Contract administration and procurement transaction workflow

The transaction workflow provides a mechanism to establish approval rules based on a specific value for Contract Administration and Procurement transactions. When enabled, alerts are automatically sent by email to approvers so transactions can be reviewed in a timely manner. These alerts appear on the Workflow tab on the Home page.

  • Feature based workflow

    One or more users must be referenced as approvers in the workflow rule. If an alias option is selected, the user referenced in the respective field of the Project Details form is responsible for reviewing the transaction. Workflow rules apply to all projects.

  • Feature based workflow with Project Manager alias or admin approvers

    System administrators and the project manager referenced in the Project Details form can review and approve the transaction. Workflow rules apply to all projects.

  • Project/feature based workflow

    Similar to the Feature based workflow, except the workflow rules apply to specific projects.

  • Workflow rules can either apply to all projects or be project specific, but not both.

    Project wide workflows:

    • Feature based workflow
    • Feature based workflow with Project Manager alias or admin approvers

    Project specific workflow:

    • Project/feature based workflow
  • If you change the workflow type, any in progress rules are abandoned and new workflows must be initiated. Completed workflows are not affected.
  • The transaction workflow is supported for the following features:
    • Contract Administration:
      • Change orders (COs)
      • Change proposal requests (CPRs)
      • Prime contracts
      • Prime invoices
    • Procurement:
      • Bills
      • Purchase orders (POs)
      • Purchase order change orders (PO COs)
      • Subcontract invoices
      • Subcontract change orders (SCOs)
  • Workflow rules can only be set based on value. For example, purchase orders with a total greater than $5,000.
  • When you add workflow rules, only users who have access to a specific feature can be selected as approvers.
  • You can create multiple rules for a feature. For example, you can define multiple approvers, with one rule using parallel logic and another using sequential logic. In this scenario, Sage Construction Management prompts the user to select which rule applies to the transaction.
  • If a rule applies to a transaction, it is automatically locked after the workflow is initiated. As a result, the status field in the header section is disabled, and Sage Construction Management updates it based on the approver response.
  • If the workflow is enabled, financial records are color coded in listings according to approval status:
    • Yellow: Transaction is pending approval
    • Green: Transaction has been approved
    • Red: Transaction has not been approved
  • The only available status option for transactions before the workflow is initiated is Pending.
  • If changes are required for a transaction marked as pending, approvers or administrators can abandon the initiated workflow. After abandoning the workflow and making changes, the workflow must be reinitiated. This provides an alternative to marking the transaction as not approved and creating a new transaction.
  • If a user has access to Contract Administration and Procurement transactions, the Workflow tab appears on the Home page.

  1. Enable the transaction workflow.

  2. Create the workflow rules.

  3. Optionally, copy an individual or multiple workflow rules.

  4. Optionally, edit a workflow rule.

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Posted May 13, 2026 © 2026 The Sage Group plc or its affiliates ("Sage") or its licensors. All trademarks mentioned are the property of their respective owners. Use of non-Sage trademarks is not an endorsement of any person or product.