drop the step to the desired position in the list.

L

Declined Step list (Gateway steps only)

Click on a Gateway or a Simple Gateway step to display the Declined Step and Approved Step lists. Click in the field to activate the list, and then select the number of the step that should be repeated if the Gateway step is not approved.

M

Approved Step list (Gateway steps only)

Select the number of the step that should be performed next if the Gateway step is approved.

N

Lock Object check box

Select if the contract should be locked (i.e., no further edits can be made) at this step.

O

Contract Status list

Click in the field to activate it, and then select the status that the contract should have when this step is completed. The Novatus system automatically performs the status change.

Note: This field should only be populated for those steps that require a change in the contract's status.

P

Restrictions tab

Click to display a screen that allows you to set the restrictions for the workflow template.

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Q

Company multi-select lists

Select the appropriate restrictions in the Company Group and Legal Entity lists. When a workflow is added to a Company Profile, this template will be available as a selection in the Workflow Wizard if the Company Group and Legal Entity fields in the profile match the company restrictions you select for the template.

Note: If you leave these fields blank, users can access this template when adding a workflow to any Company Profile.

R

Contract multi-select lists

Select the appropriate restrictions in the Contract Type, Contract Group, and Agreement Type lists. When a workflow is added to a Contract Profile, this template will be available as a selection in the Workflow Wizard if the Contract Type, Contract Group, and Agreement Type fields in the profile match the contract restrictions you select for the template.

Note: If you leave these fields blank, users can access this template when adding a workflow to any Contract Profile.

S

Project Type multi-select list

Select the appropriate restriction(s) in the Project Type list. When a workflow is added to a Project Profile, this template will be available as a selection in the Workflow Wizard if the Project Type field in the profile matches the Project Type restriction(s) you select for the template routing table.

Note: If you leave this field blank, users can access this template when adding a workflow to any Project Profile.

T

Lock Workflow Teams check box

Select if you want do not want any members to be added or removed from the workflow team for this workflow template.

U

Limit Workflow Owners to Admins check box

Select if you want only users with Administrator permissions to be workflow step owners.

V

Allow Reassign Step Owner check box

Select if you want to permit a workflow step owner to assign their responsibility for completing the step to another person.

W

Automatically Assign Step Owners to a Contract Responsibility check box

Select if you want the Novatus system to automatically assign all the step owners in the workflow to a position of responsibility and display their name/responsibility in the Contract Profile. The Contract Responsibility list automatically displays when this check box is selected. Select the responsibility you want to assign to all step owners from the list of available options.

X

Limit Workflow Teams to My Teams check box

Select if you want to limit the workflow teams that can use the template to only those teams to which the Administrator who created the workflow belongs.

Y

Auto Assign Runner to Step Owner check box

Select if you want the Administrator who creates the workflow template to be included in the list of possible step owners for all workflow steps.

Z

Allow Reassign Approver check box

Select if the original approver of a step can reassign the responsibility of approving the step to another user.

AA

Save button

Click to add the workflow template.

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