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Conga Support

Managing Workflow Documents

A workflow may require the use of documents to complete an action, communication, or approval step.  Prior to completing a workflow step, the needed document(s) must be added or attached to the workflow using one of the following methods:

  • Add a document from the Documents tab in the Workflow Profile Adding a document to a workflow is necessary if there is not a document stored in Novatus that meets the needs of the workflow.
  • Attach a Contract, Company, Project, or Global document from the Documents button in the Workflow Profile. A Profile or Global document stored in Novatus can be attached to the workflow.

Attaching a Document to a Workflow

In identifying the documents that need to be attached to the workflow, it is recommended that you review the name and descriptions of the steps in the workflow.  The Completion Notes for a step, which are accessed by clicking its icon, can also be useful in identifying the documents that need to be attached to a workflow.

1.  Open the Contract, Company, or Project Profile containing the workflow that needs the document attachment.

2.  In the Contract or Company Profile, click Workflows in the toolbar.

  • In the Project Profile, click the Workflows link.

3.  In the Workflows section of the contract or company Workflow Profile screen, locate the workflow, and click on it to refresh the screen and display all steps in the workflow.

  • In the Project Profile, click on the workflow in the Workflows screen.

WFDocAttach1.png

4.  Click Documents in the toolbar.

5.  When the screen refreshes, click Edit Workflow Documents in toolbar.

Any documents that have been attached to the workflow display and contain a  icon, which is used to download a copy of the document.

6.  When the screen refreshes, review the contract documents that can be attached to the workflow in the Available Documents section of the screen.

WFDocAttach2.png

7.  Click for a contract document in the Available Documents section to move it to the Attached Documents section, making it an available document for the workflow's communication steps.

  • (Optional) Click the Company Documents tab to review the available company documents, and click for a document to make it available as an attachment for a communication step.
  • (Optional) Click the Global Documents tab to review the available global documents, and click to make the document available for a communication step.
  • Click the Project Documents tab to review the available project documents, and click to make the document available for a communication step.

The default view in the Available Documents section depends on whether the workflow is added to a Contract, Company, or Project Profile.

8. (Optional) Customize the display of information in the Available Documents and Attached Documents sections by selecting the columns of information that display, sorting information, resizing columns, and reordering columns of information.

9.  Click Save.

Adding a Document to a Workflow

You can add a document for a workflow if that document has not already been uploaded to Novatus.

     Once you add the document, you must attach it to the workflow.

1.  Open the Contract, Company, or Project Profile containing the workflow that needs the document.

2.  In the Contract or Company Profile, click Workflows in the toolbar.

  • In the Project Profile, click the Workflows link.

3.  In the Workflows section of the contract or company Workflow Profile screen, click the Documents tab.

  • In the Project Profile, click the Documents tab in the Workflows screen.

4.  When the screen refreshes, click New Document in the toolbar.

5.  When the screen refreshes:

  • Make a selection in the Document Type list.
  • Click Icon Select.png in the File field to display an upload window, navigate to the document you want to add, click on it to select it, and click Open.
  • (Optional) Populate the Author, Effective Date, Current Expiration Date, and Description fields.
  • Click Save.

6.  Attach the document to the workflow.

WFDocAttach3.png