Contract Generation

A customer wanted the ability to generate standardized work contracts for their dealings with contractors. A workflow was created that would enforce collection of the appropriate information before generating an official contract.

The Human Resources department started the contract process by entering initial details about the contractor in the form. If there is an intermediary employer agency between the contractor and HR’s parent organization, HR also initial details about that intermediary employer agency (unless it is already in the system, in which case HR selects it). HR clicks Send to go to the next stage.

If there is an intermediary employer agency, the system sends to the contact email of the intermediary a link and instructions for the process. The intermediary employer agency opens their form and supplies their information. Automatic form validation enforces basic checks on fields (such as all the required fields are completed, and telephone numbers are formatted appropriately). When done, the intermediary employer agency clicks the Submit button. The process continues as described below.

The system sends to the contact email of the contractor a link and instructions for the process. The contractor opens their form and supplies their information. Automatic form validation enforces basic checks on fields. When done, the contractor clicks Submit.

The system notifies HR that the contractor has supplied the information. HR opens a form with the required information to verify it is suitable. If the information is not suitable, HR Rejects the form data and it goes back to the intermediary employer agency and contractor for amendment. If HR approves, HR then selects the appropriate Contract Template to use for this contract. The system fills in the template with information gathered from the intermediary employer agency and contractor, and generates a Portable Document File (PDF) version of the contract.

HR performs one final verification of the contract. If HR approves, the document is sent to the intermediary employer agency or the contractor for signature. If HR rejects the generated contract, HR can re-select a contract template, or reject the information and send it back to the intermediary employer agency or contractor for further amendment. In no case does HR edit the contract directly, ensuring uniformity and adherence to legal and organizational standards.