Creating a Process Template (Contracts)

Peter Campbell Updated by Peter Campbell

To create a new Process Template, click on Configuration and select the Process templates tab

From here, click on the +Process template button

Enter a Process template name and a Description, if required, and then click on Create

Once this has been done, you can further define the Process Template and enter the required details.

To align with the four possible Contract statuses, a Process Template includes four sections where you can define mandatory requirements for each status and the transitions between them.

The Process template is separated into Active Phases and Closure Phases.

Active Phases

The Active Phases section allows the user to design the items required to move from the Draft phase to the Executed phase, and also specify any items that should happen during the Executed Phase.

By default, to progress through different phases a contract must have a Start Date, Value and Contract Type. When configuring a Process Template, you can also add a Checklist of items and/or a Delegate Action as additional steps that must be completed before the phase progression can be actioned. Before they can be added to the Process Template, the checklist items and Delegate actions need to be preconfigured in the corresponding sections of the Configuration module.

The tick boxes shown in the image above indicate the status the contract will move from and to once the actions have been completed. These should not need to be altered.

As alluded to above, the second step of the Active Phases does not progress the contract to a new stage, but will instead show that the actions required for an Executed contract have been completed.

Closure Phases

The Closure Phases section is laid out and configured in the same way as the Active Phases section and controls the move from Executed to either Completed or Terminated.

You can again add a Checklist of items and/or a Delegate Action as additional steps that need to be completed before the phase progression can be actioned, for example, an End of Contract Report.

Variation Process

Process Templates also determine the steps required for applying variations to a contract. By default, with our Standard Process Template, these require an Approval Delegate Action. Other Delegate Actions can be configured, but there is no option for a checklist at this stage.

If the Customise Delegation box is unticked, no action is required and users could apply variations to contracts themselves at the point of creation.

In our out-of-the-box configuration, we have assumed customers will want more structure and governance around this process.

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