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Conga Support

Requesting a Contract - Legacy Mode

If you do not have permission to add a contract to the Novatus system, you may be able to make a contract request, which is reviewed and approved (or declined) by a designated approver. In completing a contract request, you will be required to supply all the requested information and upload any documents to support your request for the new contract. Depending on the type of contract you are requesting, the amount of information you need to provide will vary. If you must provide a great deal of information, you can complete the contract request over several login sessions since the Novatus system stores your information between sessions, allowing you time to complete and review your contract request before actually submitting it for approval.

  Typically, the "Legacy mode" is used to request a contract when the entire contract is comprised of a single document, or if the template used in making the contract request was created prior to Release 6.1. If the contract is comprised of more than one document (e.g., Master Agreement and Schedule), the "Enhanced" mode is used.

Once you submit the contract request, you can monitor its progress. After your request is approved and the contract document is created in the Novatus system, you will be able to access the contract document via a link in your My Requests screen.

A

Navigation Toolbar

Click on My Place to display the menu, and then click on Requests to display your My Requests browse screen.

Note: If the Requests link is not present, you do not have permissions to use this feature.

B

New Request button

Click to open the Select a Request Type window. The window can be re-sized and moved to enhance the viewing area of the My Requests screen.

C

Request Type records

Locate the type of contract you want to request, and click on it to display the Contract Request screen.

Note: If the screen below does not resemble your contract request screen, see Requesting a Contract - Enhanced Mode.

D

Existing Company list

OR

New Company option

  • If the company for your contract request already exists in the Novatus system, enter the first few letters of the company name in the Existing Company field to display a drop-down menu with a list of possible matches. Click on the correct company name to select it. You can also click on the list arrow in the field to display a list of existing companies. To quickly locate a company, type the first few letters of the company name in the Search field, and then click on the icon.
  • If the company is a new company, select the New Company radio button, and enter the name of the company in the New Company field.

Note: Before adding a new company, it is recommended that you search for the company to avoid duplicating information.

E

Contract Description field

Enter a description of the contract you are requesting.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

F

Required fields and lists

Populate all the required fields and lists in the contract request form. Required fields contain a red highlight and are clearly marked.

G

Optional fields and lists

Populate the optional fields and lists if you have this information.

H

Save button

Click to save your contract request.

After you save the contract request, the screen refreshes and an Additional Data section displays at the bottom of the screen. The section contains one or more views (tabs), and the default view is the Documents screen, which allows you to upload documents that will support your contract request. In the example below, there is one additional tab: Payment Terms.

  If the text for any tab is in red (e.g., Professional Service Options), you must click on the tab and provide the required information or you will not be able to submit the contract request.

I

Documents tab

This tab is selected by default.

J

New Document button

Click to refresh the screen and display fields that will allow you to upload a document and provide information about the document. Documents attached to a contract request can be electronic copies of the contract itself, other contract-related documents, or company documents.

Note: Once you save the document, the Document Profile screen displays. From this screen, you can perform several document-related tasks.

K

Search option

If there are several documents attached to the template you used to create the contract request, or if you uploaded several documents to the contract request, you can quickly locate a document by entering the first few letters of the document name in the Search field, and clicking the icon. To clear the filter, click on the icon.

L

Multi-Print button

If there are several documents attached to the template, or if you uploaded several documents to the contract request, click if you want to print a copy of all the attached documents.

M

[Professional Service Options] tab

Click on the tab to display a screen with fields designed to capture additional information for the contract request. In the example above, Professional Service Options is the only other tab, but your contact request may contain several tabs.

Note: If the text for a tab is displayed in red (e.g., Professional Service Options), you must click on the tab and provide the required information or you will not be able to submit the contract request.

N

New [Professional Service Options] button

Click to display the "dynamic form" containing the fields you need to populate.

O

Required and optional fields and lists

Populate the required fields and lists in the form. Required fields contain a red highlight and are clearly marked.

P

Save button

Click to save the information you provided for the dynamic form. The screen refreshes and your data is stored.

Q

Submit Request button

Select to submit the contract request. All of the people who have the authority to approve your contract request will be notified via email.

Note: You can track the progress of the contract request in your My Requests browse screen.

  If you cannot complete the contract request because you need to obtain the additional data required, click on the Cancel link. The Novatus system will store the information you have already provided until you can reopen the request and complete it. To reopen and edit the contract request, click on the icon for the request in your My Requests browse screen.