1. Using Agreement Templates with Workflow
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2. “Oh man. There are so many steps”. anonymous PROPworks user
“Oh man. There are so many steps” anonymous PROPworks user when instructed to update the parts of the Agreement
We can’t remove the steps, but can give you a Checklist
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3. Will show how to setup a Workflow to assist with the steps needed to update an agreement after using the Copy Agreement Wizard.
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4. Typical Agreement Setup Process after Copying an Agreement
Same process for all Agreements ?
Permit
Airline Agrmt
Steps
Steps
Update Agrmt Header fields.
Update Bill Rule Dates
Confirm Insurance Reqmts
Confirm Security Dep Reqmts
Update Agrmt Header fields.
Update Leasehold Size
Update Bill Rules Dates
Confirm Insurance Reqmts
Confirm Security Dep Reqmts
Update Bill Rule Dates … No
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5. Start with the End Result – Workflow Task List
This is the “checklist” you can use when setting this up with Workflow
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6. Start with the End Result – Workflow Task List
This is the “checklist” you can use when setting this up with Workflow
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a bit.
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7. Setting up the Workflow Configuration
The Magic Happens Here
System Event Workflow
Event = Add Agreement
Conditions
1) Agreement Class = AIRLINE
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2) Contract Admin = TemplateForWorkflow (0022)
Makes the workflow only trigger when copying a Template Agreement

8. Setting up the Workflow Configuration
Template “Contact” used in the Workflow Condition
Create a “contact” that will be used to trigger the workflow.
Including “TEMPLATE” in the Contract # or Comment fields doesn’t work since those are cleared when new Agrmt created
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9. Setting up the Workflow Configuration
Template Contact used in the Workflow Condition
Use a name that let’s everyone know the purpose.
Assign the Contact Function of CONTRACT ADMIN so this contact is available in the Agreement Screen
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10. Creating the Workflow Tasks
This is how the steps translate into the Workflow Tasks
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11. Creating the Workflow Tasks
Going deeper - Steps in the workflow
Start = 0 Days After
Duration = 5 days?
Termination Allowed= Y
Assigned to
Send If a Task is assigned to a different person, then . Otherwise, if assigned to same person, there’s no need.
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12. Creating the Workflow Tasks
Second Step in the workflow
Send Assigned to same person as previous Task, so set to No.
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13. Creating the Workflow Tasks
Second Step in the workflow
The final two Tasks allow for a Review from a Manager.
Both Tasks have a Parent specified, so they don’t show up until the end of the process.
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14. Steps to setup the Workflow
What is the overall goal for the Process.
Does this apply to every scenario?
No? – Then Determine conditions. Ex: Agreement Class = AIRLINE.
List out the steps or create a flowchart.
Be Specific - What fields have to be changed? Contract #, Bill Rule Start Date, Leasehold Size?
Indicate which steps are decision points.
These are Approval Tasks.
Indicate which Steps rely on other Steps.
Parent / Child Relationships
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15. Steps to setup the Workflow
Give a name to the overall Workflow process. 30 Char field.
Give a name to each Task. 50 Char field
Information to determine for each step in the process
Task Assignee
Start Time – relative to start of process
Duration
Approval Assignee (if an approval task)
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16. Hints Setup in a TEST Env with all your Workflows
Naming Conventions
Setup in a TEST Env with all your Workflows
Naming Conventions – important for clarity
Both the Workflow Names and Task Names
For Worklflow Names: Use “Adding” “Create” or “New” ?
Adding
New Agreement Leasehold
Currently Task Name can currently not be changed. Once saved, you can’t change it. 
Task Names – Placing numbers in front can help in ordering.
Use “01” rather than “1” to order as 1, 2, …10, rather than 1, 10, 2, 3.
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17. Hints
Naming Conventions
Process Name – Allows us to create other workflows later, such as
Copy Agreement – PERMIT
Task Names are fairly evident and order is controlled.
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18. Hints
Conditions
Setup in a TEST Env with all your other Workflows and make sure they play nice together.
This process can cause trigger other Workflows, such as a workflow for Adding new Leaseholds.
Copying your Template agreement could trigger both the Copy Agreement workflow and the Add New Leasehold workflow
To avoid this, you can conditions to the other workflows.
Condition is the reverse of the Copy Agreement workflow.
Contract Admin <> “TemplateForWorkflow”
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19. Wrap up
Final Thoughts
You can use Workflow to guide users through Steps needed to “Finish an Agreement” after using the Copy Agreement Wizard.
Determine the Steps in the Process.
Determine the Conditions
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20. Thank you! AmadeusITgroup Backcover option 2
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