Project Workflow Templates

Project (SOW) workflow templates allow you to define standard settings for a project requisition, based on a client organization's business practices. These workflows are applied when creating a project request, allowing the request creator to skip time-consuming configuration of this information. It also allows for control of business workflows, ensuring certain processes/standards are followed for every request.

Numerous workflows can be created for a client organization. Each set of workflows controls access to configured SOW document templates, specific approval routing and supplier functionality, and an RFI questionnaire used on the project request. Selection of a workflow is step 1 when creating the request.

Note:

Existing Project requisitions prior to version 25.4 are assigned a default workflow with existing project settings.

Note:

You cannot reuse a project requisition with an inactive workflow when creating a new project request.

You can modify a saved template as needed. See the following sections for descriptions of settings.

SOW Workflow Details

These settings determine eligibility of a workflow.

Table 1. SOW Workflow Details
Setting	Description
Name	Enter the name of the workflow. This appears in the SOW Workflow drop down during request creation.
Description	Enter the description of the workflow.
Active	Toggle the switch to activate the workflow. If you deactivate a workflow, any requisition where it has previously been selected is ineligible for reuse when creating a request.

Project Preferences

These settings control access and quote behavior.

Table 2. Project Preferences
Setting	Description
Allow Supplier to Add/Remove Workers	Select the check box to allow a supplier to add or remove workers for a project after the SOW is signed. Workers are added in the Supplier view.
Allow a Supplier to Edit Worker Data	Select the check box to allow a supplier to edit a worker's information. Worker information is edited in the Supplier view.
Display Supplier Quote Amount to Competitors	Select the check box to display submitted quote amount from a supplier to other suppliers.
Display the supplier associated to a quote submitted to all competitors	Select the check box to display the supplier (name) associated with the visible submitted quote amount.
Hide the supplier associated to the quote submitted to a client	Select the check box to hide the name of the supplier for the client manager making the request.
Allow Suppliers to Edit Quotes while in Approval Routing	Select the check box to allow the quote information to be edited while in an approval routing workflow. For more information about approval workflows, see Approval Routing Configuration.

SOW & Questionnaire

These settings control the access and creation behavior of SOW document templates configured in the system (see Statement of Work). You can also create an RFI template for soliciting bids on a project.

Table 3. Questionnaire
Setting	Description
Allow eSigning of SOW Contracts	Select the check box to allow eSigning of an SOW document. You also need to enable this option at the country level. For more information about this country setting, see Client Country Configuration. Required Signatures Specifies which parties must sign the SOW document when the redlining process completes. Required signatures must be done electronically (eSign). You can configure one user type, or many. If you do not select any of the user types, signatures are not required to complete the SOW.
Utilize Preferred Pricing on Quotes	Select the check box to allow client organizations to create a sample quote. Enabling this setting makes the preferred pricing fields visible on the Create Project Request page. For more information on these fields, see Preferred Pricing Details on Quotes.
Use Negotiation and Redlining on SOW	Select the check box to enable the redlining feature. If you are enabling this feature for projects, you must have at least one SOW template configured and available for the client organization. See Configure an SOW Document Template. If you enable this feature, you must also specify a user that owns the negotiation process (Who will own the negotiation process field). This user is responsible for accepting edits to the SOW document and completing the document in the VMS. See Redline a Document in the VMS.
Who will own the negotiation process?	From the drop down, select the user types that have permission to add scoring.
Require Redline Complete before Engagement Fill	Select this check box to require that the redlining process in status='Complete' before a project request can be converted to an engagement. See Project Engagements in the Application.
Participant Review Required	Select if all participants listed on the SOW are required to complete the contract.
Utilize Questionnaire	Select the check box to enable the Questionnaire feature.
Allow Questionnaire Scoring Collaboration	Select the check box to allow collaborators to add scoring.
Who sets up the scoring collaboration?	Select: Managers and MSPs MSPs Only

BizVal

Controls access to the Project Business Validation workflow (BizVal, see About Project BizVal). If you enable use of BizVal, you must also enable the workflow in the client organization's configuration. See Client Settings.

Table 4. BizVal
Setting	Description
Utilize Bizval	Required to use the workflow. Toggle the switch to enable the workflow for the client organization. Note: When the workflow is enabled, the questions configured in the central list are automatically applied to client organization.
Email address to send Bizval MSP/Compliance information	Required to use the workflow. Email contact information that the system uses to send notifications. You can add multiple email addresses, separating each by a comma. Email notifications are sent simultaneously to all contacts in this list.
Request Completion of MQ and BVA	Allows manual triggering of the questionnaires. If validation is required, the supplier BVA is accessible in the BVA List section for a client organization in the Supplier view. MSPs with the 'Compliance' permission can trigger notifications to the supplier and client manager by using buttons on the Screening tab of the project request. Note: Triggering a BVA for a vendor places a link on the Home page in the Supplier view.
MQ Trigger for Existing Supplier on New Request	The threshold for an existing contractor. This is the amount for the cumulative Estimated Cost for the calendar year for a project quote. This field is not required for the workflow. If not set, the BVA is still added to a flagged contractor. If set, the system considers the project estimated cost. If not automatically triggered, the BVA can still be sent manually from the Screening tab.
MQ Trigger for New Supplier on New Request	The threshold for a new contractors. This is the amount for the cumulative Estimated Cost for the calendar year for a project quote. This field is not required for the workflow. If not set, the MQ is still added to a flagged contractor. If set, the system considers the project estimated cost. If not automatically triggered, the MQ can still be sent manually from the Screening tab.
Allow multiple independent contractors to bid on a project request	Select the check box to allow the workflow to trigger for multiple contractors. Note: If not selected, a client manager can only select one contractor for a request to trigger the workflow (Supplier Requires Business Validation='True').