Audience - Power Users
While entering a new contract, Contract Eagle users can request someone else in their business provides a document for that contract by generating a Document Request Task.
On receipt of the task, the Task Owner attaches a file or files and hits save. This associates that file with the contract and closes the task.
You may wish to set up an approval process where, as a result of someone completing a Document Request Task, the files provided can be checked and approved. The steps below cover how to do this, but at a high level you need to:
provide a Status Type to apply against a contract when documents are provided, eg "Documents Submitted";
edit the contract type, so that if a Document Request Task is completed, the status of the contract changes, eg to "Documents Submitted"; and
create an approval rule to pick up contracts with this status.
Set up the approval process
Provide a Status Type
Go to the Contracts menu > Maintain Status Type.
Click the New button.
Enter the status type description, eg "Documents Submitted".
Select the relevant Business Unit.
Under "Internal Code", select Open.
Add any comments as desired under the Comments tab, eg "Used for approval rule on Document Request Tasks".
Click Save.
Edit the Contract Type
Go to the Contracts menu > Maintain Contract Type.
Select the contract type for which you wish to configure this document request approval rule and click Edit. If there are multiple contract types which need this approval rule, they will need to be edited one at a time.
Go to the Documents tab.
In the field Contract Status After Upload, select the Status Type you created in the previous step, eg "Documents Submitted".
Click Save.
Create an Approval Rule
Go to the Contracts menu > Maintain Approval Rules.
If required, you can specify a particular Business Unit or Contract Type, otherwise leave the settings as All Business Units and All Contract Types.
Under "Status", select the status you created in the earlier step, eg "Documents Submitted".
Uncheck New Contract Entered. Make sure Contract Updated is checked.
You may wish to Allow Self Approval - check or uncheck this box as required.
Select your Approvers from your list of Roles or Users - or a combination. The nominated approvers will receive an email when the contract requires approval, however any other users with relevant permissions to a contract could also approve it if required.
Under "Status After Approval" select Open.
Set an appropriate "Status After Rejection" - Open is also fine to use here.
Click Save.
How the approval process works
User A creates a Document Request Task, and assigns it to User B.
User B receives an email that a task has been assigned to them, and can see the task on their dashboard.
User B attaches a file to the Document Request Task and closes it.
The Approver (specified in the Approval Rule) receives an email that a contract requires their approval. They can also see this on their dashboard under "unapproved contracts".
The Approver clicks the link in the email to view the contract.
The Approver clicks the links to view the documents, as per the screenshot below.
If satisfied, the Approver clicks the Approve button.
