Blog Viewer

Automate for Accountability

By Misha Berkowitz posted 13 days ago


When is a workflow not a workflow? When the work doesn't flow.

That intro might make you groan twice: the first time because the punchline doesn't connect, the second time because the sentiment does.

As a Solution Architect for Agiloft, I've spent the better part of a decade working with organizations to standardize and streamline their contract processes. I've yet to encounter a contracting workflow that didn't occasionally stall out due to human inactivity.

Consider these scenarios:

•    A request sits unsubmitted because the requester can't dig up the necessary proof of authorization – or simply forgets to click Submit.

•    Our legal team marks up the counterparty's paper and we return it for review, but our customer contact never gets back in touch.

•    The Marketing & Communications team needs to give their blessing before our contract can proceed for signature, but the assigned approver just left for two weeks of vacation.

Do any of these sound familiar?

Sometimes the solution is as simple as sending a reminder email to get the attention of the person or team whose inactivity is preventing the contract from progressing forward. Reminding the appropriate party of what is being asked of them – and setting a deadline – may be all it takes to get the work flowing again.

However, as noted by the editors of the relationship site UpJourney, the problem is that, "Reminding someone often feels a lot like nagging, and no one wants to be a nag. However, the task still needs to be completed."

So, how can Agiloft help?

Instituting an automated reminder system is an effective way to increase awareness about unfinished business, and – depending on the complexity of your contracting processes and the areas that need improvement – can be built with a few simple fields, a time-based rule, and an email action. Well-timed notifications to the appropriate party are sent systematically and dispassionately. Better yet, these reminders can be configured to proactively set expectations about upcoming deadlines so that processes move swiftly before they ever get a chance to stop flowing.

Now it's your turn – we want to hear from you! Whether you are using Agiloft for CLM or for other business functions, what are the pain points in your processes? You can share right here on the Community Blog or contact your Customer Success Manager to start a collaborative engagement with our Professional Services group. We'd love to trade ideas about turning your work-slow into a workflow!


1 comment

Share this post:

Sign in to the community to leave a comment, ask a question, or connect with Agiloft customers and employees.


11 days ago

@Misha Berkowitz , this is a very pragmatic post because it reflects a lot of real life scenarios. I like the "dispassionate reminder" approach that is automatically triggered based on an amount of time that may have passed since the initial approval (or action) request was sent. Further, there can be additional triggers where after the same amount of time has passed, another named individual can be notified who is named as a backup or a higher level approver.  Perhaps that's what you meant in your post. Further, if thresholds are set for auto-approval based on certain characteristics of a contract (contract value, length of agreement, criticality of vendor etc.), then the approval process can "flow" even if people are on vacation. Thanks for the practical guidance.