Why did I get a task to approve a contract?
You have been assigned a task to approve a contract either because a new contract has been added or an existing contract has been reviewed and sent to you as the contract owner.
What do I need to do?
Review the Action history for comments about what's been done to date. Then choose a task option to approve the contract or assign further work to be done. Learn how to do this in the Task management section below.
In this article
Click a link below to learn more about each section of the Approve form in Logiqc.
- Action history
A list of actions taken at each stage of the workflow, along with any comments provided by users. - Task management
Your options for closing the audit. - Related risks (Optional)
Assess the risks to the organisation associated with entering (or not entering) into the contract. - View contract
Preview the published version of the document and any draft versions in the workflow. - Attach records
Upload files or add links to records related to the contract. - Submit
Complete your task and submit the form - System event history
A chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Action history
This component displays the commentary by the assigned officers at each stage of the workflow.
Hover over the date to display who recorded the note.
Task management
This component displays the two options you have at the approval stage of the workflow.
Task options
Delegate further review
Choose this option to define and delegate the tasks relating to the contract.
- Task instructions - provide instructions for the review. Prior to approving the contract, you can use the workflow to delegate a task. For example, if you wanted to ensure that all compliances required by the contract have been scheduled in the QMS, you might assign a task with the following instruction: 'Ensure all compliances as required by the contract have been scheduled in the QMS '.
- Assign - select the user responsible for carrying out the task. Select Assign to me to assign the task to yourself.
- Task due date - select the date the task is to be completed by.
Approve the contract - choose this option to approve the contract to be added to the Contracts register.
- Next review date - this is the proposed date the contract will be reviewed again in the future, which can be changed.
- Additional Comment (optional) - use this field to add any additional comments relating to the contract. These comments will appear in the Action history and will therefore be visible when the contract is next reviewed.
- Contract expiry date - this is the specified expiry date of the contract. If there is no specified expiry date, select 'No expiry date'.
Related risks (optional)
Enter an assessment of the risks to the organisation associated with entering (or not entering) into the contract. If the Risk register is activated in your platform, you can also link the contract to one or more identified risks.
View contract
In this component you can preview the published version of the contract and any draft versions in the workflow. Note: This component is only displayed after a contract has been uploaded for the first time.
Select the Email link button to send a link to the page to another user via email. Recipients will require a Logiqc user account to access the contract.
Attach records
This component enables you to upload or link related records.
- Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Department email re contract renewal - March 2022'.
- Access controls
Attached records can have different access permissions to the contract. This allows certain confidential records to have restricted viewing even when a user can access the contract. - File or Link - click on Choose file and navigate to the record on your computer. If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)
Submit
The green Submit button will save the form and progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks.
- Archive - The Archive option will move the contract to the Archived tab on the Contract register and terminate future workflows.
- Submit/Next - The green Submit button will save the form, upload the contract and move it to the Manage stage.
- Create a related item -Select the appropriate register to create a related/linked item. Upon submitting the form, a new item will be generated in the chosen register. The platform will then display a link connecting the two items in the System event history.
System event history
The System event history is a chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.
Click the '+' control on the right to expand the line item to see more information.
