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Adding a Workflow to a Contract Flow Template

The workflow templates that Administrators have added to the Novatus system can be added to a contract flow template since the two features are compatible and are often used to accomplish similar tasks in the life cycle of a contract. A contract flow template can be comprised entirely of existing workflows, or additional steps and stages can be added to the flow.

 A contract flow must be published in order for it to become active and available to users.

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A

Navigation Toolbar

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

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

B

Flow Template record

If you want to add the workflow to an existing flow, click on the flow record to display its Flow Design Panel screen.

Note: You can add a workflow to a contract flow stored in both the Published Flow Templates and the Flow Template Drafts sections of the screen.

C

New Template button

If you want to add the workflow to a new contract flow, click on the New Template button to display a blank Flow Design Panel screen.

In the example below, a new contract flow is created for the workflow.

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D

Flow Template Name and Flow Template Description fields

Enter a descriptive name for the contract flow template in the Flow Template Name field and provide a concise description of the flow in the Flow Template Description field.

Note: If you are adding a workflow to an existing flow template, you can add it to an existing stage, or you can create a new stage by clicking on the Add Stage button in the Action Bar.

E

Complete Workflow step

Locate the step, click on it to select it, and then drag it into the grid. To move the step to a different location, simply click on it, and drag-and-drop it to the new location.

F

Connection lines

To connect the Start step to the Complete Workflow step, click in the bottom connector in the Start step, and drag the cursor to the top connector Icon Green Filled.png of the Complete Workflow step. The connection line contains an arrow, indicating the direction of the flow.

G

Edit Properties / Delete menu

Click on the Properties icon to display a pop-up menu that allows you to edit the properties for the step, or delete the step. Select the Edit Properties option to display the Properties window.

H

Properties window - General tab

  • 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 (e.g., Contract Lifecycle). This description appears inside the step in the grid, and also displays in the Contract Profile to advise users on the workflow that needs to be completed. In addition, a Launch Workflow button displays to the left of the description, and when the button is selected, the Workflow Wizard runs so that users can complete the tasks specified in the workflow.
  • Enter information or instructions for the step in the Notes field, if necessary. If notes are added, the step includes a icon in the Contract Profile. When a user "mouses over" the icon, the notes display, providing information or instruction on completing the workflow.

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I

Assignee tab

Click to display the options for assigning the workflow.

J

Assignment radio buttons

Change the default selection if you want to assign the workflow to a specific user, responsibility, or function:

  • Any (default) - allows any user to complete the workflow 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 workflow 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 workflow 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 workflow 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 workflow 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).

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K

Step Configuration tab

Click to select the workflow to be used in the contract flow.

L

Workflow list

Locate the workflow you want to add to the contract flow, and click on it to select it.

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M

Restrictions tab

Select if you want to add restrictions for the workflow.

Note: Adding restrictions is commensurate with adding a filter if there is only one stage and one step in a contract flow.

N

Contract Field list

  • Click on the list arrow to display the Contract folder, and then display the contents of the folder by clicking on the icon. 
  • Make a selection in the list based on how you want to restrict the Contract Profiles that can use the workflow. In this example, we are restricting the use of the workflow by contract type, so click on the Contract Type folder to select it.

O

Contract Inclusion list

Click on the list arrow to display the options, and select "In" to define the contract type you intend to select in the Contract Value list. The other options are Not In, Is Null, and Is Not Null.

Note: If the selection in the Contract Field list is a value, the options are Equals, Greater Than and Less Than.

Important: If the selection in the Contract Field list is a date, the options are Before, On, After, Null, Not Null, and four options that allow you to pinpoint a specific date (After: today minus (x) days, After: today plus (x) days, Before: today minus (x) days, and Before: today plus (x) days). For example, if today is January 1, 2016 and you want to search for contracts that expire prior to January 1, 2017, you would select After: today plus (x) days and enter 364 in the Parameter Value field since there are 365 days in a year. Similarly, if you wanted to search for contracts that expired last year, you would select Before: today minus (x) days and enter 365 in the Parameter Value field. To designate today's date, select After: today minus (x) days and make x =1. To designate tomorrow's date, select Before: today plus (x) days and make x = 2.

P

Contract Value list

Make a selection in the list. In this example, we are identifying Services as the contact type, so select the check box for the Services folder. If there is more than one type of Services contract, the folder will include sub-folders.

Note: If the selection you make in the Contract list is a date or number, you will be required to enter a date or number.

Important: If the selection you want is not listed, add the new selection via the List Administration screen.

Q

Operand buttons

If you want to add another restriction, click the AND button to refine the condition, or click the OR button to expand the limits of the condition. To remove a restriction, click its delete Icon Delete.png icon.

R

Save button

Click to save your information for the workflow.

In this example, the completed workflow is the only step (and stage) in the contract flow, so the next step is to end the flow. However, you can add additional steps to the stage, as needed.

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S

End Flow step

Locate the step in the Actions section of the screen, click on it to select it, and then drag it into the appropriate location in the grid. In this example, we are ending the flow and completing the template.

T

Connection line

Connect the Complete Workflow step to the End Flow step by clicking in the bottom connector in the Complete Workflow step and dragging the cursor to the top connector Icon Green Filled.png of the End Flow step. The connection line contains an arrow, which indicates the direction of the flow.

U

Save Flow Template button

Click to save your information and display a Template Saved prompt.

Note: Make sure there are connection lines between every bottom connector and top connector Icon Green Filled.png for each step.

V

Return to Browse Screen - Yes option

Select if you want to exit the template and return to the Flow Templates browse screen. View your new template, which is displayed in the Flow Template Drafts section of the screen.

W

Return to Browse screen - No option

Select 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 information in the template.