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Fresh Workflow- RFx/Contract Workflows - 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.

Zia's Product: Fresh Workflow -Initiate RFx and Contract Workflows

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Zia's latest slide deck on using our Fresh Process workflow product to kick off and manage RFI or RFP workflows and digital sign contracts. This is more of an how-to guide than an overall feature presenation.

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Page 1: Zia's Product: Fresh Workflow -Initiate RFx and Contract Workflows

Fresh Workflow- RFx/Contract Workflows - 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.

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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.

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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.

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Selecting RFx Workflow

After selecting "Start Workflow," a dropdown menu will load and the Contract Administrator must

select RFx Workflow.

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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).

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Viewing New Tasks

On the dashboard, new tasks that need to be done show up in the My Tasks tab.

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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.

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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).

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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.

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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

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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).

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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).

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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).

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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).

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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).

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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.

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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).

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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.

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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).

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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).

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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.

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To Begin Contract Workflow: Login

To initially start a contract, the Contract Administrator must login to the Alfresco system.

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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.

Page 24: Zia's Product: Fresh Workflow -Initiate RFx and Contract Workflows

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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.

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Selecting a Contract Workflow

From the dropdown menu, select New Contract.

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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).

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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.

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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.

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Write the Contract as the Contract Administrator (Select Template File)

Select a Signature Template File (.pdf file) and complete the task by selecting done.

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Contract Negotiation as the Contract Administrator

The contract can be negotiated, revsied, then approved in this contract negotiation step.

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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.

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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.

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Bid Process as the Contract Administrator

The contract must now be bid upon and a Vendor's name must be inputted.

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Select Contracting Workflow as Contract Administrator

Input the Workflow Definition.

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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).

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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.

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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.