Contract Approver Instructions

Approver Instructions

Notification Message

• Approvers are introduced into the Contract Management Workflow by first receiving an email notification from the Kuali system.

• This email contains basic information about the contract being approved. Click the blue Begin Review button to start the approval process.
• If user is already logged into Okta, he/she will be taken directly to the Contract Approval Request form. If not logged in to Okta, he/she will be first directed to the Okta login screen. Once logged in, the form will be displayed.

Review Process

• User has the responsibility to review all information on the submitted form and attached documents.
• To view attachments, simply click on the links in the document section of the form.

• This will download a copy of the document to your local machine.

Approving the Contract

• To approve the contract request, with the form displayed, click on the Approve button in the upper right corner of the screen.

• A comment box will appear allowing users to add optional comments that can be viewed by all users with the appropriate permissions.

• Click Approve button to complete your review and move the contract on to the next step in the Workflow.

Deny the Contract

• With the form displayed, click on the ellipsis in the upper right corner of the screen.
• From the menu that appears, select Deny.

• A comment box will appear allowing users to add comments that can be viewed by all users with the appropriate permissions.
• The Deny comment box is required, so users must enter some text before the Deny button becomes active.
• Clicking the Deny button will stop the Workflow and send an email to the submitter letting them know that the Contract Request was denied.

Send Back Contract

• Approvers have the option to send the contract back to a previous approver or the submitter for reconsideration or reprocessing.
• With the form displayed, click on the ellipsis in the upper right corner of the screen.
• From the menu that appears, select Send Back.

• An additional menu opens that allows the user to select who to send the contract back to, and to add required comments.
• Once the comments have been added the Send Back button will be activated.
• Click the button to complete the Send Back process.

Checking All Approver Action Items

• Approvers can view all contracts awaiting their approval by clicking on the “click here" link in the last paragraph of the approval notification.

• Once already logged in to Kuali, the Action List for that user will appear:

• Click the row that contains the approval request that you wish to review/approve.
• This screen can also be viewed by logging in to Kuali through Okta, and clicking on the Action Items link above.
• The submitted Contract Request Form is displayed.

• To view the status of the contract, toggle the View switch in the upper left corner to the Status position.

• The following screen is displayed:

• Rows with green lettering show completed approval steps.
• Rows with orange lettering show the current approval step.
• Rows with no colored text are yet to be completed.