Decide before the notice deadline

The workflow starts with “Deadline due” when the reminder of a contract’s “Notice deadline” comes, by default 90 days before it; Acriva calculates the deadline from the term, the notice period and the renewal and again after each renewal, and the workflow then starts again for the new deadline. The deadline’s owner gets the task “Verlängern oder kündigen?” with the notice deadline as its deadline: it reminds 10 working days before it. For the standard type “Contract” that is the responsible person of the “Counterparty file”, else the role “Admin”; when that person is no longer a member or the deadline has no owner, the management decides. “Approve” keeps the contract: the deadline’s owner learns that it goes on; with “Renews by” set, Acriva renews it at the end of its term by itself, else it expires. “Reject” with a comment terminates it: the workflow sets the “Contract status” to “Terminated”, and the comment stays in the history. A person sends the notice to the partner; the workflow writes and sends nothing. The AI never decides: a person always takes the decision. Needs the workflow designer.

The workflow

The workflow starts for every document of the type contract. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 9
sdk: '1.0.0'
key: notice-decision
name: Kündigungsfrist entscheiden
template: custom
trigger:
  documentType: contract
  deadline:
    stage: reminder
    kind: notice
fields: []
start: decide
steps:
  - kind: humanTask
    name: decide
    label: Verlängern oder kündigen?
    taskKind: review
    assignees:
      - when: null
        assignee:
          kind: deadlineOwner
    fallback:
      kind: role
      role: Geschäftsführung
    options:
      excludeRequester: false
      excludeActorsOfSteps: []
      pickFile: false
      deadline:
        dateField: noticeDate
        remindBeforeWorkingDays: 10
    next: keep
    onRejected: terminate
  - kind: notification
    name: keep
    label: Vertrag läuft weiter
    recipients:
      - kind: deadlineOwner
    notice: forInformation
    next: kept
  - kind: setField
    name: terminate
    label: Status „Gekündigt“
    assignments:
      - field: contractStatus
        source: constant
        value: terminated
    next: terminated
  - kind: end
    name: kept
    label: Läuft weiter
    outcome: approved
  - kind: end
    name: terminated
    label: Gekündigt
    outcome: completed