AgdaPkt 2018-01-22 Joint SA PFA - Laserfiche WebLink

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6.1.1. - Page 41 Contract #: BSA -ELT -14546-15060771 The Unity Form will be a Contract Document type or a Contract (confidential) document type. The keywords are: • Date • Contract Number • Amendment Number • Vendor Name • Project The workflow will start as soon as a new Contract Unity form is created. It will follow the steps below. Step 1; Originator + Ad Hoc - Can send to Additional Reviewer Step + Ad Hoc — Send to City Attorney (dataset of attorneys from a Security Group. Then add a "Unknown" option to the dataset. When that is selected, it is actually a gatekeeper in the Attorneys office). This Ad Hoc will send an email to the Department head. Use similar Department Head Load Balancing as Agenda. • Ad Hoc -- End Workflow, If this contract workflow needs to be canceled. + User will receive an email notification when the item arrives in the step. Step 2: City Attorney + Ad Hoc — Send to Originator • Ad Hoc - Send to Additional Reviewer • Ad Hoc — Send to new Attorney (after changing the value in the form) • Ad Hoc — Send to Admin Step • User will receive an email notification when the item arrives in the step. Step 3: Admin • Ad Hoc — Finish/Finalize § This will re -index the documents in the portfolio to a document type that has permissions for the Attorneys group. § The documents in the portfolio will have renditions to PDF. The PDF will be stored as a document type that everyone has permission to see. § Email will be sent to the Originator to notify that the Contract Workflow is complete. § End the Life Cycle. Step 4: Additional Reviewer • Will be able to review the item. • Will receive an email notification that the item has been received. • Ad Hoc — Return to previous user. Training During execution of this project, Hyland will provide the training described below: REV: 01-09-18 J5 Page 38 of 51 ATTYIAGR.2018.001/Hyland On base AC MS