Zia's Product: Fresh Workflow -Initiate RFx and Contract Workflows

Fresh Workflow- RFx/Contract WorkflowsGoal: To be able to set up and complete a contract and RFx workflow within Alfresco. To Begin RFx Workflow: LoginTo initially start a contract, the Contract Administrator must login to the Alfresco system.Fresh Workflow- RFx/Contract Workflows - 1

Dashboard and Finding the SiteThe dashboard is brought up when the Contract Administrator has logged into the Alfresco system.The dashboard is a webpage that shows tasks, sites, and other customizable options. Usuallylocated on the left, the My Sites tab is where the site that contains specified documents may lay.Fresh Workflow- RFx/Contract Workflows - 2

Starting a WorkflowOnce, the Contract Administrator has found the document (1), they may navigate to the dropdownmenu on the right (2) to start a workflow. Click More>Start Workflow.Fresh Workflow- RFx/Contract Workflows - 3

Selecting RFx WorkflowAfter selecting "Start Workflow," a dropdown menu will load and the Contract Administrator mustselect RFx Workflow.Fresh Workflow- RFx/Contract Workflows - 4

Starting an RFx WorkflowAll required fields must be filled in to start a workflow. A description (1). Although this field is notrequired, it is greatly recommended. The description tells others what contract it is and what it isabout. At #2, the user can view the documents that are to be involved in the workflow. The usercan then start the workflow (3).Fresh Workflow- RFx/Contract Workflows - 5

Viewing New TasksOn the dashboard, new tasks that need to be done show up in the My Tasks tab.Fresh Workflow- RFx/Contract Workflows - 6

Editing the Review Task as a Finance ReviewerReviewing a task involves many steps. (1) The user must claim the task so that others within thesame department may not accept or reject the RFx Workflow. (2) The Finance Review may uploadadditional documents to the RFx Workflow. When the upload button is pressed (3), or thedocument upload page will appear. (4) At the top the user may select additional documents fromtheir computer.Fresh Workflow- RFx/Contract Workflows - 7

Drafting the Contract as the Contract Administrator(1) The Contract Administrator may add or upload documents to the contract to make a draft. Afterall documents are added, press done (2).Fresh Workflow- RFx/Contract Workflows - 8

Starting the Bid Process as the Contract AdministratorAs the Contract Administrator, you must start the bid process. Place the vendor name in thecorrect field and press done.Fresh Workflow- RFx/Contract Workflows - 9

Selecting a Contract Workflow as the Contract AdministratorBy filling in the workflow definition you are starting a new type of contract workflow (NewContract...). This task is now finished as wellFresh Workflow- RFx/Contract Workflows - 10

Approving the Request as the PresidentThe President has the power to veto or initiate the contract process really before it even starts. Ifthe President of the company likes the contract request he may initiate it and the contract will bestarted. If they dont like the contract, they may veto it which results in the termination of thecontract request (if terminated, the process proceeds directly back to square 1).Fresh Workflow- RFx/Contract Workflows - 11

Start Contract Request as the Contract AdministratorOnce the contract is approved by the President, the process may be initiated. The process startswith the Contract Administrator and the first step of Starting the Contract Request. Again, asbefore, there are fields that must be entered in (Description (1), Vendor Name (2), Comments (3)).The Contract may also view the documents that are included in the contract (4), upload anyadditional documents needed (5), and complete the task (6).Fresh Workflow- RFx/Contract Workflows - 12

Review Request as the Finance ReviewerThe Finance reviewer can first claim the task (1) so that no other person can approve the requestor request a revision of the request. After the task has been claimed, the Finance reviewer mayview information about the request and add any comments applicable (2). (3) The reviewer canview all documents that are part of the request and add or upload any documents that may beneeded. After all steps have been completed, the review can finally request a revision or acceptthe request (4).Fresh Workflow- RFx/Contract Workflows - 13

Write Contract as the Contract Attorney (Selecting Contract Folder)(1) Write the contract file name. Select a contract folder (2). This is the folder in which the contractdocument lies (3).Fresh Workflow- RFx/Contract Workflows - 14

Write Contract as the Contract Attorney (Selecting Template File)After the contract folder has been selected (1), a signature template file may be selected (2). Asignature template file file is a .pdf (3).Fresh Workflow- RFx/Contract Workflows - 15

Contract Negotiation as the Contract AdministratorView the contract information and make any applicable comments (1). View all items within thecontract (2). (3) The user can either approve the contract or request a revision.Fresh Workflow- RFx/Contract Workflows - 16

Get Vendor Signature as the Contract AdministratorAs Contract Administrator, your job is to now contact the vendor and get their signature in a .jpgformat (1). The Contract Administrator can also view all items involved in the contract again (2)and complete the job (3).Fresh Workflow- RFx/Contract Workflows - 17

Final Contract Approval as the PresidentThe President of the company should first view the contract (1). After viewing the contract, thePresident has a pin number that is their way of signing the contract (if inputted) (2). Note: This pinnumber is specifically for the President. And finally, the President has the power to terminate thecontract or sign the contract (3). In the case that they sign the contract, move on to next step.When terminated, the entire process repeats.Fresh Workflow- RFx/Contract Workflows - 18

Assemble the Contract as the Contract AdministratorThere are two columns. Available Documents (1) and Assembled Document (2). To assemble thedocument, click, hold and drag the wanted document from Available Documents to AssembledDocument. Note: The user may drag the order of the documents in Assembled Document intowanted order. When assembled, the task is finished (3).Fresh Workflow- RFx/Contract Workflows - 19

Viewing the Document, Metadata, and Document Actions(1) View a preview of the assembled contract here. (2) The user can view the metadataassociated with the finished contract here and can edit that metadata along with many otherdocument actions (3).Fresh Workflow- RFx/Contract Workflows - 20

Finished ProductWhen finished, the contract may be downloaded as a .pdf and viewed in your computers viewingsoftware window. The assembled document will be shown the way that the contract administratorassembled the document.Fresh Workflow- RFx/Contract Workflows - 21

To Begin Contract Workflow: LoginTo initially start a contract, the Contract Administrator must login to the Alfresco system.Fresh Workflow- RFx/Contract Workflows - 22

Dashboard and Finding the SiteThe dashboard is brought up when the Contract Administrator has logged into the Alfresco system.The dashboard is a webpage that shows tasks, sites, and other customizable options. Usuallylocated on the left, the My Sites tab is where the site that contains specified documents may lay.Fresh Workflow- RFx/Contract Workflows - 23

Starting a WorkflowOnce, the Contract Administrator has found the document (1), they may navigate to the dropdownmenu on the right (2) to start a workflow. Click More>Start Workflow.Fresh Workflow- RFx/Contract Workflows - 24

Selecting a Contract WorkflowFrom the dropdown menu, select New Contract.Fresh Workflow- RFx/Contract Workflows - 25

Adding Information for a New Contract WorkflowTo start out, the Contract Administrator must describe the contract (1), fill in the Vendor Name (2),and Start the Workflow (3).Fresh Workflow- RFx/Contract Workflows - 26

Reviewing the Contract as the Finance ReviewerThe Finance Reviewer must view and review the contract to make the decision to either request arevision or approve the request.Fresh Workflow- RFx/Contract Workflows - 27

Write the Contract as the Contract Administrator (Select Contract Folder)First write the name of the contract file, so it is able to be found. Then, select the folder in whichthat file lies.Fresh Workflow- RFx/Contract Workflows - 28

Write the Contract as the Contract Administrator (Select Template File)Select a Signature Template File (.pdf file) and complete the task by selecting done.Fresh Workflow- RFx/Contract Workflows - 29

Contract Negotiation as the Contract AdministratorThe contract can be negotiated, revsied, then approved in this contract negotiation step.Fresh Workflow- RFx/Contract Workflows - 30

Get Vendor Signature as the Contract AdministratorThe Contract Administrator now has the job of getting the vendors signature on the contract. Oncesigned, the vendors signature can be uploaded as a .jpg and added to the contract workflow.Fresh Workflow- RFx/Contract Workflows - 31

Drafting the Contract as the Contract AdministratorThe Contract Administrator drafts the contract and adds the draft to the Items within the DraftContract step of the workflow by Uploading or Adding the document.Fresh Workflow- RFx/Contract Workflows - 32

Bid Process as the Contract AdministratorThe contract must now be bid upon and a Vendors name must be inputted.Fresh Workflow- RFx/Contract Workflows - 33

Select Contracting Workflow as Contract AdministratorInput the Workflow Definition.Fresh Workflow- RFx/Contract Workflows - 34

Contract Final Approval as PresidentFinal Contract Approval by the President is the final task before the contract is made into a PDFand able to be seen in its completed form. A PIN number (1) is used as a signature to sign orterminate the contract (2).Fresh Workflow- RFx/Contract Workflows - 35

Viewing Contract, Metadatam and Document ActionsIf the President approves the contract, it becomes a PDF and is able to be viewed. (1) A previewerwill show the user the completed document contract. (2) is the current metadata that has beenapplied to the contract document. (3) is the document actions where all actions that can be doneto the document lie.Fresh Workflow- RFx/Contract Workflows - 36

Dowloading and Viewing the ContractThe contract may be downloaded under the document actions. Once the document has beendownloaded, the PDF can be viewed through the computers viewer. Note: The PIN was used forJay G. Gatsbys signature, but shows up as his signature on the final contract.Fresh Workflow- RFx/Contract Workflows - 37

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Zia's Product: Fresh Workflow -Initiate RFx and Contract Workflows

by Zia Consulting on Jun 09, 2011

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Zia’s Product: Fresh Workflow -Initiate RFx and Contract Workflows — Document Transcript