Contract Administration and Procurement transaction workflow

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

Workflow types

• Feature based workflow

  One or more users must be referenced as approvers in the workflow rule. If an alias option is selected, then the user referenced in the respective field of the Project Details form will be 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.

About the Contract Administration and Procurement transaction workflow

• 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 will be abandoned and new workflows will have to be initiated. Workflows that have been completed are not affected.
• Workflow rules can only be set based on value. For example, purchase orders with total greater than $5,000.
• When you add workflow rules, only users that have access to a particular feature can be selected as approvers.
• You can create multiple rules for a feature. For example, multiple approvers with one rule having the parallel logic and the other sequential. In this scenario, Sage Construction Management will prompt the user to select which rule will be applied to the transaction.
• If a rule applies to a transaction, it will be automatically locked after the workflow has been initiated. As a result, the status field in the header section will be disabled and Sage Construction Management will update it based on the approver's response.
• If the workflow is enabled, financial records will be color-coded in the listing according to the approval status as follows:
  • Yellow: Transaction is pending approval.
  • Green: Transaction has been approved.
  • Red: Transaction has not been approved.
• The only available status option for transactions until the workflow has been initiated is Pending.
• If modifications to a transaction marked as pending are needed, approvers or administrators can abandon an initiated workflow. In this case, the workflow will have to be re-initiated after abandoning and making changes. This is an alternative to marking the transaction as not approved and then creating a new transaction with the correct revisions.
• If a user has access to Contract Admin and Procurement transactions, the Workflow tab will appear on the Home page .

Configure the transaction workflow

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.