OBJECTIVE: This article provides FAQ, user information, and Key Terminology for Agiloft.
Table of Contents:
What is Agiloft?
Agiloft is the system of record for contract (Vendor and Payer) data and an end-to-end contract management system. This system will include contract and approval workflows in addition to a full searchable contract repository.
Why is HaH implementing Agiloft?
Streamline the contract management process by improving internal processes, integration with existing HaH systems and provide enhanced reporting and notifications.
Will Agiloft replace Coupa?
No, Coupa will remain the system of record for Vendor data, used to access Vendor data, create purchase orders/invoices, and manage inventory and supplier related processes.
Who will be provided access to Agiloft?
End users that interact with Vendor/Payer contracts will receive access. The type of access varies and will depend what permission is required by role.
Will Agiloft provide a reminder when a Vendor contract is due for renewal?
Yes, the Procurement team will receive a system generated message 120 days prior to contract end date.
Is often does an end user need to log-in before losing Agiloft access?
If an end user does not log into the system for 90 days, they will lose access (license).
What are additional benefits for utilizing Agiloft?
- Improved efficiency, visibility, and transparency across the organization when creating a contract form, doing document search, managing & redlining documents.
- Consolidation of all contracts and related documents in a central repository.
- Reduced manual processes, expedited assignments and communication with project team using workflow management tools.
- Access detailed audit trails of activity.
User & Role Overview
NOTE: To add or change a team member's role or license, a manager must submit a request to IT.
This role is intended for users interacting with contract records during the Review/Approval process.
- Vendor Approvers – Finance, HR, IT, Legal, Procurement, Market Leaders/Ops Directors
- Payer Approvers – Compliance, Finance, Legal, Market Leaders/Ops Directors, Payer Relations
This role reviews contract requests and initiates/manages the approval process as well as generates the contract document and negotiates with the Contract Party to finalize.
Contract Managers (and Requesters) are the designated recipients of the reminder emails that are sent prior to auto-renewal or expiration.
This role creates new contract requests and attaches additional documents to their own contract records. They also view and edit their own contracts, requests, and linked attachments for Signed, Active, and Expired Contracts created by other users.
This role is intended for users interacting with the contract records to provide comments and additional inputs/information during the drafting process.
Agiloft Key Terminology
A knowledgebase (KB) is the entire collection of interrelated tables, users, and automation that make up a single Agiloft instance.
The nav bar is near the top of the KB and displays tables with their associated navigation items.
The nav bar turns into the left pane when it's placed on the left side of the KB using the Navigation Menu Setup wizard.
A grouping is a collection of tables or items that share a related function, such as contracts, projects, or tasks.
The top toolbar contains the KB name, help menu, Setup menu, and user options, including the user's preferences, profile, language selection, and logout link.
A table is a top-level database container within a given KB. Tables contain fields that define which data can be stored in the table.
Records are individual items within a table. A table can have many records, and each record is made up of many fields, which hold the different attributes of that record. Clicking a record in a table allows you to open the record for viewing or editing.
Fields store individual pieces of information that make up a record, such as the record's title, status, and ID.
- Roles are how Users are classified and categorized within Agiloft.
- Roles control what a user is able to view and edit within the system and when, record assignment, and email notifications.
Power User Interface
Power User Interface is default screens/pages accessible in the KB for internal users. Includes advanced functionality such as Reports and Dashboards, Settings and Preferences, admin pages, etc.
Source: Business Configuration Manager