Skip to main content
Conga Support

Adding a Contract Flow Template

Administrators can ensure that the proper actions are taken for every contract stored in the Novatus system by creating flow templates, which provide instructions to users on the actions that need to be taken during key stages in a contract's life cycle, such as creation, negotiation, management, renewal & renegotiation, and archival. Administrators can create a single contract flow template containing multiple stages, or individual templates for each contract stage. For companies who use more than one type of contract, Administrators can create separate flow templates for each type of contract, and then apply a filter, so that each flow is applied to the appropriate contract type.

Once a contract flow is created, an Administrator must publish the flow in order for it to be actively applied to Contract Profiles in the Novatus system, and also be available when a flow is run from an existing Contract Profile.

Before adding a contract flow template, it is recommended that you review the components of the flow template and the steps that can be used in a template. If you want to use an existing workflow to create a contract flow template, see Adding a Workflow to a Contract Flow Template.

Creating a Flow Template

A

Navigation Toolbar

Click on Admin to display the menu, and click on Contract Flow Templates to display the Published Contract Flow Templates screen.

If the Contract Flow Templates link is not present, you do not have permission to use this feature.

B

New Template button

Click to display the Flow Design Panel screen.

image574.png

C

Flow Template Name field

Enter a descriptive name for the contract flow template.

D

Flow Template Description field

Enter a concise description of the contract flow template.

E

Action, Approval, Logic, and System Steps

  • Drag-and-drop steps from the Actions section of the screen into the grid to map out your contract flow.
  • Create alternative paths for any Approval and/or Query Binary Branch steps.
  • Define the system actions for any Query Matching and/or Update steps.

The Approve and Decline options for an Approval step can be customized by clicking on the Approve or Decline text to display a Change Label prompt. Enter the substitute approve/decline language in the blank field, and click the OK button.

Approval step - Pathways include Approve and Decline, and a pathway can be connected to a new step or an existing step. Query Binary Branch - Pathways include True and False, and each pathway can be connected to a new step or an existing step. Query Branching - Step must validate the occurrence of an action or event before the Novatus system moves the contract flow to the next step. Update - Step defines the action that the Novatus system will take when the task in the previous step is completed.

F

Connection lines

Connect the Start step to the first step in the flow, and then connect the first step to the second step, and so on. The Start step appears in every stage in a flow template and must be connected to the first step in your flow.

  • To connect Steps 1 and 2, click in the bottom connector of Step 1, drag the cursor in the direction of Step 2, and release the cursor on the top connector Icon Green Filled.png of Step 2. The connection line contains an arrow, which indicates the direction of the flow.
G

Properties icon

Click on the Icon Properties.png icon for a step to display its Properties window.

H

Properties window

Set the properties for each step, including populating the fields in the General tab (default view).

  • Step Name field - edit the default name if you want the step name that displays in the grid to be more descriptive. This field is used only in the grid and is not seen by users when the flow runs in a Contract Profile.
  • Description field - enter a concise description for the step to advise the user what action needs to be taken. This information displays as the step name in the Contract Profile.
  • Notes field - provide instructions or information to assist a user in completing the action identified in the step. If you add notes, a icon displays next to the step in the Contract Profile. When a user mouses-over the icon, the information in the Notes field displays.
I

Assignee tab

Click to change the default selection from Any user, and assign the step to a Specific User, Function, or Responsibility.  To select more than one user, function, or responsibility, click on additional list items.

  • Any (default) - allows any user to complete the step.
  • Function - when selected, a Function multi-select list displays with the list of functions a user can be assigned in Novatus. Make one or more selections in the list to grant users who hold any selected function the permission to complete the step.
  • Specific User - when selected, a User multi-select list displays with a list of available users. Select one or more people in the list to assign the task of completing the step. Each user will receive an email message, notifying them of the action that needs to be completed whenever a flow is launched and this step has been reached.
  • Responsibility - when selected, a Responsibility multi-select list displays with the responsibilities associated with your company's contracts. Make one or more selections in the list to grant users who hold any selected responsibility the permission to complete the step. A contract responsibility consists of three elements: (1) title assigned to the contract responsibility (e.g., Contract Manager) (2) functions assigned in Novatus (e.g., Full Read Write), and (3) user classification (i.e.., system user, external participant, company contact).

  When a function or responsibility is selected, Novatus sends an email to the top 100 users who hold the responsibility or function, notifying them that the step is awaiting completion. This high-volume notification ensures that the step will be completed by a qualified user.

When a step is assigned to the person holding a responsibility for a contract, the responsible person can reassign the flow step to another user by updating the Responsibility field in a Contract Profile. If this occurs, Novatus sends out an email message to the new flow step owner, advising them that a flow step is awaiting their completion.

J

Restrictions and Step Configuration tabs

  • Select the Restrictions tab to limit the activation of the step based on the populated fields in the Contract Profile.
  • Select the Step Configuration tab (not shown) to define the condition(s) that the step must meet before Novatus moves the flow to the next step (Configuration tab is not shown).

  The Restrictions tab and the Step Configuration tab are not present for every step. See Types of Flow Steps.

K

End Flow or End Stage step

Connect the last step in the flow to the End Flow or End Stage step.

Use the End Flow step if there is only one stage in the flow. Use the End Stage Step if there is more than one stage in the flow.  In the last stage of the flow, connect the last step in the stage to the End Flow step.

L

Rename Stage button

Click to display a prompt that allows you to rename Stage 1. Ensure Stage 1 is selected.

M

Add Stage button

Click if you want to add another stage to the flow template. Repeat Steps E-J to add steps to the new stage.

A contract flow can have multiple stages, and you must assign a name to all of the new stages that you add to the flow.

N

Flow Filter button

Click if you want to apply a filter, which will set one or more restrictions in applying the contract flow to the Contract Profiles that are added to Novatus Contracts. A filter will also restrict the availability of the template when a user with the Flow Admin permission runs a flow from an existing Contract Profile.

O

Save Flow Template

Click to save the contract flow template and display a Template Saved prompt.

  • Select the Yes option if you want to exit the template and return to the Flow Templates browse screen.
  • Select the No option if you want to save your current work, but remain in the template. The screen refreshes and you can continue adding information to the template and/or updating the template.

 Make sure there is a connection line emanating from the bottom connector for every step in the flow, and that the line runs to the top connector Icon Green Filled.png of another step.

      You must publish (activate) a flow template in order for it to automatically run in all new Contract Profiles that meet the criteria defined in the flow template and any applied filters. A user can also run a published flow from an existing Contract Profile that meets the criteria defined in the template and any filters if the user has been granted the Flow Admin permission.

Sample Contract Flow Template

In the example below, a contract flow containing three stages is created to outline the steps that must be followed in creating a new software licensing contract. A description of the steps in each stage of the flow is also provided in terms of what the user sees in the Contract Profile when the flow is running. Refer to Viewing a Flow in a Contract Profile to view the flow steps, buttons, and stages, as described below.

Stage 1: Contract Creation

All flow steps include an Override button, which is used to skip the step if the step is not relevant to the Contract Profile.

image577.png

  • CREATION TEMPLATE step - A Create button will display next to the instruction "Create Customer Contract" as the first step in the flow in the Contract Profile. When the user clicks on the button, the Creation Wizard is launched and the user accepts the pre-selected template to create the contract, which is generated and then stored in the Contract Profile. Novatus "grays out" the step and displays the next step in the stage. 
  • QUERY MATCHING step - The step instruction "Verify Contract Generation" appears in grayed-out text since this is a system step, which is completed by Novatus after the system verifies the restriction identified in the step. In this example, a "Contract → Document → Document Type = contract template" restriction was set to ensure the document was created using the Creation Wizard. In setting up the template to be used in the Creation Template step, the document type identified in the creation template must match the document type in the restriction. After verifying the document's type, Novatus Contracts completes the step and moves the flow to the next step.
  • APPROVAL step - Approve, Decline, and Add Notes buttons display, alongside the instruction "Approve Contract" to signal the fact that the contract generated by the Creation Wizard needs to be approved or declined. When the user mouses over the icon, additional information displays, which instructs the user to forward the contract to a Contract Manager for review before sending the contract to the counter-party. The Approval step buttons only display if the user has the authority to approve the step.
  • If the Contract Manager approves the submission of the contract to the counter-party "as is," he/she selects the Approve button, and the stage ends.
  • If the Contract Manager does not approve the submission of the contract, he/she clicks on the Add Notes button and enters the reasons for declining the step, and then selects the Decline button. Once the step is declined, the entire stage is repeated, beginning with the Creation Template. However, users now have the information needed to update the contract so that it will be approved.

Once all the steps in the stage have been completed, the flow moves to the next stage.

Stage 2: Negotiation and Legal Review

image578.png

  • GENERIC step - A Complete Step button will display next to the instruction: "Send Contract to Counter-Party" as the first step in the second stage of the flow in the Contract Profile. Once a user sends the document to the counter-party, he/she has completed the task associated with the step, and selects the Complete Step button.
  • APPROVAL step - Approve, Decline, and Add Notes buttons will display, alongside the instruction to approve "Updates by Counter-party" to signal the fact that the counter-party might have made updates to the standard contract document. If the counter-party accepts the contract "as is," the approver would select the Approve button. However, if the counter-party has made updates, the approver would select the Add Notes button and provide information on the updates made to the standard contract. The approver would then select the Decline button to complete the step.
  • GENERIC step - the second Generic step will display the task: "Send to Legal for Review" in the Contract Profile. Once a user performs the task associated with the step, he/she selects the Complete Step button, which moves the flow to the next step.
  • APPROVAL step - the second Approval step will display the task: "Legal Review of Counter-Party Updates." For any attorney who can complete this step, the Approve, Decline, and Add Notes buttons display in their Contract Profile. If an attorney selects the Approve button, which signals the acceptance of the counter-party's edits, the stage ends. However, if the attorney does not accept the counter-party's edits, they would click the Add Notes button to display a window that allows them to provide their reasons. Then, the attorney would select the Decline button to move the flow to the next step.
  • GENERIC step - the third Generic step will display the task: "Send to CEO" in the Contract Profile. Once the CEO reviews the Legal Department's (attorney's) reasons for declining the counter-party's edits, he/she uploads a revision to the document, and clicks the Add Notes button to alert users to the new document revision. The CEO then clicks the Complete Step button, which triggers the restart of the stage, and the document revision is sent to the counter-party.

The cycle will continue until both approvals are obtained, and then the flow moves to the next stage.

Stage 3: eSignature

image579.png

  • GENERIC step - A Complete Step button will display next to the instruction: "Prepare Contract for Signature" as the first step in the third stage of the flow in the Contract Profile. Once a user has determined that the version of the contract that needs to be sent for electronic signature has been uploaded to the Contract Profile, he/she selects the Complete Step button.
  • ESIGNATURE step - A Launch eSignature button will display next to the instruction: "Run the eSignature Package Wizard." When a user clicks on the button, the eSignature Package Wizard is launched and the user identifies the email addresses of the signatories, and then tags the document with signature, initial, and other tags to indicate the locations where signatories are required to sign and initial the document, as well as provide other information, such as their title and the date they signed the document. The user completes the step by selecting the Send button in the wizard, which sends an email message to each signatory, requesting their electronic signature on the document contained in the email message.
  • APPROVAL step - If the eSignature Package Wizard is successfully completed, the Novatus system will automatically complete the remaining steps in the flow. However, if the counter-party does not provide their eSignature, the user would select the Override button for the ESIGNATURE step to move the flow to the next step (Approval). The user would select the Decline button in the Approval step to move the flow to the next step.
  • GENERIC Step - the second Generic step will display the task: "Contact Counter-Party." Once a user performs the task of contacting the counter-party directly, they would select the Complete Step button, which will complete the step, end the stage, and end the flow.