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Completing a Workflow Step

The owner of an action workflow step must "complete" the step in Novatus after they have completed the action or task associated with the step so that the workflow can proceed to the next step. Similarly, the owner of a communication step must "complete" the step by sending an email to the appropriate parties, notifying them about an action or task that has been completed. The third type of workflow step, the approval step, is "completed" by approving or declining the step.  If the step is a parallel approval, any of the people assigned to the step can approve (or decline) it.  Once the step is approved (or declined), a system email is sent to the other approvers, advising them that the step has been completed.

A workflow step can be completed from three locations:

  • Workflows browse screen in a Contract Profile, Company Profile, or Project Profile, as shown below.
  • Active Workflow Items portlet in the Dashboard by clicking on the icon for the step. When the Item Complete prompt displays, enter your notes on completing the step, and click Submit. From the portlet, you can also access the Workflows browse screen to complete the step by clicking on the workflow record.
  • Email Message sent from Novatus Workflow with a subject line of Workflow Action Required. From the email message, click Icon Complete2. When the reply email message displays with Complete Workflow Step as the subject, and "Completed" in the body of the email message, click Send. If you want to add additional text to the body of the email message, make sure you do not remove the word "Completed" from the message or the email will not be sent successfully, and the step will not be completed. From the email message, you can also select the Go To Workflow link to complete the step from Novatus Contracts once you login to the program.

Once all the steps in a workflow are completed, Novatus moves the workflow from the Active Workflows view to the Completed Workflows view in the Workflows browse screen.

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

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A

Workflows button

Click to display the Workflows browse screen, which displays inside the Workflow Profile.

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B

Workflow records

Locate the workflow containing the step you want to complete, and click on it to refresh the screen.

Note: Ensure the Active Workflows tab (default view) is selected.

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C

Workflow step

Locate the step you want to complete.

D

Expand icon

Click on the step's toggle icon to display additional information for the step.

Important: If a Send Message button is present, this is a communication step, and you have the option of sending an email message for the step before completing it.

E

Complete Workflow Step icon

Click on the step's icon to display an Item Complete prompt.

Note: If the icon is present, you can reassign this step to another member of the Workflow Team.

F

Step Completion Notes field

Enter notes or comments on how or why you closed the step.

G

Submit button

Click to submit your notes and complete the step.

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H

Expand icon

Click on the toggle icon for the step you just completed. The Collapse toggle icon displays.

I

Completion Notes

Verify that your notes were saved.

J

Completed On field

Verify the date and time the step was completed.

Note: The Complete Workflow Step icon has been removed, as well as the icon if the step could have been reassigned.