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Conga Support

Flow Display in a Contract Profile

A contract flow is automatically displayed at the top of the Contract Profile screen as a color-coded list of stages and steps whenever a user creates a Contract Profile that meets the criteria defined in an active flow template.  The stages and steps in a flow reflect an Administrator-defined process or procedure, such as the steps that must be completed in creating, negotiating, maintaining, renewing, or archiving a contract.

In running the flow, Novatus displays the first stage and the first step along the top of the Contract Profile screen.  A user completes a step by selecting the appropriate button, such as the Complete Step, Approve, Create, Launch eSignature, or Override button.  The Override button is used to "skip" the step, and there is also a Notes button for most steps so the user can provide information on completing or skipping the step.  If there is a System step in the flow, Novatus automatically completes the step whenever a pre-defined condition is met or an action is performed by a user. As steps are completed and stages are closed in the flow, the stage header turns from gray (incomplete) to green (complete).

  Users with the Flow Admin permission can manually run a flow from an existing Contract Profile using the Start Flow button in the toolbar.

In the example below, the flow that displays in the Contract Profile has three stages: Contract Creation, Negotiation & Legal Review, and eSignature.

FlowDisplay1.png

A

Incomplete stage

An incomplete stage has one or more incomplete steps, and displays with a gray background.

B

Incomplete step

The steps that a user can complete contain a Complete Step, Override, or other action button. The steps that a user cannot complete are displayed in black text, but contain no action buttons.
C Notes icon The icon indicates there is information or instruction for completing the step, which can be viewed by hovering over the icon.
D Create button The button launches the Creation Wizard, which allows the user to create a contract using a pre-selected template. Once the contract is created, it is stored in the Documents section of the Contract Profile.
E Override button The button is available for all flow steps, allowing the user to skip the step if it is not relevant.

FlowDisplay2.png

F Completed step A completed step is displayed in gray text.
G Approval step

A user with approval permission can either approve or decline a step, as well as add notes to support their approval, or provide reasons for declining the step.

  • An approval step displays the Icon Check Mark.png  icon when it is approved, and the Icon Decline.png  icon when it is declined.

   In approving or declining a newly-created contract, or a contract in negotiations, click on the Documents link in the Contract Profile and download or view the contract. You can also use the Document Packages link to view the current contract if this feature was used to negotiate the contract.

FlowDisplay3.png

H Completed stage A completed stage displays with a green background.
I Notes button The button should be selected before completing the step, since the button is not available after the Complete Step button is clicked.
J Complete Step button The button should be selected after the user completes the task associated with the step.

FlowDisplay4.png

K Repeating steps in a stage

If the approval steps in a stage are declined, and the flow is set up to repeat after adjustments have been made, the first step of the stage displays a second time.

  If there are five or more steps in a stage, a button displays. Click the button to display all the steps in the stage. To collapse the stage and hide all the steps, hit the F5 (refresh) button on your keyboard.

In the example below, the eSignature Wizard was run and the contract was emailed to the counter-party, who provided their eSignature in a timely manner.

FlowDisplay5.png

L

Launch eSignature button

The button launches the eSignature Package Wizard, which is used to obtain electronic signatures on a contract.

M Flow menu

The menu is displayed by clicking the Icon Properties.png icon. Menu options include:

  • Invalidate Flow - stops the flow and removes it from the Profile.
  • Show Activity Grid - displays the Flow Activities window, which provides information on the steps in the flow
  • Show Flow Diagram - displays the Flow Diagram window, which provides users with an illustration of the stages and steps in the flow template
  • Manage Flow Documents - displays the Flow Document Manager window, which allows users to attach documents to the flow.  Available documents include those stored in the Company and Contract Profiles, as well as global document
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