Obligation Fulfillment
You can manage and track the completion of obligations from the Manage Fulfillment page. Once a contract is activated, fulfillment records are created for all the active contract obligations. The Obligation Fulfillment page displays a list of contracts having obligations for fulfillment. Clicking the contract link displays all the obligation fulfillment records created for the contract. You can track the obligation fulfillment through its status.
The assignee and reviewer for an obligation are selected at the time of creating an obligation. The assignee can submit an obligation for fulfillment by providing necessary information, which then triggers a review process. The reviewer can accept or reject the submitted fulfillment based on its completeness and accuracy. If required, the contract managers can waive an obligation from fulfillment.
For an active contract, when a contract manager assigns or delegates an obligation to a user (assignee or reviewer) or delegates an obligation to another user, if the selected user does not already have access to the contract, the system displays a confirmation prompt during assignment. Contract access is granted only if the contract manager confirms. If the contract manager declines, the obligation is still assigned, but the user does not receive access to the contract. A notification is sent to the newly assigned user informing them of the assignment. All future notifications and reminders are directed exclusively to the new assignee. The previous assignee stops receiving all notifications and reminders for the obligation fulfillment.
Email notifications are sent to the obligation assignee seven days before the obligation due date.
The reviewer or reviewer group members also receive notifications for the following events:
- When the assignee submits an obligation for fulfillment
- When the reviewer accepts or rejects an obligation sent for review by the assignee
- When the contract manager delegates an obligation fulfillment record to another user for an active contract, the old reviewer and the new reviewer receive an immediate notification. All the future notifications are sent to the new reviewer and the previous reviewer stops receiving notifications for the obligation fulfillment.
- When the reviewer accepts or rejects an obligation.
- When the reviewer accepts or rejects an obligation sent for review by the assignee
- When the contract manager delegates an obligation to another user, the old assignee and the new assignee receive an immediate notification. All the future notifications are sent to the new assignee and the previous assignee stops receiving notifications for the obligation fulfillment.
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On the obligation fulfillment due date at 10:00 AM (based on the organization time zone), a single consolidated email reminder per contract is sent to the assignee. This reminder includes all the obligation fulfillments of a contract that are in Pending Fulfillment status assigned to the user and due on the same day. Reminders are not sent for obligations linked to contracts with Expired, Terminated, Canceled, or Inactivated status.
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On the 7th day after the due date at 10:00 AM (based on the organization time zone), if the obligation fulfillment is still unfulfilled . This reminder includes all the obligation fulfillments of a contract that are in Pending Fulfillment status assigned to the user and due on the same day. Reminders are not sent for obligations linked to contracts with Expired, Terminated, Canceled, or Inactivated status.
Obligation Fulfillment Lifecycle
In the Obligation Fulfillment lifecycle, fulfillment records are generated for active obligations when a contract becomes active and are tracked through defined statuses to ensure timely completion and compliance. Typically, a fulfillment record progresses from Pending Fulfillment to Pending Review, and ultimately to a terminal status such as Fulfilled on Time, Fulfilled Late, Waived, Canceled, or Rejected. You cannot edit a fulfillment record once it has reached any terminal status.
The lifecycle also aligns with contract status changes.
When a contract is terminated or expired, any associated fulfillment records that are still in pending states are automatically updated to Canceled.
When an obligation is inactivated during an amendment, its pending fulfillment records are updated to Canceled upon activation of the amended contract. If a contract is amended, any associated fulfilment records status is updated to Superseded after the new contract is activated. Fulfillment records that have already reached a final status remain unchanged, ensuring accurate historical tracking and lifecycle integrity.
Viewing the Fulfillment Records
You can view fulfillment records either from a contract or from the list of fulfillment records across contracts.
To open a fulfillment record from a contract
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Open the contract and click Obligations in LINKS.
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Click Fulfilllment tab. A list of contract's obligation fulfillment records is displayed.
Click Fulfillment Number link.
To open a fulfillment record from the Manage Fulfillment menu
Go to Manage Fulfillment menu.A list of contracts having obligation fulfillment records is displayed.
Click the right arrow (
) to expand the required contract.A list of fulfillment records for the contract is displayed.
Click Obligation Name link. Obligation details are displayed.