Contract workflow

This section describes the metaphases and subordinate phases in the life cycle of a contract.

Search for	Example	Results
A single word	`cat`	Topics that contain the word "cat". You will also find its grammatical variations, such as "cats".
A phrase. You can specify that the search results contain a specific phrase.	`"cat food"` (quotation marks)	Topics that contain the literal phrase "cat food" and all its grammatical variations. Without the quotation marks, the query is equivalent to specifying an OR operator, which finds topics with one of the individual words instead of the phrase.

Search for	Operator	Example
Two or more words in the same topic	`AND` `and` `+` (plus symbol) `&` (ampersand)	`cat AND dog` `"cat food"+milk` `"cat food"&"dog food"`
Either word in a topic	`OR` `or` `\|` (pipe)	`cat OR dog` `cat \| dog`
Topics that do not contain a specific word or phrase	`NOT` `not` `!` (exclamation point)	`NOT cat` `! dog`
Topics that contain one string and do not contain another	`^` (caret)	`cat ^ mouse`
A combination of search types	`( )` parentheses	`cat + (dog \| mouse)` `cat \| dog + (! mouse)`

The contract workflow relies on business rules. Rules repeat from one phase to another when the end user can make a change to a field affected by a business rule during that phase. For more information about the out-of-the-box business rules defined for the contract workflow, see Contract process - Business rules.

Metaphase: Draft

The contract is in draft phases, prior to execution.

Phase	Transition	Description
Create	Manual	The starting point for contract, when the contract is drawn up. The result of the phase is the successful creation of a contract. If the contract is ready for internal stakeholders’ review, the Contract Manager can manually transition the contract to the Review phase. If the contract is canceled, the Contract Manager can manually transition the contract to the Abandon phase. Next phase: Review or Abandon
Review	Manual	The contract is approved by all internal stakeholders and a baseline for negotiating with the vendor is established. When the contract is approved by internal stakeholders, the Contract Manager can manually transition the contract to the Sign phase. If the internal stakeholders wish to further revise the contract, the Contract Manager can manually transition the contract back to the Create phase. If the contract is canceled or not approved by stakeholders, the Contract Manager can manually transition the contract to the Abandon phase Next phase: Sign, Create, or Abandon
Sign	Manual	Negotiations are held with the vendor regarding every detail of the provided goods or services, and ends when the vendor signs the contract. When the contract is signed, at which point the contract becomes effective, the Contract Manager can manually transition the contract to the Execute phase. If the internal stakeholders wish to further revise the contract, the Contract Manager can manually transition the contract back to the Create phase. If the contract is canceled or if an agreement with the vendor could not be negotiated, the Contract Manager can manually transition the contract to the Abandon phase. Next phase: Execute, Create or Abandon

Phase

Transition

Description

Create

Manual

The starting point for contract, when the contract is drawn up. The result of the phase is the successful creation of a contract.

If the contract is ready for internal stakeholders’ review, the Contract Manager can manually transition the contract to the Review phase.

If the contract is canceled, the Contract Manager can manually transition the contract to the Abandon phase.

Next phase: Review or Abandon

Review

Manual

The contract is approved by all internal stakeholders and a baseline for negotiating with the vendor is established.

When the contract is approved by internal stakeholders, the Contract Manager can manually transition the contract to the Sign phase.

If the internal stakeholders wish to further revise the contract, the Contract Manager can manually transition the contract back to the Create phase.

If the contract is canceled or not approved by stakeholders, the Contract Manager can manually transition the contract to the Abandon phase

Next phase: Sign, Create, or Abandon

Sign

Manual

Negotiations are held with the vendor regarding every detail of the provided goods or services, and ends when the vendor signs the contract.

When the contract is signed, at which point the contract becomes effective, the Contract Manager can manually transition the contract to the Execute phase.

If the internal stakeholders wish to further revise the contract, the Contract Manager can manually transition the contract back to the Create phase.

If the contract is canceled or if an agreement with the vendor could not be negotiated, the Contract Manager can manually transition the contract to the Abandon phase.

Next phase: Execute, Create or Abandon

Metaphase: Active

The contract is effective and in execution stages.

Phase	Transition	Description
Execute	Manual or automatic	The contract is effective and is being executed. The phase automatically transitions to the Close phase if any one of the following is true: The close code is Ended The close code is Terminated by us, or Terminated by vendor, and a close reason has been specified The Expires on date of the contract has been reached The Contract Manager can also manually close a contract by selecting a close code, typing in the close reason, and transitioning the contract to the Close phase. Next phase: Close

Phase

Transition

Description

Execute

Manual or automatic

The contract is effective and is being executed.

The phase automatically transitions to the Close phase if any one of the following is true:

The close code is Ended
The close code is Terminated by us, or Terminated by vendor, and a close reason has been specified
The Expires on date of the contract has been reached

The Contract Manager can also manually close a contract by selecting a close code, typing in the close reason, and transitioning the contract to the Close phase.

Next phase: Close