Internal collaboration begins when you create a purchase order contract, purchasing contract, or an ad hoc document and want to ensure that it meets the needs of all organizations. The document comprises PeopleSoft metadata and a Microsoft Word document.

Internal Collaboration Example

Suppose that as the contract owner, you want to collaborate on the development of a waste-disposal contract document. After determining the team, you route the document for review. The first reviewer is a hazardous material specialist who replaces the standard hazardous-material, special-handling clause with one that has more detail about the type and nature of the materials and the required safety equipment for handlers.

The second reviewer notices that the contract doesn't meet the vehicle weight limit for the designated location, and reduces the limit from 12 to 10 tons based on new bridge standards to the access area. The last reviewer adds a one percent incentive bonus if the entire contract is processed with no inspector citations for handling violations in any of the monthly reports. As the owner of the contract, you realize that the budget does not have resources for bonuses, so you deny the last update, but approve the first two. You can then post the contract for suppliers to review.

While the previous example illustrates users as first, second, and last, the collaboration process routes to all three simultaneously and the checkout of the document is accomplished through a first-come, first-served basis.

At any point during collaboration, the contract owner or an authorized alternate can stop the collaboration process. This cancels all worklist entries and sets the contract status back to Draft if no one has collaborated on it yet. If some collaborators have already collaborated on the contract and the process is stopped, the system sets the status to Collaborated Pending Review.

Document Collaboration for External Users

External collaboration is the process of sending contract documents to an external user for review and updates and who then uploads the document where administrators or contract specialist can manually incorporate the reviews into a new version of the document.

You can route documents for external collaboration to only a single supplier user, who is defined as the primary on the Supplier - Contacts page. This external user can then route the document to gather inputs from the supplier side. During external collaboration, the system stages all files for review on the external side and keeps the files distinct from the current core files. The administrator reconciles the returned files to decide to accept the files or manually copy or paste changes into the official copies. Attachments are also staged so that new attachments added by the external user will have to be accepted before they become part of the core attachments.

External collaboration provides additional collaboration statuses.

The external collaboration statuses include:

  • Collaborated - This status indicates that the external collaboration is complete. At this point the supplier can re-send the document for external editing or upload the document to the system for internal collaboration, where the administrator can either route the document for collaboration or submit it to the approval process
  • In External Collaboration - This status indicates that the document is in collaboration by the supplier user
  • Pending Internal Review - This status indicates to the administrators or specialists that they need to reconcile the changes that the supplier made with the actual contract document and to finalize, accept, and reject changes

Image: External Collaboration processing flow

The diagram illustrates system processes that take place when a document is sent for external collaboration. The system uses e-mail and worklist notifications to send and receive notices, and stages files while the document is in review:

The system protects the document while it is in collaboration by keeping the files separate from the actual contract document. These are staged files and are used until the collaborated document is accepted. At the end of the process, the system deleted these staged files.