Submitting into Workflow

NOTE: The below article details this feature for our customers utilizing our Kahua for Owner’s and Kahua for GC’s applications, which excludes custom workflow or configuration. Specific customer configuration, customers utilizing other versions of these applications, or custom application features may differ in functionality or processes to those outlined below. For more details on training guides specific to your company, please check with your company IT or Domain Administrator prior to submitting a request to Kahua Support.

TABLE OF CONTENTS

• Submit for Review Workflow 
• Submit for Signature Workflow

After the record has been created there are several options depending on how your workflow is set up in configuration: Submit for Review, Submit for Signature, or Set To Projected. Depending on your company’s configuration and your permission level, you may see one or all of the above workflow options. 

Submit for Review – Is typically used to submit an Approval Document through the review process (Kahua task) to ensure the record has all applicable details and looks correct prior to submitting into a formal signature workflow. Once reviewed, it can be returned to the originator to edit or modify the record prior to sending for Signature. This process is set up by your Domain Administrator. The Submit for Review workflow will NOT increment the cost status that determines where the cost fall on the WBS, meaning it will not increment the document to approved once reviewed since this process is not a formal signature process.

Submit for Signature – Workflow that routes the record to appropriate parties to eSign the record. Often, this is done through DocuSign tasks that will be delivered to recipients via email, rather than Kahua task. However, refer to your company’s specific workflow for details. The Submit for Signature workflow WILL increment the cost status that determines where the cost fall on the WBS, meaning it will be in a pending status when out for signature and increment to Approved (and lock) when the last signature is acquired.

Set To Projected – This manual increment of status is often used when a document has been fully executed outside of Kahua, or in the case that an Admin needs to bypass workflow. In this case the completed document would simply be added as a reference doc on the record and the user will click the button (or use the dropdown next to the button) to manually set the status to Pending or Approved. This will ensure the  value is in the correct column of the WBS. If your company does not use the Signature workflow, this is how you should increment the record to reflect appropriately on the Work Breakdown and to ensure that your records reflect appropriate status.

Below we demonstrate an example of both a Review workflow and Signature workflow.

Submit for Review Workflow 

After the record has been saved and an Approval Doc created, the Record can be submitted into workflow.

1. At the bottom of the record, select Submit for Review. This button will prompt a Task and Message to send to the contact determined in configuration.
2. The reviewer will receive a task which displays the approval document at the top of the detail view. This enables the reviewer to quickly review the document and/or open in their default PDF viewer by selecting the More Details icon.
3. After reviewing the document, the reviewer will provide feedback in the Comments section. 
4. Lastly, if the document was downloaded and marked up outside of Kahua, the References section will allow for the document to be re-uploaded and returned with the completed task.
   Note: While the record is in workflow, the originator can Recall the record, make edits, then return into workflow, but may not edit without recalling the reviewer’s task.
5. Once the review is complete, select the Review Complete button to submit the record back to the originator. Upon clicking Review Complete, the originator will receive a notification in the Messages application informing them that the task is complete. They will be able to see the reviewer’s comments in the Comments section on the record.

Note: The Workflow Status updated to ‘Review Complete’ on the Change Request sample below, and the Sent for Review and Reviewed dates will have been updated with the appropriate detail.

1. If any changes are necessary post-review, the originator will be able to edit the record with the proper updates. After making any edits to the record, the Approval Doc will need to be rendered again. Select the Approval Doc in the References section and click Edit. After the window pops up, click OK.
2. The most up to date information will now be present in your Approval doc. Click Resubmit for Review to submit the record to the reviewer for an additional review if needed. If no further review is needed, the Review workflow is complete. 

Submit for Signature Workflow

After the Approval Document meets your standards, the record can be sent for Signature to the individual determined in the configuration settings for your company. 

1. Click Send for Signature. 
2. The Approval document will be sent via DocuSign to the appropriate parties for Signature. The task will likely come through a DocuSign email, not through Kahua tasks. After clicking on the Review Document button, a DocuSign window will open and will prompt the individual to apply their adopted signature to the document. Users do not need a paid DocuSign account to complete this action.
3. Simply select the Signature button, or other appropriate data on the left toolbar, and drag the signature to the appropriate location.
4. After applying the signature, initials, or other information, click Finish. The originator of the record and the signer will both receive an email stating the document has been signed via DocuSign.
5. The Workflow Status will be indicated as Locked in the record and the Sent for Signature and Executed dates will be updated with the appropriate details. The record is now locked and only a domain administrator will be able to unlock the record if changes are required.
6. An eSigned.pdf version of the document will be saved in the References section. Select the e-signed file type and click View to see the signed document.