In an ideal world all employees and Users would make themselves personally responsible for their own tasks and actions without feeling overwhelmed or forgetting important details.
However, as we all know, Human Error is just a natural part of being alive. Sometimes your Users may be going through some stuff and get overwhelmed, and forget they had an important contract sitting in "Pending," assigned to them.
Maybe your CFO gets easily distracted by YouTube videos of Office Cats and doesn't remember to sign off on an Financial Review.
You may be using Workflows already within Universal Contract Manager (UCM), but not every user is using the Reminders and Escalations features, which can be very helpful for preventing contracts from sitting in one stage for longer than it needs to.
* The following instructions assume that basic Workflows have already been created and are in use
Access Stage Configuration Table
- Navigate to Company Admin --> Contract Administration
- Select Workflow Template Administration
- To access the Stage Configuration Panel either click the icon (1) for Stage Configuration, or click the Workflow Template Name (2) and then select Stage Configuration (3) from the following screen
Reading and Navigating the Stage Configuration Table
- When you open Stage Configuration, you’re met with a table of your currently selected workflow
- Each column contains specific details relating to the workflow stages:
- (A) Stage: The name of each Stage of the Workflow. Acts as a clickable link to enter the Stage Assignee Configuration pop-out.
- (B) Individual User: The Individual Users assigned to that Stage
- (C) Role Models: Same as Individual Users, but with the particular Role Model assigned
- (D) Field Group: Each Stage can have a new Field Group appear when a contract reaches a certain Stage. Those particular Field Groups are listed here.
- (E) Notes: Both informative and interactive. Lets you know at a glance if there is a Note left for the assigned users to receive on that particular Stage, and the Yes/No button is also the link to Add/Edit the Note
- (F) Reminder Days: The number of days after the Stage has initially been moved that the Assigned Users or Role Models will begin receiving Reminder Notifications
- (G) Escalation Days: The number of days after the Stage has initially been moved that the Assigned Escalated User will begin receiving Escalation Notifications
- (H) In Enterprise Ribbon: Whether any contract that is in an assigned Stage will show up in the Assigned Contract tab in the Enterprise Ribbon Ex:
- (HH) No/Yes Button: Turn ALL Stages of the workflow either On or Off in the Enterprise Ribbon
- (I) Set Approvals: Whether this Stage requires the assigned users to select either Approved or Rejected before the Stage moves forward
- (J) Skip Stage: Whether the Stage is one that can be skipped in the normal workflow process
Individual Stage Assignee Configuration Pop-Out
- Click on the Stage Name of the stage you wish to edit
- You’ll have the Stage Assignee Configuration pop-out window appear
- Here you can add and edit the different columns from the previous step
- The exception being Notes which have their own menu from which to add/edit
- You are given the Workflow and Stage as a reference up top so you can be sure you’re working in the correct area (1)
- The Individual Users (2), Role Models (3), Field Groups (4), and Escalate to User (8) menus all work the same. Simply click on the single User or Field Group for an individual assignee, or hold down CTRL (Control) and select multiple if needed
- The Remind after days (5) will send out a reminder email to the assigned User(s) or Role Models that many days after the Workflow was initially moved to the Stage.
- If any number is set to 0, then no reminders will go out
- An example would be:
- Stage gets moved from Stage1 to Stage2 on a Monday and the assigned User receives an email letting them know the contract is in a stage that they are assigned to
- IF the user does not do what is needed to move the workflow to the next stage, and the Remind after days is set to 3, the first Reminder email will be sent on Thursday to the assigned user, and repeated every day after until the stage is moved.
- IF the assigned user still does not move the stage, AND you have Escalate after days (6) set, say to 7, then the assigned Escalate User will receive an email letting them know that the Assigned User hasn’t moved the stage yet on the following Monday.
- The Escalated User won’t receive daily reminders, but rather what ever number is set in Repeat escalation in days (7), so in our example, that would be Wednesday, then Friday, and so on until the stage is moved.
- Include in Enterprise Ribbon (9) and Skip Stage (11) are simple checkboxes that toggle the Contract from appearing in the Assigned Users enterprise ribbon, and allowing the Stage to be skipped over.
- Set Approvals (10) adds an extra level of accountability to your stages. With this set, before a Stage can be moved, the Assigned User(s) must first manually press an Accept button, and leave a brief comment.
- Once all the users have Accepted the Approval, the stage automatically moves to the next Stage. If you have multiple users assigned to a Stage, once the final user Accepts, the Stage will still automatically move to the next, so no more worrying about who needs to do so!!
- Save (12)
All of these options can be set for each individual Stage, but ARE system wide.
Here are some examples of what your users can expect to see when they receive these emails.
Initial Stage Notification: