F.8.7 Change Order Generation: Edit Document and Attach Addt'l Document as Needed

 

Description

The Contract Administrator will workflow to the Vendor in Sent to Vendor state if participating.  If Vendor is not participating the Contract Administrator will workflow to Awaiting Vendor signature.

Please click here to see the DocuSign Tagging List.

 

Please change the font color to White for all DocuSign Tags in your document.

 

Formatting in the word/pdf doc. Be careful as too much formatting in the word/pdf can offset the placement of the tag once it routes as DocuSign envelope.

 

For **vendor_signature**  and **wdi_signature** give several spaces as the DocuSign e-signature takes up to 3 to 4 lines/rows.

 

Outcomes

Once a Change Order is submitted by the Contract Administrator it moves to the Vendor in the Sent to Vendor state.

 

The contract will automatically attach in this step.  If modifications need to be made to the Contract save to desktop, delete in NexGEN, modify Contract, attach and select vendor visible .

 

The Contract Total should match the value on the executed paper contract.

 

The Contract Total and Subcontract Total field names are dynamic titles and will vary based on Tax Disposition selection.

 

Detailed Steps

 

Step 1: Log in to NexGEN

 

 

If your Contract participates in DocuSign Authority Click Here for correct process steps.

 

Step 2: Download Change Order.

  1. In References and Attachments section Click download_icon.png download icon to download the Change Order file.

  2. Review Change Order file and make any changes as needed.

  3. Save Change Order file as PDF.

  4. Click on Add Attachment.

  5. Browse for updated Change Order file, Click Open to attach.

  6. Click Attachement_Visiable.png to make Change Order visible to Vendor.

  7. Delete old Change Order file by clicking (trashcan icon).

The attachments will not be visible by default to the Vendor, you will need to unlock the eye icon on the attachment. Visible to Vendor Attachement_Visiable.png  or Not Visible.

 

 

Step 2: Send to Vendor.

  1. Select Workflow: Send to Vendor if vendor participates in NexGEN.

  Or

 

  1. Type a message in the Message field to include in the Email notification (optional).
  2. Click Execute.

 

Screen Capture of Participating Vendor Workflow

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

If Contract Vendor is US Based, and the Contract type is either California or Florida DocuSign, will be part of the process.  Making the DocuSign Authority section a required step.

NexGEN DocuSign Quick Reference Guide

DocuSign Quick Guide For WDI Executive Signatory

DocuSign Quick Guide For Vendor Signatory

 

Step 2: Verify DocuSign Authority

  1. Verify or update WDI Signatory.

  2. Verify or update Vendor Signatory.

  3. Add Agreement.

 

Step 3: Send to Vendor.

  1. Click Workflow.

  2. Select Sent to Vendor (DocuSign).

 

  1. Click Execute.

 

Vendor and WDI DocuSign authorized will receive the DocuSign document.  Once signed the Change Order will move to the following states automatically:

  • If SOV is complete Change Order will move to Fully Executed State
  • if SOV is not Complete Change Order will move to Pending SOV Vendor/WDI accordingly.