COBBLESTONE SOFTWARE

Contract Insight — User Guide

E-Approvals Processing

Document Templates Management › Managing Generated Document E-Approvals & E-Signatures › E-Approvals Processing

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Approval processes are monitored and managed from Approvals & Signatures → Negotiation Processes, which lists every approval and signature process along with the controls to intervene in a running one. Opening a process's console (Open console) shows its live processing state: an overall Status (e.g. Active), how many of its Groups are finalized, its Participants and Files counts, and Pause / End process / Finalize controls for intervening while it's running. The console also lists each approval group and its participants, where you can add, replace, or re-notify participants.

2. Key Elements

• Negotiation Processes list: filter by type (Approvals and signatures, Approvals only, Signatures only) and status (Any status, Active, Paused, Completed, Rejected, Cancelled after starting, Cancelled before starting), with a Started only checkbox, a Search box, and an Open console button on each row.
• Process console header: Status, Groups (e.g. "0 of 2 finalized"), Participants, Files, and Created, plus feature tags such as IntelliApprove and Secure PIN.
• Pause, End process, and Finalize controls sit at the top of the console. Finalize is unavailable until every group has been finalized.
• Open record (document icon) jumps from the console back to the underlying contract, PO, or other record.
• Groups and participants: each group shows whether it is the current group and when it was notified, with + Add participant and Resend buttons. Each participant shows a status badge (e.g. In Process, Pending) and row icons to Re-send this invitation, Replace this participant, or delete.

3. Navigating to Negotiation Processes

1. From the Contract Insight homepage, click the Approvals & Signatures icon in the left navigation bar.
2. Select Negotiation Processes.

The Negotiation Processes page opens, listing every approval and signature process.

4. Finding and Opening an Approval Process

1. In the type filter, select Approvals only.
2. In the status filter, select a status (e.g. Active) to narrow the list. Leave Started only checked to hide processes that have not started.
3. Optionally, type in the Search box to find a specific process.
4. Click Open console on the process's row.

Note: Click the link in the Record column (e.g. Contracts #5) to go directly to the underlying record instead.

5. Reviewing the Process Console

5a. Process Status and Controls

1. Review the summary bar: Status, Groups (how many are finalized), Participants, Files, and Created. Tags such as IntelliApprove and Secure PIN show features enabled for this process.
2. Use the header controls as needed:
   • Open record (document icon): opens the underlying record.
   • Pause: temporarily halts the process.
   • End process: stops the process before it completes.
   • Finalize: completes the process. Available only once every group has been finalized.

Note: Pause, End process, and Finalize act on the live process and its participants, so use them only when you intend to intervene.

5b. Groups and Participants

Groups are processed in order. The group awaiting action is tagged current group and shows when it was notified; later groups show not notified until earlier groups are finalized.

1. Check each participant's status badge (e.g. In Process, Pending) to see where they are.
2. Click Resend on the current group to re-notify its participants. Only the current group can be re-notified.
3. Use the icons on a participant's row to Re-send this invitation (bell), Replace this participant (people icon), or delete (trash). Participants added from the process template cannot be deleted.

6. Adding a Participant to a Running Process

1. On the group, click + Add participant.
2. Choose the Kind of participant (e.g. External participant).
3. Enter the Full name and E-mail address, and optionally Why are they being added?
4. Click Add, or Cancel to close without adding.

Note: Participants are invited as soon as they are added to a running group.

7. Quick Reference Summary