Setting up a new variation workflow is done in three steps:
- Creating a Variation Template
- Setting up a workflow for that variation
- Setting up the template to be varied to allow variation requests from this template
Creating a Variation Template
Variation templates need to be based on the inbuilt Variation Template from the Folio Template Library. You can do this by either importing the template from the library, or copying a Variation template that you have previously set up. To import from the library click on the admin gearwheel in the top right of the screen, then select Folio Templates:
Then select Create Folio Template:
And under Copy from Library select Variation Template:
Then Activate the template once it is imported. To copy an existing Variation template first select the template that you want from the Folio Templates screen, then select Copy:
Any Variation templates that you have will have a status of Variation:
A Variation template comes with several built-in fields that are used for the variation process:
A description of these fields can be found in the Variations terminology table. Fields can also be added and removed from your new Variation template the same as any other Folio template.
Setting up a Variation Workflow
The process for setting up a workflow for a Variation template is the same as any other Folio template. The main difference is in the last stage, which will have the Variation Approval:
The Variation Approval has the same approval rules as other stages, but once approved the contract value and/or end date will be updated on the Original Folio record and the Variation will be closed out and marked as Approved.
Note: You can't edit the stages or add any new stages while the template is Active. The template will need to be deactivated temporarily while you are setting up the workflow.
Allow Variations from the Folio Template
To allow one of your Folio Templates to use the Variation workflow that you have set up, first select the template that you want from the Folio Templates screen, then click on the Setting bar:
Then change Ability to Request Variation to Yes:
And under Select Variation Templates, choose the Variation templates that you would like to use:
Note: A Template can make use of more than one Variation workflows by selecting multiple Variation templates under Select Variation Template.
By default Variations can be made from any stage. To change this select Workflow on the Folio template:
Select Edit on the stage that you would like to change:
Then untick the box to allow Variations from this stage: