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Flow Step Properties Window

The Properties window for a step is displayed by clicking the step's icon in the flow template to display a menu, and then selecting Edit Properties. The Delete option is used to remove the step from the flow.

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In the example below, the Properties window for the Creation Template step is shown since it contains all four property categories: General, Assignee, Step Configuration, and Restrictions.  The template step also contains two options specific to the Creation Wizard.

General Tab

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A

General tab

Select to add general information for the step.

B

Step Name field

Click in the field and type over the existing text to edit the name of the step.

  • The new name appears inside the step in the grid, and in the flow step in the Contract, Company, or Project Profile.

C

Description field

Enter a concise description for the step.

  • The description appears inside the step in the grid, but does not display in the flow in the Profile.

D

Notes field

Enter information or instructions for completing the step, if necessary.

  • If notes are added, the step includes a icon in the grid and the Profile. When a user hovers over the icon in the Profile, the notes display, providing information or instruction on completing the step.

E

Auto Run Creation Template check box

Select if you want the the Creation Wizard to automatically run when a user creates a Contract Profile that matches the criteria for the flow, or when the flow containing this step is manually run on an existing Profile.

  This check box is specific to the Creation Template step.  However, if there is information missing from the Company or Contract Profile that is required by the Creation Template, or if the template uses questions to remove contract sections, the flow step will not auto-run, and must be run manually.

F Save button Click to save your changes and edit the step properties.

Assignee Tab

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A

Assignee tab

Select to assign the step to a user function, responsibility, or a specific program user. 

  • The default selection is Any, which indicates any Novatus user can complete the step.

 The Any option is not available for the Automatic Notification step since individual recipients, functions, and responsibilities must be selected.

B

Function radio button

Select to display the Function multi-select list.  Click on one or more functions to grant users who hold any selected function the permission to complete the step.

C

Specific User radio button

Select to display the User multi-select list.  Click on one or more user names to assign the user(s) the task of completing the step.

D

Responsibility radio button

Select to display the Responsibility multi-select list.  Click on one or more contract responsibilities to grant users who hold any selected responsibility the permission to complete the step.

  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 step owner, advising them that a flow step is awaiting their completion.

E

Save button

Click to save your changes and edit the step properties.

 

Step Configuration Tab

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

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A

Step Configuration tab

Select to configure the step.

 

B

Configuration options

Configure the step, based on the type of step:

  • Creation Template - make a selection in the Creation Template list.
  • Complete Workflow - make a selection in the Workflow template list.
  • Query Binary Branch and Query Matching - set parameters to define what must occur for Novatus to recognize a step as complete, and move the flow to the next step.
  • Update - define an action that must be completed (or occur) before Novatus makes a system update, such as changing the status of a contract.
  • Automatic Notification - provide the notification message and select the functions, responsibilities or users for the email message that will be sent by Novatus when a previous step is completed.
 

C

Not Auto Attach Document check box

  This check box is specific to the Creation Template step. 

Select if you do not want the contract document that is automatically generated when the Creation Wizard runs to be saved in the Documents screen in the Contract Profile. 

     When this check box is selected and the user runs the Creation Wizard step, they must click the download link in the prompt that displays after the wizard runs to download the document since it will not be automatically attached to the Profile.  Therefore, it is recommended that you provide the user with this information in the Notes field in the General tab.

 

D

Save button

Click to save your changes and edit the step properties.

 

Restrictions Tab

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A

Restrictions tab

Select if you want to add restrictions for completing the step.

B

Field list

Select the field to be used in the restriction.

  You may have to drill down in the hierarchy to locate the correct field. 

C

Inclusion list

Select the option that will identify, include, or exclude the text, value, or date in the Value list.

  If the selection in the field list is a date, there are 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 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 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.

D

Value field or list

Make a selection in the list, or enter a value or date in the field.

E

Operand buttons

Click to add another restriction:

  • AND button will refine the condition.
  • OR button will expand the limits of the condition.

To remove a restriction, click its Icon Delete.png icon.

F

Save button

Click to save your changes and edit the step properties.