Workflow-Based Approval Process Overview
Prior to Contract Management
12.0, there were several document fields related to approval, but no formal approval process. In Contract Management
version 12.0 and later, there is an approval process for the following types of documents:
For each of these types of documents, a document owner must be specified. This can be done at the project level by right-clicking the project name and selecting project settings to display the Project Settings dialog box. You can specify a default owner for each approval module. When set at the project level, each time one of these types of documents is created, the name of the document owner will automatically be entered in the Document Owner field. The document owner can also be selected when the document is created. Once the document owner is selected, only the Contract Management
administrator, the project owner, or the document owner can select a different document owner.
Contract Management
documents can be added by anyone who has both the security privilege to add documents, and who has access to the project. Documents can be approved by the Contract Management
administrator, the project owner, or the document owner who is acting for any contact on the document review list.
Prerequisites for using the workflow-based approval process:
The following prerequisites must be met before you can use the approval process:
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The companies for this project must be created. See Add Companies and Contacts for more information.
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The contacts for the companies must be created, and linked to a user account. See Add Companies and Contacts for more information.
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The contacts must have view, add, and edit rights for the project.
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This is done in the Contract Management
Administration application when the user account is created. Log onto the Administration application, and click the User Accounts link in the left pane to display the User Account dialog box. Use this to add a User Account.
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Once the user account has been created, you can change access rights by right-clicking on the project name and selecting Project Access to display the Project Access dialog box. On this dialog box, click the 
icon next to the user name to display the User Project Access dialog box, and set the user project access rights. If the user is not listed for this project, click the Add Users to this Project button on the Project Access dialog box, and select the users to add to the project.
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The contacts must have approval rights for the project.
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This is done in the Contract Management
Administration application when a user access template is created. Log onto the Administration application, and click the Access Templates link to display the Access Templates window. After that, the template is assigned to the user account when the user account is created on the User Account dialog box.
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Once the template has been assigned to a user account, you can change the approval rights by right-clicking on the project name and selecting Project Access to display the Project Access dialog box. On this dialog box, click the icon next to the user name to display the User Project Access dialog box, and set the approval rights. If the user is not listed for this project, click the Add Users to this Project button on the Project Access dialog box, and select the users to add to the project.
Caution: If any of the preceding prerequisites are not met, the reviewer that you want to choose for the approval process will not show up on the list of reviewers from which you can select.
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