Using Agreement Templates with Workflow Cover example with photo inside the shape Insert new photo: Click on Insert photo-icon on slide and Insert new photo Use Crop Tool under Picture Tools to pan and zoom Beware: when you add or replace a picture, it may come to the front. Right click on it and select ‘Send to back’ to re-arrange it. To update the text, just click on the text To get more slides with this layout just copy this slide and paste Please insert the other company’s logo in the same size as the Amadeus logo, with no background and reverse out colour © Amadeus IT Group and its affiliates and subsidiaries © Amadeus IT Group and its affiliates and subsidiaries Marcus Alig, Frank Manchester Amadeus Airport IT Americas, Inc. – 2017 User Conference

“Oh man. There are so many steps”. anonymous PROPworks user “Oh man. There are so many steps” anonymous PROPworks user when instructed to update the parts of the Agreement We can’t remove the steps, but can give you a Checklist © Amadeus IT Group and its affiliates and subsidiaries

Will show how to setup a Workflow to assist with the steps needed to update an agreement after using the Copy Agreement Wizard. © Amadeus IT Group and its affiliates and subsidiaries

Typical Agreement Setup Process after Copying an Agreement Same process for all Agreements ? Permit Airline Agrmt Steps Steps Update Agrmt Header fields. Update Bill Rule Dates Confirm Insurance Reqmts Confirm Security Dep Reqmts Update Agrmt Header fields. Update Leasehold Size Update Bill Rules Dates Confirm Insurance Reqmts Confirm Security Dep Reqmts Update Bill Rule Dates … No To update the text, just click on the text More slides with this layout: Copy slide and paste © Amadeus IT Group and its affiliates and subsidiaries

Start with the End Result – Workflow Task List This is the “checklist” you can use when setting this up with Workflow To update the text, just click on the text More slides with this layout: Copy slide and paste © Amadeus IT Group and its affiliates and subsidiaries

Start with the End Result – Workflow Task List This is the “checklist” you can use when setting this up with Workflow Zoomed in a bit. To update the text, just click on the text More slides with this layout: Copy slide and paste © Amadeus IT Group and its affiliates and subsidiaries

Setting up the Workflow Configuration The Magic Happens Here System Event Workflow Event = Add Agreement Conditions 1) Agreement Class = AIRLINE To update the text, just click on the text More slides with this layout: Copy slide and paste © Amadeus IT Group and its affiliates and subsidiaries 2) Contract Admin = TemplateForWorkflow (0022) Makes the workflow only trigger when copying a Template Agreement

Setting up the Workflow Configuration Template “Contact” used in the Workflow Condition Create a “contact” that will be used to trigger the workflow. Including “TEMPLATE” in the Contract # or Comment fields doesn’t work since those are cleared when new Agrmt created To update the text, just click on the text More slides with this layout: Copy slide and paste © Amadeus IT Group and its affiliates and subsidiaries

Setting up the Workflow Configuration Template Contact used in the Workflow Condition Use a name that let’s everyone know the purpose. Assign the Contact Function of CONTRACT ADMIN so this contact is available in the Agreement Screen To update the text, just click on the text More slides with this layout: Copy slide and paste © Amadeus IT Group and its affiliates and subsidiaries

Creating the Workflow Tasks This is how the steps translate into the Workflow Tasks To update the text, just click on the text More slides with this layout: Copy slide and paste © Amadeus IT Group and its affiliates and subsidiaries

Creating the Workflow Tasks Going deeper - Steps in the workflow Start = 0 Days After Duration = 5 days? Termination Allowed= Y Assigned to Send Email: If a Task is assigned to a different person, then Email. Otherwise, if assigned to same person, there’s no need. © Amadeus IT Group and its affiliates and subsidiaries

Creating the Workflow Tasks Second Step in the workflow Send Email: Assigned to same person as previous Task, so set to No. © Amadeus IT Group and its affiliates and subsidiaries

Creating the Workflow Tasks Second Step in the workflow The final two Tasks allow for a Review from a Manager. Both Tasks have a Parent specified, so they don’t show up until the end of the process. © Amadeus IT Group and its affiliates and subsidiaries

Steps to setup the Workflow What is the overall goal for the Process. Does this apply to every scenario? No? – Then Determine conditions. Ex: Agreement Class = AIRLINE. List out the steps or create a flowchart. Be Specific - What fields have to be changed? Contract #, Bill Rule Start Date, Leasehold Size? Indicate which steps are decision points. These are Approval Tasks. Indicate which Steps rely on other Steps. Parent / Child Relationships © Amadeus IT Group and its affiliates and subsidiaries

Steps to setup the Workflow Give a name to the overall Workflow process. 30 Char field. Give a name to each Task. 50 Char field Information to determine for each step in the process Task Assignee Start Time – relative to start of process Duration Approval Assignee (if an approval task) © Amadeus IT Group and its affiliates and subsidiaries

Hints Setup in a TEST Env with all your Workflows Naming Conventions Setup in a TEST Env with all your Workflows Naming Conventions – important for clarity Both the Workflow Names and Task Names For Worklflow Names: Use “Adding” “Create” or “New” ? Adding New Agreement Leasehold Currently Task Name can currently not be changed. Once saved, you can’t change it.  Task Names – Placing numbers in front can help in ordering. Use “01” rather than “1” to order as 1, 2, …10, rather than 1, 10, 2, 3. © Amadeus IT Group and its affiliates and subsidiaries

Hints Naming Conventions Process Name – Allows us to create other workflows later, such as Copy Agreement – PERMIT Task Names are fairly evident and order is controlled. © Amadeus IT Group and its affiliates and subsidiaries

Hints Conditions Setup in a TEST Env with all your other Workflows and make sure they play nice together. This process can cause trigger other Workflows, such as a workflow for Adding new Leaseholds. Copying your Template agreement could trigger both the Copy Agreement workflow and the Add New Leasehold workflow To avoid this, you can conditions to the other workflows. Condition is the reverse of the Copy Agreement workflow. Contract Admin <> “TemplateForWorkflow” © Amadeus IT Group and its affiliates and subsidiaries

Wrap up Final Thoughts You can use Workflow to guide users through Steps needed to “Finish an Agreement” after using the Copy Agreement Wizard. Determine the Steps in the Process. Determine the Conditions © Amadeus IT Group and its affiliates and subsidiaries

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