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Conga Support

Processing a Contract Request

Processing a contract request involves reviewing the request, providing mandatory information for the contract, and assigning individual responsibilities associated with the contract. You can exit the contract approval process at any point prior to completing the process, and then resume the approval process at a later time.

  The approval process shown below is for a contract request that was created using an "enhanced mode" template, which is similar, but not identical to the approval process for a contract request that was created using a "legacy mode" template.

A

Navigation Toolbar

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

Note: If the Approvals link is not present, you do not have permission to approve contract requests.


 

B

Contract Request record

Locate the contract request you want to process.

Note: To quickly locate a contract request, type the first few letters of the request name or other identifier in the Search field, and click the icon. You can also use the Request Status, Request Type, and Created within lists to filter contract requests.

Important: Use the Search Filter to limit the fields that are searched by clicking on the button to display a list of searchable fields. Select only the check box(es) for the field(s) you want to search to guarantee accurate results.

C

Begin Processing and Continue Processing icons

To begin processing a new contract request, click on its icon. To continue processing a request, click on its icon.

Important: The con is also used to designate a contract request for a specific approver.

D

Company Name section

If the name of the company for the contract needs to be changed, click on the Change Company button to display a Select Existing Company prompt, which allows you to select a different company name. This is useful in the event the requester erroneously submitted the request under the name of the parent company, instead of a subsidiary.

Note: If a Company Profile already exists for the company requesting the contract, the company name will display as a link. Click on the link to display the Company Profile and review any existing contracts with this company. To return to the approval process, click the Back button on your browser.

E

Request data fields

Review the contract information for accuracy and completeness.

Note: The contract request is divided into sections with blue headers, which denote the primary data captured for the contract, as well as sections with gray headers, which denote supplemental data for the contract.

F

Attach Documents section

Review any documents that have been uploaded to the contract request by clicking on the download icon for the document.

G

Cancel link

Select if you want to halt the review process before approving/declining the contract request. You can return to the request at a later time by selecting the icon for the contract request in your My Approvals screen.

H

Decline Request button

Select if you want to decline one of the contract forms in the request. A Decline Request dialogue box displays.

Note: A Decline Request button is present for every contract form, as denoted by a blue header, in the request.

I

Decline All button

Select if you want to decline the entire contract request, which includes at least one contract. A Decline Request dialogue box displays.

Note: The request may also include one or more supplemental data forms, which are denoted by gray headers.

J

Decline Request dialogue box

  • If you want to allow the requester to re-submit the request for this contract after he/she has made certain modifications, enter the reason for declining the request, along with your suggested modifications in the Decline Notes field. Ensure the Allow Resubmit check box is selected, and click the Decline button to notify the requester what needs to be done in order to have their request approved. Once the requester re-submits the request, it will reappear in your My Approvals screen as a newly submitted contract request.
  • If you do not want the requester to re-submit the contract request, enter the reason for declining the request in the Decline Notes field, and de-select the Allow Resubmit check box. Click the Decline button to notify the requester that their request for a contract has been declined.

K

Approve Contract button

Select if you want to approve the contract request.

Note: An Approve Request button is present for every contract form in the request.

Important: Each contract form must be approved individually since a new Contract Profile displays for every approved contract in the request.

When you select the Approve Contract button, a Contract Profile screen displays. Provide the required information in order to create the contract.

L

Required fields

Enter the required information for the contract.

M

Optional fields

If known, enter the optional information for the contract request.

Note: Information is pulled from the contract request and automatically populates some of the fields.

N

Add Responsibility button

Click if you want to assign one or more areas of responsibility to the contract, such as the Contract Manager and Contract Owner. You must then assign an individual to each area of responsibility.

Note: During the contract request process, the requester may have already identified key areas of responsibility for the contract.

O

Save button

Click to save your information and create the contract. If the request contains more than one contract that requires approval, the screen refreshes and redisplays the remaining contract(s).

My Approvals4

P

Cancel link

Select if you want to halt the review process before approving/declining the remaining contract(s) in the request. You can return to the request at a later time by selecting the icon for the contract request in your My Approvals screen.

Q

Reassign link

  • Click if you want to reassign the task of processing the contract request to another user. A Reassign Request dialogue box displays.
  • Locate the new approver for the contract request in the Select the user... list, and click on the name to select him/her. Then click the Reassign button to reassign the contract request.

R

Decline Request button

Select if you want to decline a contract in the request. A Decline Request dialogue box displays.

S

Decline Request dialogue box

  • If you want to allow the requester to re-submit the request for this contract after he/she has made certain modifications, enter the reason for declining the request, along with your suggested modifications in the Decline Notes field. Ensure the Allow Resubmit check box is selected, and click the Decline button to notify the requester what needs to be done in order to have their request approved. Once the requester re-submits the request, it will reappear in your My Approvals screen as a newly submitted contract request.
  • If you do not want the requester to re-submit the contract request, enter the reason for declining the request in the Decline Notes field, and deselect the Allow Resubmit check box. Click the Decline button to notify the requester that their request for the contract has been declined.

T

Approve Contract button

Select if you want to approve a contract in the request.

The screen refreshes and displays a color-coded summary of the contract request you processed.

My Approvals9

U

Display Contract Data icon

Click on the icon to display the information contained in the request for the contract form.

V

Jump To Contract Profile icon

Click on the icon to display the Contract Profile for the requested contract. This icon is only available for contracts that have been approved.

W

Help icon

Hover over the icon to display a pop-up description of a contract contained in the request.

X

Cancel link

Click to return to your My Approvals screen.

  The user who made the contract request will receive an email message with the subject line Novatus Contract Request Accepted and the email will contain links to the contract request and the Contract Profile.