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Conga Support

Flow Step Properties Window

The Properties window for a step is displayed by clicking the step's 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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The Properties window for a step can contain up to four category tabs: General, Assignee, Step Configuration, and Restrictions. The End Stage step contains a Next Stage category tab.

Currently, there are five action steps (Communication, Complete Workflow, Creation Template, Generic, and eSignature), four logic steps (End Flow, End Stage, Or, Query Binary Branch), three system steps (Automatic Notification,Query Matching, and Update), and one Approval step.

The Properties window for the Creation Template step is shown since it contains all four property categories.  Additional widows for the Assignee category are also shown since options differ based on the assignee selected.

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 to display this information inside the step in the grid.

The description only displays when a user hovers over the word Approval in a flow in a Profile screen for an approval step. It is recommended that a descriptive, but concise instruction be provided for every approval step so that users understand what they are being asked to approve.

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 to automatically run the Creation Wizard 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,and when selected, it displays the Not Auto Attach Document check box in the Step Configuration tab. 

F Save button Click to save your changes to the step's general properties.

Assignee Tab

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A

Assignee tab

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

B Any radio button

Use the default option to allow any Novatus user to complete the step.

  The Any option is not available for the Automatic Notification step since specific users or users holding specific functions or responsibilities must be identified as recipients for the email message.

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C

Function radio button

Select to assign the step to a user who holds one or more user functions in Novatus.

D Function multi-select list

Click on one or more functions to select them.

Novatus will send up to 100 email notifications to users holding the selected function(s), notifying them that the step is awaiting completion.

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E

Specific User radio button

Select to to assign the step to one or more specific users.

F User multi-select list Click on one or more user names to select them.
G Allow User Reassignment check box Select to allow the selected user(s) to reassign the step to another user for completion.

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H

Responsibility radio button Select to assign the step to a user who holds one or more contract responsibilities in Novatus.

I

Responsibility multi-select list

Click on one or more responsibilities to select them.

   A contract responsibility consists of three elements: (1) title assigned to the contract responsibility, such as Contract Manager (2) functions assigned in Novatus, such as Attorney or Sales Rep, and (3) user classification (system user, external participant, or company contact).

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.

J

Save button

Click to assign the step to any user, specific user(s), or a user function or responsibility.

 

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.
    • Select the Not Auto Attach Document check box to ensure the document that is created by the Creation Wizard is not automatically uploaded to the Contract Profile.  The user is given the option to open or upload the document when the Creation Wizard auto-runs.
      • This check box only displays when the Auto Run Creation Template check box is selected in the General tab.
  • Complete Workflow - make a selection in the Workflow template list.
  • Communication - select the Automatically Complete the Step on Any Reply check box to move the flow to the next step whenever a response is received to the email message sent for the step.
  • 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 - compose the notification message for the users, or the users holding a function or responsibility, who will receive the email message.
 

C

Not Auto Attach Document check box

  This check box is specific to the Creation Template step and only displays if the Auto Run Creation Template check box is selected in the General tab. 

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 configure the flow step.

 

Restrictions Tab

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A

Restrictions tab

Select 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.F

F

Delete icon Click Icon Delete.png to remove a restriction.

G

Save button

Click to add restrictions to the flow step.

Next Stage Tab

The End Stage step is the only step that contains a Next Stage tab, which is used to update the order of stages in a flow in the event one of the existing stages in a flow needs to be skipped.

EndStage.png

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A

Properties menu

Click in the End Stage step to display a menu, and then select Edit Properties.

B Next Stage tab

Select to define the consecutive stage for the current stage. 

  If the next stage is not defined for each stage in a flow, the flow will proceed in the order in which the stages appear in the flow.

C Go To Stage list Select the stage that should follow the current stage in the flow.
D Save button Click to define the next stage for a flow stage.