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Conga Support

Completing a Flow Step

When you add a Contract, Company, or Project Profile to the Novatus system, a "flow" automatically displays if an Administrator has linked a flow to the type of profile that is being added. Both the stages and individual steps in a flow are displayed at the top of the Profile screen, directly under the Action Bar.  Once you complete a step in a flow, it is automatically "grayed out" by the Novatus system, and the next step is automatically displayed. An approval step displays the Icon Check Mark.png  icon when you approve it, and the Icon Decline.png  icon when you decline it. Novatus generates email messages to all those who are qualified to complete the next step, advising them that action is required for the active flow step. This process continues until all the steps and stages in a flow are complete.

  If you want to get an overview of the entire flow process, you can display a profile's Flow Diagram, which provides a graphical representation of the flow.

A flow step is completed from a Contract Profile, Company Profile, or Project Profile. A flow step can also be completed from the My Flow Steps tab in your Active Workflow Items portlet in the Dashboard.

 Although the Contract Profile is used in the example below, the same steps also apply to completing a flow step in a in a Company Profile and Project Profile.

There are three stages depicted in the contract flow shown below: Contract Creation, Negotiation & Legal Review, and eSignature. This sample flow accounts for only the initial phase in a contract's life cycle where the contract is created, and there is minimal negotiation between the parties. However, any phase in a contract's life cycle can be represented in a contract flow.

image1358.png

A

Flow Stage - Incomplete

View the current stage. An incomplete stage displays with a gray background.

Note: If no steps are displayed, click on the Stage header, which is a toggle bar to hide/display the steps in the stage.

B

Completed Step

View the steps that have already been completed. A completed step is grayed out.

Note: If there is a Create button in a flow, the Creation Wizard is used to create a contract once you select the template for the type of contract you are creating.

C

Incomplete Step

Complete the next step in the flow, if you have permissions to do so. A step that you do not have the authority to complete is displayed in gray text.

D

Notes icon

If the step has information or instructions on completing the step, a icon displays to the right of the step. Mouse-over the icon to display the information or instructions.

E

Override button

If you want to skip the step, simply click the button and the Novatus system will "check off" the step and show it as completed.

Note: You may have to depress the F5 key on your keyboard to refresh the screen and display a step as "checked off" after clicking on the Override button.

Flows9

F

Incomplete Step

Complete the next step in the flow, if you have permissions to do so. A step that you have the authority to complete is displayed in black text.

G

Approval Step buttons

If a step requires approval, and you have permissions to approve/decline the step, the Approve, Decline, Add Notes, and Override buttons display.

  • Select the appropriate button to Approve or Decline the contract. An approved step displays with a icon, and the flow will continue. A declined step may restart the flow from the beginning or some later point, or it could end the flow.
  • If you want to provide comments on your approval (or declination), click on the Notes button before you select the Approve or Decline button. Enter your information in the Notes field, and click the Submit button.
  • If you want to override the approval of the step, click the Override button.

Note: You are also notified via email if a flow step needs your approval.

Note: In approving or declining a new contract or a contract being negotiated, click on the Documents link in the Contract Profile and download or view the contract in its current state. You can also use the Document Packages link to view the current contract if this feature was used to negotiate the contract.

Flows4A

H

Flow Stage - Complete

View the completed stage. A completed stage displays with a green background.

I

Flow Stage - Incomplete

If there is a second stage in the flow, the new stage displays with a gray background.

J

Incomplete Step

Complete the next step in the flow, if you have permissions to do so. A step that you have the authority to complete is displayed in black text.

K

Notes button

If you want to add notes on completing the step, click to display a Flow Step Note window.

Important: All users can access the Notes button and are able to add notes for a flow step. In addition, all the notes entered for a step are captured and display in a cumulative list.

L

Notes option

Enter your information in the Notes field, and click the Submit button.

M

Complete Step button

Click after you have completed the step.

Note: If you are the only person assigned to complete a step, you will receive an email message with the subject line Flow Action Required. The email message will contain a hot link to the profile, where you can complete the step once you have logged into the Novatus system.

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N

Flow Stage - Incomplete

If there is a third stage in the flow, the new stage displays with a gray background.

O

Incomplete Step

Complete the next step in the flow, if you have permissions to do so. A step that you have the authority to complete is displayed in black text.

Note: If there is a Launch eSignature button in a flow, it is used to launch the eSignature Package Wizard, which allows you to submit the contract for electronic signature.

Flows10

P

Show All button

Click to display the remaining steps in a flow.

Note: This button only displays if there are more than five steps in a flow.

Q

Last Flow Step

When you complete the last step of the flow, the flow ends and only the stages remain in the profile. Completing the last step depends on the available buttons, which include Complete Step, Override, and Approve or Decline.

Note: You can view a completed flow by clicking on the Icon Properties icon and selecting the Show Activity Grid option in the menu to display the Flow Activities window, which displays information on each step in the flow. You can also view info on a completed flow by selecting the Workflows button in the Action Bar of the Profile, and then selecting the Flows tab in the Workflows browse screen.