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Function documentationContract Versions: Categories and Approval Statuses

 

The approval status displays the current state of a contract version in the approval process. The approval status is determined by a contract version's version status and category.

Depending on the approval status, only certain settings are available for the contract version. For instance, if a contract version has already been approved and processed, then you cannot edit the version.

Version Status

A contract version can have several states and each state reflects the contract version's current phase in the approval process. Below are the possible statuses for a contract version:

  • Draft

  • Approved

  • Rejected

Draft

By default, when a new version of a contract is created, it is assigned the status Draft. It remains in a draft state until the contract version is either approved or rejected. A draft version of a contract is viewable in the system to everybody. If workflow is enabled, then the approval request is subject to an authorization check, otherwise anybody can change its status.

Contract versions in Draft state can be submitted for review, or are currently being reviewed and have the following options available:

  • Can be edited

  • Can be flagged for deletion

From this state, the status can change to either Approve or Reject.

Contract versions with the status Draft can be categorized as Unprocessed, or Deleted.

Note Note

Only one contract version with a draft status can exist in the system at any one time. The draft version must either be approved or deleted before you can create a new contract version.

End of the note.
Approved

Contract versions with the Approved status have been reviewed and approved by an approver. By default, when a contract version is approved, it is automatically synchronized back to the original contract and then categorized as Processed.

Contract versions with an Approved status have the following options available:

  • Cannot be edited

  • Cannot be flagged for deletion

Once the contract version is approved, you can no longer change its status.

Contract versions with the status Approved can be categorized as Processed, Unprocessed, or Deleted.

Rejected

Contract versions with the Rejected status have been reviewed and rejected by an approver. Once a contract version is rejected, the request is moved back to the beginning of the queue in the approval process.

Contract versions with a rejected status have the following options available:

  • Can be edited

  • Can be flagged for deletion

From this status, you can reset the contract version back to Draft.

Contract versions with the status Rejected can be categorized as Unprocessed, or Deleted.

Contract Version Categories

A contract version can be classified into three categories according to its status:

Processed

In this state, the contract version has been copied to the original contract. A contract whose version status is set as Approved can be categorized as Processed.

Unprocessed

In this state, the contract version has not been synchronized to the original contract.

A contract whose version status is set as Draft, Approved, or Rejected can be categorized as Unprocessed.

Flag for Delete

In this state, the contract version has been marked as Flag for Delete. The record is still in the system, but you cannot modify or edit its content.

A contract whose version status is set as Draft or Rejected can be categorized as Flag for Delete.