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Setting Up Responsibility Flows

Contract Management supports the use of Responsibility Flows to define how responsibilities are assigned and managed within a contract. A responsibility flow groups responsible persons and specifies the type of responsibility process (e.g., all must approve or only one).

This setup ensures consistent responsibility assignment and transparent approval handling.

Enabling Responsibility Flows

To create and manage Responsibility Flows, follow these steps:

  1. In the Contract Management role center, click on Setup in the ribbon bar.
  2. Navigate to the Responsibility Flows list.
  3. Create new entries or update existing ones to match your organizational process.

Info

Responsibility Flows serve as templates that define how responsibilities are structured. Each flow is identified by a unique Code.

Once configured, Responsibility Flows can be assigned to contracts and used to control approval and responsibility management.

Using Responsibility Flows

When working with contracts, you can assign a Responsibility Flow to determine how responsible persons are involved.

To assign a Responsibility Flow:

  1. Navigate to the Contract.
  2. Locate the Approving Flow or Review Flow.
  3. Select an appropriate flow from the predefined list.
  4. Save the contract.

Assigning Responsible Persons to a Flow

Responsible persons can be added to a Responsibility Flow using the Responsible Person Worksheet.

To assign persons to a flow:

  1. Navigate to the Responsibility Flow.
  2. Click on the No. of Responsible Person field.
  3. The Responsible Persons will open, showing all responsible persons linked to this flow.
  4. Click New to add a person.
  5. Fill in the following fields:
  6. User Name – The system user who will be responsible.
  7. Notify By Email – Determines whether the user receives email notifications for changes in the flow (default is true).
  8. Sequence – The order in which the responsible persons act within the flow.
  9. Save the record.

Info

The Sequence field controls the order of action when multiple responsible persons are assigned. Responsible persons must be valid system users.

Approving Flow and Review Flow in Contracts

Contracts can reference different flows for distinct purposes:

  • Approving Flow – Determines the process of approval before a contract is finalized.
  • Review Flow – Defines the process for reviewing a contract, which may involve different responsible persons or steps.

Info

By separating Approving Flow and Review Flow, organizations can implement multi-stage responsibility management, for example, contracts may need to be reviewed by legal first and then approved by management.