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About Workflow

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What is Workflow?

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Workflow represents the approval process followed within the organization to lead a contract from start to finish. Each contract type may have a different workflow. For example, you may route a Non-Disclosure Agreement to your customer without requiring prior approval from within your organization. However, for other contract types, you may have to seek prior approvals before routing the contract to the customer. You can set up a workflow for each contract type to suit your business needs.

 A workflow action is a task in the contract lifecycle that progresses the contract from one status to another. Common workflow actions include tasks such as Submit for ReviewApprove ContractReject Contract, Sign Contract, and Send to Customer for Signature. Workflow actions display as buttons in the contract editor. When the Performer executes a workflow action, CLM routes the contract to the next assignee for approval.

The Status of a contract represents the stage the contract is in, such as Draft, Review or Approved, at a given time in the workflow. Contract statuses are configured by administrators and can represent specific stages such as Draft, Review, and Approved.

Workflow enables you to simulate the approval process of your organization to configure workflow actions and permissions to route tasks to specific users. It also determines who is responsible for a contract at a given time.

Workflow Configuration - Example 

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A simple workflow configuration is illustrated below:

To configure this workflow in CLM, you must create workflow actions, specify the start and end status of the actions, and authorize users to perform the actions. A workflow action is complete when the contract has moved from Start Status to End Status.

The Initiator is always the (first) Current Assignee. One or more users can be assigned permission to perform the action. Once the action is performed, the contract is assigned to next assignee i.e. the next designated person responsible for the contract. All previous assignees and their managers can view the contract, but only current assignee(s) can edit the contract.

If an approval was overlooked when the workflow was initially created, a CLM user (approval delegator) who is given the right to delegate approvals to another user can add a workflow approval action at any time to complete the negotiation process of a contract.  

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The following table describes the configuration: 

Action Start Status (Before action is performed) End Status (After action is performed) Assignee (Defined in Assignment Rules)  Performer (Defined in Permission Rules) 
Send to Manager for Review
In Review by Manager (First) Current Assignee: Initiator
Next Assignee: Manager 
Performer: Initiator

Send to Legal for Review

(if Approved by Manager)

In Review by Manager
In Review by Legal Next Assignee: Legal  Performer: Manager 
Send back to Initiator
(if Rejected by Manager)
In Review by Manager 

Rejected by Manager

Next Assignee: Initiator

In this case, if the contract is rejected, it is routed back to the Initiator and the Start Status is changed to Rejected by Manager.

 Performer: Manager 
Send to Contact for Signature

(if Approved by Legal)

In Review by Legal Finalized Next Assignee: Contact  Performer: Legal
Send back to Initiator
(if Rejected by Legal) 
In Review by Legal Rejected by Legal Next Assignee: Initiator

In this case, if the contract is rejected, it is routed back to the Initiator and the Start Status is changed to Rejected by Legal.

 Performer: Legal 

(if Approved by Contact)

 Finalized Signed by Customer 

(Final) Assignee: Manager.

In this case, the final assignee is the Manager. The Manager receives an email once the contract is signed and the Start Status is changed to Signed by Customer

 Performer: Contact 
 (if Rejected by Contact) 
Finalized Declined by Customer Next Assignee: Manager

In this case, if the contract is rejected, it is routed back to the Manager and the Start Status is changed to Declined by Customer

 Performer: Contact 

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The following example highlights a workflow action (Send for Approval):

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