Workflow Settings - Contract Administration and Procurement Transactions

Workflow is available for firms with five (5) or more licenses and provides a mechanism to establish approval rules based on a certain value for Contract Administration and Procurement transactions. When enabled, alerts will be automatically sent via email to approvers so transactions can be reviewed in a timely manner. In addition, these alerts will appear on the Workflow tab in the Home view.

Workflow Types

Feature Based Workflow

A specific user(s) must be referenced as the approver in the workflow rule or if the PM Alias option is chosen then the project manager referenced in the Project Details form will be the one responsible for reviewing the transaction. Workflow rules will apply to all projects.

Feature Based Workflow with Project Manager Alias or Admin Approvers

With this option, the actual user is not specified in the rule. System Admins and the project manager referenced in the Project Details form can review and approve the transaction. Workflow rules will apply to all projects.

Project/Feature Based Workflow

This is similar to the 'Feature Based Workflow' option but with project specific rules.

Important Things To Know

• Workflow rules can be established corporate wide or be project specific but not both.
  Corporate Wide Options:
  • Feature Based Workflow
  • Feature Based Workflow with Project Manager Alias or Admin Approvers
  Project Specific:
  • Project/Feature Based Workflow
• If Workflow Type (see above) is changed, any in progress rules will be abandoned and new workflows will have to be initiated. Workflows that have been completed will not be affected.
• Workflow Rules can only be set based on value (eg POs > 5000).
• Only users that have access to a particular feature will be allowed as approvers when adding Workflow Rules.
• Multiple rules can be created for a feature (ex. multiple approvers with one rule being parallel logic and the other sequential). In this scenario, the system will ask the user to choose which rule should be applied to the transaction.
• If a Rule applies to the transaction then it will be locked automatically after workflow has been initiated. As a result, the status field shown in the "header" section will be disabled and can be updated only by the system based on the approver's response.
• When Workflow is enabled, financial records will be color coded in the listing according to the approval status as shown below.
  • Yellow: Transaction Pending Approval
  • Green: Transaction Approved
  • Red: Transaction Not Approved
• 'Pending' will be the only status option for the transaction until Workflow has been initiated.
• Approvers or Administrators can abandon initiated Workflow on transactions marked pending if modifications are needed. This is an alternative to marking the transaction not approved and creating a new transaction with the correct revisions. However, workflow will have to be re-initiated after abondoning and making changes.
• The Workflow tab will appear on the Home View if the user has access to Contract Admin and Procurement transactions.

Required Implementation Steps

1. Enabling Transaction Workflow
2. Creating Workflow Rules
3. Copying an Individual Workflow Rule
4. Copying Multiple Workflow Rules
5. Editing Workflow Rules