In this article:
Learn how to complete an Approve task for a contract in Logiqc.
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. Approving means checking what's been done so far, then deciding whether to approve and publish the contract or send it back for further review.
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. The approval stage can only be assigned to the Contract owner.
Q: What permission do I need to approve a contract?
A: You need the Approve contracts permission. The minimum licence type required is Approval.
Q: What if the contract needs more work before I can approve it?
A: Select Delegate further review to define and delegate the tasks relating to the contract before approving it.
Q: What happens when I approve a contract that came up for review?
A: The contract returns to approved status until the next review. Set the Next review date to schedule when it will come up for review again.
Before you start
Check the following:
- You have an Approve task assigned to you in Logiqc as the Contract owner.
- You have the Approve contracts permission (minimum licence type required: Approval).
Step 1: Open the contract
Open the contract from your task list, or navigate to it from the Contracts register.
Navigation path
Select Governance from the left-hand navigation.
Select Contracts to open the Contracts register.
Select the contract you need to approve to open it.
Step 2: Review the action history
Before making your decision, check the Action history section. This component displays the commentary by the assigned officers at each stage of the workflow, so you can see what's been done to date.
The action history shows the commentary at each stage of the workflow.
Step 3: Complete the task
In the Task management section, select a task option: delegate further review, or approve the contract. Complete the required fields, then select Submit.
Your two options at the approval stage of the workflow.
Delegate further review
- 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 instruction: 'Ensure all compliances 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
- Next review date: the proposed date the contract will be reviewed again in the future, which can be changed. The review date must be a date in the future.
- 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: the specified expiry date of the contract. If there is no specified expiry date, select No expiry date.
Other sections
Enter an assessment of the risks to the organisation associated with entering, or not entering, into the contract. If the Risk register is enabled on your platform, you can also link the contract to one or more identified risks.
Record the risks of entering, or not entering, into the contract, and link identified risks if the Risk register is enabled.
Preview the published version of the contract and any draft versions in the workflow. Select the Email link button to send a link to the page to another user via email. Recipients require a Logiqc user account to access the contract.
Note: This section is only displayed after a contract has been uploaded for the first time.
Upload or link related records, such as a variation of contract.
- Record name: give the record a meaningful description so it is easily found when searching, for example "Variation of contract - March 2022."
- Access controls: attached records can have different access permissions to the contract, so confidential records can have restricted viewing even when a user can access the contract.
- File or Link: select Choose file and navigate to the record on your computer. If links are enabled, toggle to add a URL instead. Use a web (https://) or SharePoint link.
Attach or link related records, each with their own access controls.
Select Submit to save your changes and progress the item to the next stage of the workflow. The button label changes depending on the available action.
Moves the contract to the Archived tab on the Contract register and terminates future workflows.
Saves your changes and progresses the item to the next stage of the workflow. The label changes depending on certain conditions.
Archive: moves the contract to the Archived tab on the Contract register and terminates future workflows. This option is only active if you have the Archive Governance register items permission, even if you are the Contract owner.
Submit: saves your changes and, on approval, publishes the contract to the Contract register.
Create: use the top-bar Create button to create a linked item in another register. When the new item is saved, the platform displays a link connecting the two items in the System event history.
The System event history is a chronological record maintained by the system detailing entries and changes made to the page, including links to any related items created by users. Select the + control on the right to expand a line item and see more information.
Expand a line with the + control to see the full detail of each recorded event.
What happens next
The contract is published
On approval, a new contract is published to the Contract register and available to users with access. When you approve a contract that came up for review, it returns to approved status until the next review.
The next review is scheduled
When the Next review date is reached, the contract returns to the Manage stage and the Contract manager is notified.
To keep going, see: