Overview
Workflows in our system are designed to streamline and automate the processes involved in managing contracts and requests. By adding specific tasks to a workflow, you can ensure that each step is completed efficiently and accurately. This guide provides detailed definitions for each task type available in our workflow system, helping you understand their purpose and best practices for their use.
Some tasks are available for organization use, while others are designated for Tropic staff only. The following sections detail the specific tasks and their respective usage. For more information on the differences between Tropic-managed and organization-managed workflows, refer to the Tropic-Managed vs. Organization-Managed workflows document.
Tasks for Organization Use:
Add Contract Record
The Add Contract Record task lets you add a new contract to the system, including details such as parties involved, contract dates, terms, and conditions.
Example: When you need to have a vendor's contract details recorded, you add a contract record. Fill in the vendor's name, contract start and end dates, and attach the contract document. After verifying the details, save the record in the system.
Approval
The Approval task lets you obtain necessary approvals from designated stakeholders before proceeding to the next step.
General Approval: Standard approval process for various tasks.
Example: When you need to get approval for a new software purchase, you submit the request for approval. The request is routed to the IT manager, who reviews the details and approves the purchase.
Request Submission Approval: Specific approval required for submitting a request.
Assign Request
The Assign Request task allows you to assign a request to a specific team member or department.
Example: When you need to delegate a contract request for review, you assign the request to the legal team. Include instructions on specific clauses to be examined.
Billing Details
The Billing Details task lets you add or verify billing information related to a contract or request.
Example: When you need to verify billing information for a contract renewal, you check the billing address, payment terms, and update the billing contact information before approving the renewal.
Internal Review of Request
The Internal Review of Request task involves conducting an internal review to ensure all requirements are met before proceeding.
Example: When you need to ensure a request meets all company policies, you conduct an internal review. Check the attached documents and verify compliance before approving or requesting additional information.
Proposal
The Proposal task lets you create and submit a proposal for a contract or request.
Example: When you need to submit a new client contract proposal, draft a comprehensive document including the scope of work, pricing, and terms. Review for accuracy and completeness before submission.
Questionnaire
Use the Questionnaire task to send a questionnaire to a teammate or supplier contact. The assignee has the option to complete the questionnaire’s answers, upload documents that answer the questions, or both.
Example: When you need to understand client requirements, you create a questionnaire. Keep it concise and relevant, and follow up with respondents if necessary.
To Do
The To Do task is a general task for tracking miscellaneous activities that need to be completed.
Example: When you need to follow up with a client about their contract renewal, create a "To Do" task. Set a reminder and update the task once completed.
Upload Contract & Documents
The Upload Contract & Documents task lets you upload necessary contracts and documents to the system.
Example: When you need to store a signed contract, upload the document to the system. Ensure all files are correctly named and organized for easy access.
Tasks for Tropic Staff Only
Approval
The Approval task lets you obtain necessary approvals from designated stakeholders before proceeding to the next step. There are two options:
Commercial Executive Review: High-level review and approval by commercial executives.
Example: When you need to get approval for a high-value contract, you submit the request for a Commercial Executive Review. The request is routed to the executive team, who reviews the details and approves the contract.
Assign Request
The Assign Request task allows you to assign a request to a specific team member or department.
Example: When you need to delegate a contract request for review, you assign the request to the legal team. Include instructions on specific clauses to be examined.
Internal Review of Request
The Internal Review of Request task involves conducting an internal review to ensure all requirements are met before proceeding.
Example: When you need to ensure a request meets all company policies, you conduct an internal review. Check the attached documents and verify compliance before approving or requesting additional information.
Negotiation Insights
The Negotiation Insights task allows you to gather and document insights from negotiation processes to inform future strategies.
Example: When you need to document key points from a negotiation, you gather insights and outcomes. Highlight successful tactics and areas for improvement for future reference.
Proposal
The Proposal task lets you create and submit a proposal for a contract or request.
Example: When you need to submit a new client contract proposal, draft a comprehensive document including the scope of work, pricing, and terms. Review for accuracy and completeness before submission.
Review & Assign Supplier Tasks
The Review & Assign Supplier Tasks task lets you assign document upload tasks to supplier contacts.
Example: When you need to onboard a new supplier, you review the related tasks and assign them to the procurement and legal teams to ensure all aspects are covered.
Routing & Signature
This task allows Tropic staff to route documents for signatures from required stakeholders, particularly for high-level or sensitive approvals.
Example: When a contract requires senior executive signatures, Tropic staff routes the document through the signature process, tracking each step until all signatures are obtained.
Savings
The Savings task lets you document and analyze cost savings achieved through utilizing Tropic's negotiation services, which leverage industry expertise to secure favorable terms.
Example: When Tropic negotiates a vendor contract resulting in cost savings, you document the amount saved and analyze its impact on the budget. These insights are then reported to management for strategic planning.
Tropic Introduction
The Tropic Introduction task lets you introduce the Tropic platform or service to new clients or team members.
Example: When you need to onboard a new client, schedule an introduction meeting to walk them through the Tropic platform. Cover key features, benefits, and answer any initial questions.
Additional Resources
For further details on managing tasks and workflows, please refer to the following documents: