The document outlines the steps to create and complete a contract workflow in Alfresco, including drafting a contract, obtaining approvals from various roles, negotiating with vendors, and assembling the final signed contract document. Key steps are the contract administrator starting the workflow, a finance reviewer approving the request, a contract attorney writing the contract, obtaining the vendor's signature, final approval from the president, and assembling the contract for download.

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

2. Dashboard and Finding the Site
The 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. Usually
located on the left, the My Sites tab is where the site that contains specified documents may lay.
Fresh Workflow- RFx/Contract Workflows - 2

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

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

5. Starting an RFx Workflow
All required fields must be filled in to start a workflow. A description (1). Although this field is not
required, it is greatly recommended. The description tells others what contract it is and what it is
about. At #2, the user can view the documents that are to be involved in the workflow. The user
can then start the workflow (3).
Fresh Workflow- RFx/Contract Workflows - 5

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

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

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

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

10. Selecting a Contract Workflow as the Contract Administrator
By filling in the workflow definition you are starting a new type of contract workflow (New
Contract...). This task is now finished as well
Fresh Workflow- RFx/Contract Workflows - 10

11. Approving the Request as the President
The President has the power to veto or initiate the contract process really before it even starts. If
the President of the company likes the contract request he may initiate it and the contract will be
started. If they don't like the contract, they may veto it which results in the termination of the
contract request (if terminated, the process proceeds directly back to square 1).
Fresh Workflow- RFx/Contract Workflows - 11

12. Start Contract Request as the Contract Administrator
Once the contract is approved by the President, the process may be initiated. The process starts
with the Contract Administrator and the first step of Starting the Contract Request. Again, as
before, 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 any
additional documents needed (5), and complete the task (6).
Fresh Workflow- RFx/Contract Workflows - 12

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

14. 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 contract
document lies (3).
Fresh Workflow- RFx/Contract Workflows - 14

15. 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). A
signature template file file is a .pdf (3).
Fresh Workflow- RFx/Contract Workflows - 15

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

17. Get Vendor Signature as the Contract Administrator
As Contract Administrator, your job is to now contact the vendor and get their signature in a .jpg
format (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

18. Final Contract Approval as the President
The President of the company should first view the contract (1). After viewing the contract, the
President has a pin number that is their way of signing the contract (if inputted) (2). Note: This pin
number is specifically for the President. And finally, the President has the power to terminate the
contract 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

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

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

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

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

23. Dashboard and Finding the Site
The 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. Usually
located on the left, the My Sites tab is where the site that contains specified documents may lay.
Fresh Workflow- RFx/Contract Workflows - 23

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

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

26. Adding Information for a New Contract Workflow
To 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

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

28. 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 which
that file lies.
Fresh Workflow- RFx/Contract Workflows - 28

29. 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

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

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

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

33. Bid Process as the Contract Administrator
The contract must now be bid upon and a Vendor's name must be inputted.
Fresh Workflow- RFx/Contract Workflows - 33

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

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

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

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