Requesting Approval and Approving/Rejecting Contracts

In oboloo's Contract Management module, you can manage contract record approvals through a structured workflow. This guide details the step-by-step process for approving contract records.

This guide will walk you through the contract approval process, including how to request approval, approve or reject a contract, and how to manage unapproved contracts.

Step-by-Step Guide: Requesting Approval For A Contract Record

The contract approval functionality allows users to streamline the approval process by assigning an approver directly during contract creation.

Step 1: Enable the Approval Requirement

1. Navigate to the Create New Contract Record Popup

   • Click on the Create New Contract Record button above the Contract Management Table.

2. Locate the Approval Toggle

   • At the bottom of the form, find the toggle switch labeled "Does this contract need to be approved?"

3. Enable or Disable Approval Requirement

   • Yes: The approval process is enabled, and an approver must be assigned.

   • No: The contract record is created immediately without requiring approval.

Step 2: Assign an Approver (If Approval is Enabled)

1. If the toggle is set to "Yes", a dropdown menu will appear.

2. This dropdown lists all active users with contract approval permissions (inactive users are excluded).

3. Select an approver from the dropdown list.

4. Save the contract record to initiate the approval process.

📌 Additional Notes:

• If "No" is selected, the contract does not require approval and is immediately added to the system.

• Contracts awaiting approval do not appear by default in the main Contract Management Table.

  • To view them, use the "Contract State" filter and select "Unapproved" or "Rejected".

Approving a Contract

Once an approver is assigned, the system automatically notifies them through:

📧 Email Notification

• The approver receives an email with a link to the contract record.

• This allows them to quickly access and approve the contract.

🔔 In-System Notification

• The approver will also see an in-platform notification informing them that a contract requires approval.

How to Approve a Contract

1. Open the Contract Profile

   • Click the link in the email or navigate to the Contract Management section and search for the contract.

2. Click on "Approve Contract"

   • If you are the assigned approver, you will see an "Approve Contract" button on the contract profile page.

   • Click this button to finalize the approval.

3. Approval Confirmation

• Once approved, a record of the approval will appear under the "Approval Log" tab of the contract's profile.

Rejecting a Contract

If a contract does not meet the required criteria, the approver can reject the contract.

1. Click "Reject Contract"

   • This button is located next to the "Approve Contract" button.

2. Provide a Justification for Rejection

   • A prompt will appear asking the approver to enter a reason for rejection.

3. Rejection Notification

• The rejection is logged in the "Approval Log" tab under the contract's profile.

• The contract creator will receive an email notification with the rejection reason.

4. Requesting Re-Approval

• The contract creator can resubmit the contract for approval by clicking "Send for Approval" at the bottom of the contract profile page.

📌 Handling Unapproved Contracts:

• Unapproved contracts do not appear in the main contract list by default.

• To view them, use the "Contract State" filter and select "Unapproved".

• Once a contract is approved, it automatically moves to the active contract list.

Key Considerations & Best Practices

✅ Ensure You Have Approval Permissions – Only users with the correct access can approve contracts.

✅ Use the Approval Log for Transparency – All approvals and rejections are documented for future reference.

✅ Utilize Filters to Find Unapproved Contracts – Contracts awaiting approval are hidden from the main list until they are approved.

✅ Provide Justifications for Rejections – Clearly explaining why a contract was rejected helps the creator make necessary adjustments before resubmitting.

✅ Leverage Notifications for Efficient Approvals – The system automatically alerts approvers, eliminating the need for manual follow-ups.

Additional Resources

📌 Related User Guides:

• Adding Contract Records – How to create a new contract record.