Approve a communication

Users with the following contract roles can approve communications:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - only communications which do not have financial values, confidential custom fields or confidential documents

  Warning If a confidential document is added to a communication that a Contractor Information Management user was previously able to edit, they will no longer have permission to make changes to the communication.

To publish a communication by updating its state from Draft to Approved or Awaiting Agreement from Recipient:

1. Navigate to the communications register of the contract you want to work on.

2. On the communication register, click the Title of the communication for which you want to change the state.

   The Communication Details page is displayed.

3. Click the communication state and select Send from the menu.

   The Update Communication State Communication page is displayed.

4. Enter any notes in the Comments/Feedback field.

   Note This is a Rich Text field; use the buttons on the field toolbar to add formatting to the text.

5. You can attach supporting documents:

   1. In the Attachments section, click the icon.

   2. Click File Location to browse for the document you want to add.

   3. Enter the Name of the document.

   4. Select whether the document Is Confidential.

      Note This option is automatically set to No for Contractor Information Management users, and cannot be changed.

      Tip Click the icon to add more documents.

6. Click Update State to Approved/Update State to Awaiting Agreement from Recipient to change the communication state.

7. A confirmation message is displayed. Click OK to continue.

   The state is updated and the Communication Details page is displayed with an update in the State Transitions section.

   If a response is required (i.e. The state was updated to Awaiting Agreement from Recipient because the Company must agree and/or reply to the communication), an obligation is initiated and automatically associated with the communication. The obligation owner is set to the Company and the due date of the communication is set to the due date of the obligation.

   The state of the communication can be further changed to Rejected.

   Note For a communication in a multi-currency contract, which does not use the contract base currency, the exchange rate used for the communication is 'frozen' when it is updated to Approved or Awaiting Agreement from Recipient.

8. If the communication can be marked as a formal reply to one of its linked communications, the Mark as Obligated Reply window is displayed.

   Select the communication for which this is a formal reply, and click OK.

   Note The communication can be marked as a formal reply if it is in a story group with communications which:

   • have the opposite routing path (e.g. when creating a Contractor to Company communication, it can be marked as a reply to a Company to Contractor communication)

   • have a required response of Reply or Agreement and Reply

   • have not already been replied to

   These are the only communications listed for selection. Multiple communications can be selected.

   See Respond to a communication for more information.