How to Configure Certificate Workflows

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

This guide contains the following:

• Introduction
• Adding Certificate Workflows to a Template
• Completion Certificates - Contract State
• Task Order Completion
• Project Order Completion
• Task/Project Order Start Dates
• Showing/Hiding Fields

Related articles:

• How to Use 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 for all templates, and you may need it to be added via the Contract Template. 

• Completion
• Sectional Completion
• Defects
• Termination

Note: Contract Templates can only be updated by Users with Site Support and above - if you need assistance please contact support@builtintelligence.com.  

Adding Certificate Workflows to a Template

In this section we will explain how to add certificate workflows to your contract via the Contract Template. 

Certificate Workflows can be configured to match your required specificity. Use the steps below to do so:

1. In the left-hand navigation panel, under Settings, go to Contract, then Contract template.

2. Under the Workflows tab, select Certificates from the drop-down list. 

3. Use the dots on the right to drag and drop the workflow, if you wish to change the order in which your workflows appear in the left-hand navigation panel. 

4. Click on Certificates; you can then edit the workflow further to meet your specific requirements by using the tabs in the right-hand box:

• Main - here you can edit the name of the workflow
• Workflows - use this tab to edit the rules of the workflow; here you can manage who can do what in a workflow and system triggered events
• Placeholders - here you can control the items displayed on individual forms, such as drop-down menu items and other choices made by users

When configuring the Types available to each party you need to select the correct effect.

For example, in a standard NEC4 ECC contract the Project Manager certifies completion under clause 30.2 so, on that basis, you would configure 30.2 Completion Certificate as an active clause in the PMCertTypes with its effect being COMPLETION.

You can read more about configuring Contract Templates here.

5. Once you are happy with the configuration of your Certificates workflow, click the blue Update button at the bottom of the page. 

Completion Certificates - Contract State

The Completion Certificate (or more specifically any clause configured with its effect as COMPLETION can be configured 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. See below to find out how to configure this option.

• Under Workflows > Certificates > Placeholders, select CompletionChangesStateEnabled.

• A pop-up will show (as below), where you can toggle this option On/Off. Turning it on will mean that the submission of a Completion Certificate will automatically change the state of the Contract to Completed. When you are done, click Update Placeholder, then Update Workflow Group. 

• Once you are happy with the configuration of your Certificates workflow, click the blue Update button at the bottom of the page. 

Task Order Completion

Standard wording of the NEC contracts does not require certification of the completion of a Task. However, you may find it useful to have the Consultant and/or the Service Manager certify completion.

FastDraft supports either or both of these options via the Certificates workflow. Simply define a dropdown value for the user to select (in either PMCertTypes or SupplierCertTypes or both) and configure its effect as TASK_ORDER_COMPLETION.

Having configured this way, if a Task Order Completion Certificate is issued the user will be obliged to select the Task Order from a dropdown and, once communicated, the Task Order register will include available column(s) to show the date certified by the Consultant and/or date certified by the Service Manager (depending on how you have configured this) against each Task Order. 

Below is an example of how you could configure a dropdown option in the PM Certificates workflow for Task Order Completion.

Project Order Completion

The same process applies as for configuring Task Order Completion with the only difference being that you would select the effect as PROJECT_ORDER_COMPLETION and the certified date(s) would appear in the Project Order register. 

Task/Project Order Start Dates

The same process applies as for configuring Task Order Completion with the only difference being that you would select the effect as TASK_ORDER_START or PROJECT_ORDER_START (as applicable) and the certified start date(s) from each party (as applicable) would appear in the respective Task/Project Order register. 

Showing/Hiding Fields

Each certificate category has a set of fields that can be re-labelled and included/excluded. To do that, go to the Certificates workflow group.

Click Placeholders.

Select the Fields placeholder for the category you would like to edit (e.g. CompletionFields).

Click on each field to change the text that is displayed it and untick the Active box to exclude that field from any certificate in this category. Field (e.g. CertifiedDate) represents the name of that field in the database so should not be edited. Display Text represents the label of that field in the UI so can be changed to whatever you like.