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Conga Support

Editing a Contract Flow Template

A contract flow template can be edited to keep up with changes to the stages and steps in the processes that your company's contracts undergo. A flow template can be edited by adding and removing steps and stages, as well as legacy workflows, renaming steps and stages, reordering the stages, and editing the properties of a step to alter the conditions or actions that trigger the next step in the flow. In addition, the entire flow can be edited by changing its filter so that only certain contracts can use the flow template.

Important: After editing a contract flow template, you must republish the template for your changes to take effect.

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

Contract Flow Template record

Locate the contract flow template you want to edit, and double-click on it to display the Flow Design Panel screen. If the template is currently being edited, but has not been republished, it will also appear in the Flow Template Drafts section of the screen. Use this version of the template to continue making edits.

Note: You can edit a draft flow template or a published flow template. When you edit a published contract flow template, a copy of the flow displays in the Flow Template Drafts portion of the screen. You must publish the template again in order for your edits to take place.

C

Flow Template Name and Flow Template Description fields

  • If you want to change the name of the flow template, click in the Flow Template Name field, and type over the existing text.
  • If you want to update the description of the flow template, click in the Flow Template Description field, and type over the existing text

D

Add Stage button

Click if you want to add a stage to the flow template. A Name prompt displays with a blank field so you can provide a name for the stage.

Enter a name for the stage, and click the OK button. The screen refreshes and a new blank drawing grid, containing only a Start step, displays. The name of the stage is displayed in a new tab.

E

Delete Stage icon

If you want to delete a stage in the contract flow, simply click on its delete image556.png icon.

F

Rename Stage button

If you want to rename a stage, click on the appropriate stage tab to select it, and click the Rename Stage button. A selected stage is displayed in blue text (e.g., Contract Creation is selected in the example above). When the Name prompt displays, enter a new name for the stage, and click the OK button. The stage name you entered replaces the name in the selected tab.

G

Flow Filter button

Click to edit an existing filter, or add a filter to the flow restrict its application to new (and existing) Contract Profiles based on the selections in one or more fields in the profile.

H

Action, Approval, Logic, and System steps

If you want to add a step to the flow, locate the step in the Action, Approval, Logic, or System menu. Click on the step, and then drag-and-drop it into the drawing grid.

Note: To remove a step, click on the Properties Icon Properties.png icon to display a pop-up menu, and then select the Delete option.

I

Connection Lines

  • If you want to remove a connection line, simply click on it.
  • To move a connection line, click on it, and then drag and drop it to the desired location.
  • To connect two steps, click in a bottom connector of the first step, drag the cursor in the direction of the second step, and release the cursor on the top connector Icon Green Filled.png of the second step.

J

Edit Properties / Delete menu

If you want to edit the properties of a step, click on the Properties Icon Properties.png icon to display a pop-up menu, and select the Edit Properties option to display the Properties window.

K

Properties window - General tab
  • If you want to change the name of the step, click in the Step Name field and type over the existing text. This field is used only in the grid and is not seen by users when the flow runs in a Contract Profile.
  • If you want to change the description of the step, click in the Description field and type over the existing text. 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.
  • If you want to add (or edit) the notes for the step, 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 step.

L

Assignee tab

Click to view the users who can complete the step.

M

Assignments radio buttons

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

  • 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 in the flow 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).

N

Step Configuration tab

Click to display the way in which the step is configured.

Note: The Step Configuration tab is available only in the Complete Workflow, Creation Template, Query Binary Branch, Query Matching, and Update steps.

O

Template list

If you want to change the template that is used, make another selection in the list.

Note: The Creation Template and Complete Workflow steps are configured using template lists. The Update step is configured by adding an action for a field in the Contract Profile. The Query Binary Branch and Query Matching steps are configured using the same fields that are used to set restrictions (see Steps Q-T below).

P

Restrictions tab

Click to display the restrictions for the step.

Q

Contract Field list

If you want to change the contract field that is used to restrict the Contract Profiles that can use the step, click on the list arrow to display the available contract fields, and make a different selection in the list.

R

Contract Inclusion list

If you want to change the inclusion parameter for the contract field, make a different selection in the list. The options are In, 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.

S

Contract Value list

If you want to change the value for the contract field, make a different selection in the list.

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.

T

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.

U

Save button

Click to save your information for the workflow.

In the event the stages in a contract flow template were added in the incorrect order, or if an additional stage needs to be inserted before the last stage in a flow template, the Novatus system allows you to override the order in which stages appear in a template to ensure the stages are applied in the correct order when a new contract is added to the system.

A

Stage tab

Select the tab for the stage that needs to be moved before another stage. In the example shown, the Pre-Submission Review stage needs to be moved before the eSignature stage.

B

Edit Properties / Delete menu

Click on the Properties icon for the End Stage step to display a pop-up menu, and select the Edit Properties option to display the Properties window.

image611.png

C

Next Stage tab

Click to display a window that allows you to reorder the stages by identifying the next stage in the contract flow.

D

Go To Stage list

Locate the stage that should follow the current (selected) stage in the contract flow, and click on it to select it. In the example shown, the eSignature stage now follows the Pre-Submission Review stage.

E

Save button

Click to save your changes and reorder the stages in the contract flow. Repeat Steps A-E to identify the order in which other stages should occur in the flow.

The changes made to the flow template will be applied to only future contracts that are created/added to the Novatus system. The updated flow can be applied to existing contracts by invalidating the current flow in a Contract Profile, selecting the Start Flow button in the Action Bar, and then selecting the updated contract flow template in the list of available templates.