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Working with Review and Approval Flows

Contracts in Contract Management can optionally be subject to a review flow and/or an approval flow before they become active.
These flows ensure that contracts are validated by the correct stakeholders and formally approved prior to execution.
Both flows are independent of each other – they can be used together, individually, or not at all.

Optional Usage

  • No Flow → The contract becomes active directly after creation.
  • Review Flow only → The contract must first be reviewed before it becomes active.
  • Approval Flow only → The contract must first be approved before it becomes active.
  • Both Flows → The contract is first reviewed and then approved.

After all required flows are completed (or if none are defined), the contract is automatically set to Active.

Accessing Review and Approval Tasks

Contracts awaiting your review or approval are accessible through the Role Center cues.

To access: 1. Open the Contract Management Role Center.
2. Select the cue Contracts to review or Contracts to approve.
3. The system opens the Contract Response List, showing only the contracts relevant to you.

From here, you can open the Contract Response Card to see more details about a specific contract.

Actions Available

Depending on the contract’s current status, different actions are available:

  • Review Contract – Confirms the contract during the review stage.
  • Reject Contract – Rejects the contract during review and requires a comment.
  • Approve Contract – Approves the contract during the approval stage.
  • Reject Contract – Rejects the contract during approval and requires a comment.

Info

When rejecting a contract (in both review and approval), the system requires a comment to document the reason for rejection.

Contract Statuses

The actions depend on the current Contract Status:

  • Under Review → Reviewers can confirm or reject the contract.
  • Pending Approval → Approvers can confirm or reject the contract.
  • Active → If no flow is defined, or all flows are completed, the contract becomes active automatically.

Visibility Rules

The system only shows contracts and actions if:
- The user is listed as a responsible person in the contract’s review flow or approval flow, and
- The flow entry for the user is still open (status = blank).

This ensures that users only see contracts they are responsible for.

Typical Workflow

  1. Contract Created
  2. If no flow is defined → contract is activated automatically.

  3. If a flow is defined → the contract enters the respective stage.

  4. Review Stage (optional)

  5. Reviewers confirm or reject.

  6. If confirmed → next stage (approval or activation).

  7. Approval Stage (optional)

  8. Approvers confirm or reject.

  9. If confirmed → contract becomes active.

  10. Activation

  11. Once all required flows are completed, the contract is automatically activated.

Summary

  • Review and Approval flows are optional.
  • They can be used together, separately, or not at all.
  • Contracts without flows (or after completed flows) are automatically activated.
  • Reviewers act during Under Review, approvers act during Pending Approval.
  • Actions include Confirm or Reject, with mandatory comments for rejections.