How to Use Certificate Workflows

This article is a guide on how to use certificate workflows within FastDraft. 

This guide contains the following:

• Introduction
• Using Certificate Workflows

Related articles:

• How to Configure Certificate Workflows
• How to Complete/Delete/Archive a Contract

Introduction

A new Certificates workflow group has been created to support the communication of the following via dedicated workflows rather than via Notification. This workflow group is not switched on by default, and will need to be added via the Contract Template. 

• Completion
• Sectional Completion
• Defects
• Termination

Using Certificate Workflows

In this section we will explain how to use Certificate Workflows. 

There are four categories of Certificates that can be issued on FastDraft via this specific workflow:

• Project Manager Certificates
• Contractor Certificates
• Employer Certificates
• Supervisor Certificates

Depending on what your role and permissions are within the contract, you will be able to either view, create, or communicate each of these types of certificates. 

For example, if you are on the contract as a Project Manager with Read/Write/Communicate permissions, you will be able to read/write/communicate Project Manager certificates, but you will only be able to read the other types of certificates. 

Use the steps below to use the Certificates workflow:

1. As in the image above, select the appropriate Certificates workflow. 

2. This will take you to the Certificate Register - from here, click 'Create New'

3. The initial draft view will appear as below. Enter the Certificate subject, and select the type of Certificate.

Note: Each Certificate 'type' will present different options depending on what your role in the contract is. Below is a breakdown of each Certificate type for each Party role:

• Project Manager: Completion Certificate, Sectional Completion Certificate, Other Certificate
• Contractor: Other Certificate
• Client: Termination Certificate, Other Certificate
• Supervisor: Defects Certificate

Note: The Completion certificate will automatically update a new 'Actual Completion Date' on the Contract Dashboard, and can be configured to update the contract status to Complete (if desired). You can read more about the contract state here. 

4. Once you have selected which type of Certificate you wish to issue, the draft will expand to enable you to input more information. 

Here, you can enter the Certified Date, and any relevant details appropriate to the type of Certificate you are issuing. 

5. Once you are ready, click Create Draft

6. The page will refresh, and you will now be able to make edits to the draft, as well as add any relevant attachments at the bottom. 

You can also link the Certificate to related communications by clicking the 'Relations' tab. 

7. Back in the Certificates Register, the Certificate status will appear as 'Not Communicated' as it is still a draft. 

8. Once you are ready to communicate the Certificate, click on the Certificate to go back into the draft. Then, click 'Communicate Certificate'. 

9. A pop-up will appear to confirm that you wish to communicate the Certificate. Click 'Communicate'.

10. Back in the Certificates Register, the Certificate status will now appear as 'Communicated'.