Copy of Agreements Workflow

📹 Agreements Workflow Overview Video (opens in a new tab)

Agreements Managers can perform all the activities that Agreements Reviewers perform. View the agreement software workflow diagram to see all the activities a user can perform in a particular state.

Note: Amendments almost follow a similar workflow to agreements.

Initial State	During This State…	To Move to the next State…	Next State
(No State)	Any user can create a new agreement.	The agreement is saved in the system. (The user creating the new agreement clicks Continue on the first page of the agreement form or Save at the bottom of the page.)	Pre-Submission
Pre-Submission	The PI, assigned PI proxy, or Primary Contact can edit the agreement. The PI, assigned PI proxy, Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with an agreement can add ancillary reviewers (e.g., department reviewers) to the agreement. Note: By default, the person who creates an agreement is the assigned Primary Contact of that agreement. If the Primary Contact is replaced by someone else then the person who creates the agreement will have read or write permissions only in the Pre-Submission state.	The PI, assigned PI proxy, the Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with an agreement submits the agreement to the agreement office.	Unassigned
Unassigned	Agreements Reviewer (REV) reviews the agreement.	REV takes ownership of the agreement or assigns it to another user.	Internal Review
Unassigned	Agreements Reviewer (REV) reviews the agreement.	REV requests clarification from the PI about the agreement submitted.	Clarification Requested
Clarification Requested	The PI, assigned PI proxy, Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with an agreement can edit the agreement in response to the reviewer’s clarification request.	The PI, assigned PI proxy, or the Primary Contact submits changes and responds to the reviewer’s clarification request.	Unassigned or Internal Review (returns to the state in which the clarification request was made).
Internal Review	REV can generate the agreement for review. REV can edit the agreement or upload a revision. REV can e-mail the agreement to other Agreements software users to review. REV can set up correspondence reminders to follow up with internal, 3^rd party, or ancillary reviewers. REV can add ancillary reviewers of their reviews (if present) and update ancillary reviews.	REV moves the agreement to External Review. Note: REV will move the agreement back and forth between Internal and External Review to reflect who is reviewing the agreement.	External Review
Internal Review		When all parties agree on the agreement language and all the required ancillary reviews are completed, the REV approves the language.	Language Finalized
External Review	Same as Internal Review.	REV moves the agreement to Internal Review. Note: REV will move the agreement back and forth between Internal and External Review to reflect who is reviewing the agreement.	Internal Review
External Review	Same as Internal Review.	When all parties agree on the agreement language and all the required ancillary reviews are completed, the REV approves the language.	Language Finalized
Language Finalized	REV can upload the final version of the agreement for signature (or confirm final agreement is in the system). REV can convert the agreement to a PDF if the agreement should be watermarked before signing.	If the institution will sign first, REV routes the agreement for signature.	Internal Signature
Language Finalized		If a 3rd party will sign first, REV sends out the agreement for signature.	External Signature
Internal Signature	REV can upload the final version of the signed document if wet ink signatures were obtained. REV can convert the agreement to a PDF (if not done before receiving signatures).	Once all internal signatures are received, REV sends the agreement out to the 3^rd party for signature.	External Signature
		REV moves the agreement to Internal or External Review.	Internal Review or External review
		When all signatures have been received, REV activates the agreement (or approves if an amendment).	Active (“Approved” for amendments)
External Signature	Same as Internal Signature.	Once the 3^rd party signatures are received, REV routes the agreement for internal signatures.	Internal Signature
		REV moves the agreement to Internal or External Review.	Internal Review or External review
		When all signatures have been received, REV activates the agreement (or approves if an amendment).	Active (“Approved” for amendments)
Active	REV can terminate the agreement. The PI, assigned PI proxy, the Primary Contact, or an Agreement Manager or Reviewer belonging to the office associated with the Agreement can create an amendment, provided there is no other active amendment to this agreement.