ProCon actions

Initiate activity

Each workflow must have an Initiate activity as its first step. This is set up in the default workflow template and does not need to be edited.

Notification activity

A Notification activity sends an email notification to the specified recipients.

Predefined Users can be selected as an option for Notification activity recipients - this can be set to Communication.ToUsers where the value for the communication workflow is the recipient of the communication as determined by the communication template routing path:

• Company to Contractor: Contractor Representative

• Contractor to Company: Company Representative

• Company to Company (Internal): the recipients specified on the communication itself (none or a set of company users)

To add a Notification activity to a routing or notification workflow:

1. Drag the Notification activity from the toolbox to the appropriate location in the workflow.

2. Enter information as required in the relevant fields.

   Field	Description
   Title	The subject of the notification email.
   Description	The body text of the notification email.

3. Add the notification recipients:

   1. Select the type of recipient from the Choose Type drop-down list.

   2. For Business Process Roles and Contract Roles, the available roles are displayed in the Choose Item list. Select the roles to receive the notification and click Add. The roles are added to the Recipients list.

      For Company Users:

      1. Enter values as required for the relevant search criteria.

         Option	Description
         Search On	Select whether to search on Last Name, First Name or Position.
         Criteria	This option refers to the text you enter in the Search For field. Select whether you want the search to return results which Begins With, Contains or Ends With the text you enter in the Search For field.
         Search For	Enter the text you want to search on. Tip Enter the % character to perform a wildcard search, e.g. % by itself to return all results or man% to return all results beginning with man.

      2. Click Search.

      3. Select the users from the Choose Item list and click Add. The users are added to the Recipients list.

         For Predefined Users, to use the recipient set in the communication template, or in the case of a Company to Company communication, the specified recipients, enter the following variable in the text box: Communication.ToUsers

   3. Add further roles and users to the list of recipients as required.

Log activity

A Log activity adds a log entry relating to the workflow to the communication's history (see Communication commercial audit log).

To add a Log activity:

4. Drag the Log activity from the toolbox to the appropriate location in the workflow.

5. Enter the text that you want to be logged in the Log Text field.

Review activity

A Review activity creates a Best Practice review for the communication. Each review has an associated decision set (selected from those available to the communication template in the Best Practice Library/Contract Configuration), a due date duration, and a due date type.

The group of reviewers for a communication review is comprised of one or more business process roles, contract roles and company users who are responsible for contributing to the review. When a review is created, by either a workflow or a user, a notification email is sent to all reviewers.

See Communication reviews for further information.

Note Review activities are only available for routing workflow templates.

To add a Review activity:

6. Drag the Review activity from the toolbox to the appropriate location in the workflow.

7. Enter information as required in the relevant fields.

Field	Description
Title	The subject of the review.
Decision Set	Select the decision set from the drop-down list. The decision set includes all the possible final decisions for the review.
Review Guidelines	The instructions for completing the review.
Next Steps After Review	The instructions for what should happen once the review is completed.
Duration	The number of days in which the reviewers should complete the review.
Due Date Type	Select Target (based on Best Practice) or Deadline (based on contractual obligations).
Assign Confidentiality Permission to Reviewers	Select if you want the reviewers to be able to see financial values and confidential documents attached to this communication.
Allow Reviewers to Edit Communication Documents	Select if you want the reviewers to be able to edit any documents attached to the communication. This option does not affect the ability of the reviewers to add documents to the review. Note Any reviewer with an appropriate contract role for the contract can edit communication documents regardless of this option.
External Reference	An optional reference ID for the review, which can be used with systems external to AVEVA Contract Risk Management.
Disable Notifications	Select to prevent email notifications about the review from being sent to the reviewers. If selected, Do not notify me is set for Notification Preferences and cannot be changed.
Notification Preferences	If Disable Notifications is not selected, select how the Review Administrator will be notified about the status of the review: Do not send notifications - review progress will be tracked manually. Notify Review Administrator only when all reviewers have provided a Review Status - notifications will be sent when all reviewers have provided a review status, and when the final decision is made. Notify Review Administrator at all times - notifications will be sent when a reviewer makes a contribution, when they have all provided a review status, and when the final decision is made. Note For best practice reviews created by a workflow which is started automatically (e.g. for a Contractor to Company communication), the Review Administrator is always the Contract Owner. Otherwise, the Review Administrator is the user who started the workflow.

8. Add the reviewers:

   4. Select the type of reviewer from the Choose Type drop-down list.

   5. For Business Process Roles and Contract Roles, the available roles are displayed in the Choose Item list. Select the roles to receive the notification and click Add. The roles are added to the Reviewers list and all members of the roles are added to the Optional Reviewers list in the Required Reviewers section.

      For Company Users:

      4. Enter values as required for the relevant search criteria.

Option	Description
Search On	Select whether to search on Last Name, First Name or Position.
Criteria	This option refers to the text you enter in the Search For field. Select whether you want the search to return results which Begins With, Contains or Ends With the text you enter in the Search For field.
Search For	Enter the text you want to search on. Tip Enter the % character to perform a wildcard search, e.g. % by itself to return all results or man% to return all results beginning with man.

5. Click Search.

6. Select the users from the Choose Item list and click Add. The users are added to the Reviewers list and to the Optional Reviewers list in the Required Reviewers section.

6. Add further roles and users to the reviewers as required.

9. If you need to have required reviewers, select the names in the Optional Reviewers list and select Make Required.

   To remove them from the Required Reviewers list, select them and select Make Optional.

AssignToReportingCategory activity

An AssignToReportingCategory activity changes the reporting category of a communication. In a mapping template, it is associated with a specific communication state; when the communication state is set, the reporting category is changed.

Note AssignToReportingCategory activities are only available for mapping templates.

To add an AssignToReportingCategory activity:

10. Drag the AssignToReportingCategory activity from the toolbox to the appropriate location in the workflow.

11. From the Reporting Category drop-down list, select the reporting category into which you want to move the communication.

AssignLinkedToReportingCategory activity

An AssignLinkedToReportingCategory activity is used to change the reporting category of any communications which have financial associations with the communication the workflow applies to.

See Linked communications for more information about financial associations.

Note AssignLinkedToReportingCategory activities are only available for mapping templates.

To add an AssignLinkedToReportingCategory activity:

12. Drag the AssignLinkedToReportingCategory activity from the toolbox to the appropriate location in the workflow.

13. From the Source Reporting Category drop-down list, select the reporting category that the linked communications must be in, for the reporting category to be changed.

14. From the Target Reporting Category drop-down list, select the new reporting category for the linked communications.