Voulez-vous chercher dans toutes les catégories ou cette catégorie ?
Click here to open in a new tab
1. Notification via email to approver/signer
An email is sent to an approver or signer according to the settings of the flow. This can be parallel (simultaneously) or sequentially (in a specific order).
The approver gets an email from the initiator telling about the need for approval for a specific flow mentioning the name of the document.
If applicable, contract and folder are also mentioned. By clicking on the flow marked in green and logging into Contractify the flow process can be viewed, you can read the document and approve or reject.
2. Review of the document
After the contract is negotiated, using a flow is the final step in getting the contracts final approvals/signatures.
Using @mention can help you get feedback from your colleagues in a swift way.
Simply select a colleague in the dropdown that appears after typing @.
The dropdown is a list of all users of Contractify, not just the colleagues involved in the flow.
The colleague mentioned will receive a notification by email and will get a task in his/her flow overview.
All mentions and remarks are kept in the overview on the document. This gives a log of who asked what to whom and when.
3. Message to stakeholders
This feature is available at any time in the approval process.
When selecting this button at the upper right hand side of the flow page, you’ll see a new dialog box where you can enter the message you want to send and if you want to send it to everyone in the flow or solely the initiator of that flow.
There is also a switch button so you can decide to send the direct link to the flow or just send the message.
4. Task overview
There are three kinds of tasks. You need to approve a flow task, sign one or more documents or you need to take a look at a comment that has been made (@mention).
All of these tasks are communicated by mail (click through) and are visible in Contractify too.
You can find the flow detail page via multiple ways.
Flow detail page
By default you only see your own tasks in the flow process. When you slide the toggle button ‘See all tasks’ you will see the tasks for colleagues too.
4.1. Via Flows
Go to Flows on the left hand side of the screen and click on the flow you need to get to the detail page of the flow.
4.2. Via Tasks
Go to Tasks on the left hand side of the screen.
You can see two tabs, one with All your ‘regular’ tasks and one with All flow tasks.
On this page you get an overview of all your flow tasks and interactive buttons to take immediate action. Or you can go to the flow detail page by clicking the highlighted heading.
Only your tasks that apply to the flow at the time of viewing will be shown. Meaning that if you have a sequential task later in the process it will be visible at the right time.
5. Reject button
5.1. Who can reject
Only the person invited to approve or reject in the flow.
An admin cannot reject.
5.2. When to use
5.2.1. New version of the document is needed
If you want a corrected version of the document to be uploaded, you need to use the reject button and give a reason for doing so. You can refer to the part that needs updating in your comment.
As you can see here: an upload of a new version of a document already in a flow is only possible if the flow was rejected.
If you uploaded a new version it will be shown on tab Flows.
You can manage them in tab Preview.
All previous versions are stored with name and date of the person who uploaded the version. The previous versions can still be viewed and downloaded at any time by clicking them.
The title of the document will not change at this point. Renaming the document is always possible manually.
5.2.2. Any other reason to reject
Next to the need for a new upload, a lot of reasons can be applied to reject a flow. It doesn’t have to involve a new upload.
5.3. Where to use
Tasks > All flow tasks > Reject or approve
Flows > Select specific flow > Flow detail page > Reject or approve
Not on document detail page
5.4. What happens
Everyone involved in the flow gets an email saying which flow was rejected, by whom and for which reason.
Mentioning colleagues on the document page is still possible.
5.5. How to move on
If the reasons for rejection are resolved, the flow can be restarted easily by using the button on the document page. This action triggers new email notifications to the people involved to pick up the flow again following the flow settings.
6. Put on hold button
6.1. Who can put on hold
Anyone involved in the flow (including the initiator) and any administrator can put a flow on hold.
6.2. When to use
You can compare this to an emergency brake.
The whole process is put on hold which means you can’t change anything anymore. Only the administrators and the person who has put the flow on hold can reactivate the flow.
6.3. Where to use
Flows > Select specific flow > Flow detail page > Put on hold
Not on All flow tasks page
Not on document detail page
6.4. What happens
Once the flow is on hold, you’ll see that all tasks to approve/reject or sign are replaced by orange logos that mention ‘On Hold’.
Clicking a logo gives a pop up to warn you that the flow has been put on hold and mentions who did it and how long ago.
You will need to wait for the flow to be restarted by an admin or the person who pulled the brake. You know who to turn to since it is mentioned in the pop up.
6.5. How to move on
If you are ready to restart the flow, you can select the ‘Show options’ button at the same place as the ‘Put on hold’ button (or on the flows overview page).
When doing so a dialog will appear that asks if you want to abort the flow or resume it.
If you select abort the flow stops entirely.
Resuming the flow activates the flow again so everybody can complete the due tasks.
In both cases the next step is the option to inform the stakeholders in the flow.
You can choose to inform all stakeholders, only the flow initiator or nobody at all. There is also an option to write a personalized message and to add a link to the flow.
7. Keeping the overview
The general overview page shows all current flows either as a user, manager or admin. These rules are the same as tasks and contracts.
There is a search bar as well. This search bar supports flow name, contract name and document name so you can easily find the flow you need at any moment.
The default kanban overview is set up so all flows are sorted by the different steps in the process: Approval, Signing Configuration, Signing, Completed and Aborted/Rejected.
As you can see, the flows that are ‘On hold’ also get a red banner so you can always see which ones need attention.
Clicking on any of the flows will take you to the corresponding flow detail page.
