WRAP 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.

Flowchart showing the agreement process involving the PI, PI Proxy, or Primary Contact and the Agreement Office, starting with Pre-Submission, moving through stages like Unassigned, Internal Review, Language Finalized, and External Review, and ending with Internal Signature, External Signature, and Active status. Includes a feedback loop for Clarification Requested.

Initial State	During This State…	To Move to the next State…	Next State

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.	Agreements Reviewer takes ownership of the agreement or assigns it to another user.	Internal Review
Unassigned	Agreements Reviewer (REV) reviews the agreement.	Agreements Reviewer 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	Agreements Reviewer can generate the agreement for review. Agreements Reviewer can edit the agreement or upload a revision. Agreements Reviewer can e-mail the agreement to other Agreements software users to review. Agreements Reviewer can set up correspondence reminders to follow up with internal, 3^rd party, or ancillary reviewers. Agreements Reviewer can add ancillary reviewers of their reviews (if present) and update ancillary reviews.	Agreements Reviewer moves the agreement to External Review. Note: Agreements Reviewer 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 Agreements Reviewer approves the language.	Language Finalized
External Review	Same as Internal Review.	Agreements Reviewer moves the agreement to Internal Review. Note: Agreements Reviewer 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 Agreements Reviewer approves the language.	Language Finalized
Language Finalized	Agreements Reviewer can upload the final version of the agreement for signature (or confirm final agreement is in the system). Agreements Reviewer can convert the agreement to a PDF if the agreement should be watermarked before signing.	If WVU will sign first, Agreements Reviewer routes the agreement for signature.	Internal Signature
Language Finalized		If a 3rd party will sign first, Agreements Reviewer sends out the agreement for signature.	External Signature
Internal Signature	Agreements Reviewer can upload the final version of the signed document if wet ink signatures were obtained. Agreements Reviewer can convert the agreement to a PDF (if not done before receiving signatures).	Once all internal signatures are received, Agreements Reviewer sends the agreement out to the 3^rd party for signature.	External Signature
		Agreements Reviewer moves the agreement to Internal or External Review.	Internal Review or External review
		When all signatures have been received, Agreements Reviewer 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, Agreements Reviewer routes the agreement for internal signatures.	Internal Signature
		Agreements Reviewer moves the agreement to Internal or External Review.	Internal Review or External review
		When all signatures have been received, Agreements Reviewer activates the agreement (or approves if an amendment).	Active (“Approved” for amendments)
Active	Agreements Reviewer 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.

WRAP Agreements Workflow

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