Contract Workflow

The EvergreenWorx Contracts app includes a default Business Process Flow (BPF/Workflow), which guides users through the typical activation lifecycle of a contract record. It supports standardized data entry, improves tracking, and helps drive automation based on contract progression.

This article outlines each stage of the Contract BPF and the system behaviors that occur upon completion.

Overview of the Stages

The BPF includes the following stages:

1. Draft

2. Negotiation

3. Signing

4. Activation

Each stage presents required and optional fields to be completed before advancing to the next step. Some stages are associated with automatic updates to the contract’s Status Reason field.

1. Draft Stage

This is the starting point for any contract.

Fields:

• Title (required)

• Contract Type (required)

• Account (required)

• Account Contact (optional)

System Behavior:

• Status Reason is set to Draft upon creation.

• The user cannot proceed until all required fields are populated.

2. Negotiation Stage

Used to capture who is negotiating and when the negotiation is finalized.

Fields:

• Negotiator (optional)

• Negotiation Completion Date (optional)

System Behavior:

• No automatic status change occurs in this stage.

• The stage is optional for organizations that do not track this phase in detail.

3. Signing Stage

This stage records when the contract has been signed and by whom.

Fields:

• Signed Date (required)

• Customer Signed By (required)

System Behavior:

• Once this stage is completed, the contract’s Status Reason is automatically updated to Signed.

• This step ensures contractual approval has been finalized.

4. Activation Stage

Used to define the contract’s financial and timing details.

Fields:

• Effective Date (required)

• End Date (required)

• Contract Amount (required)

System Behavior:

• Once completed, the contract’s Status Reason is updated to Active if the Effective Date is in the past.

• If the Effective Date is in the future, the contract remains in the Signed state until that date.

Best Practices

• Complete each stage fully to ensure lifecycle automation runs as expected.

• Use BPF stages as a framework for data quality control and consistent workflow adoption.

• Encourage team members to maintain up-to-date information throughout each step.

By following the Contract BPF, users can manage contracts from draft to activation with clarity and consistency, while enabling downstream processes like renewals, notifications, and reporting.