Legal Files
Analogous to a contract that is contained in a contract folder, a legal file is contained and managed in a legal area. If a contract should be disputed, a separate legal file can be created in order to file documents relating to this dispute.
Note: Legal files, contracts and requests are also called “contract manager files”. Similarly, contract folders, legal areas and configuration lists are summarized by the umbrella term “contract manager lists”, and both terms are frequently used throughout this document.
Areas
Legal files are divided into the following areas:
- Assigned Contracts
Displays the contracts created from the current legal file. - Created Requests
Displays the requests created in the current legal file. - Documents
Displays the documents of the current legal file. - All Documents
Displays the documents of the current legal file without folder hierarchies. - Received Requests
Displays the requests received in the current legal file. - Approve Records
Shows the approve records of the current base file.
Note: Some areas are only visible if there is at least one entry.
Actions
You can perform the following actions:
- Open Legal File
Opens the properties of the legal file in a split (two-part) view.
In this view, the properties of the legal files are displayed alongside the PDF preview of documents contained in the legal file, given that at least one document exists. If there are several documents, you can switch between them via a button. - Manage Assignments
Opens a list of available assignments to assign the legal file to them.
Note: This action is only visible if the superordinate legal area manages or uses at least one assignment. - Create Request
Creates a request that is visible to the administrators of the legal file.
Further information can be found in chapter ”Requests“.
Note: A request can only be created in a legal file if the option Allow Requests is active in the superordinate legal area. - Create Contract
Creates a contract from a legal file, allows to define its properties and upload documents.
Note: This action is only visible if there is a contract folder in the contract manager configuration. - Create Approve-Record
Creates an approve record from a legal file.
Note: This action is only visible if there is a record register in the fabasoft approve records configuration, on which the user has change rights. - Upload
Uploads files and/or documents. - Start Process
Defines and starts adhoc process, and also offers the option to execute a pre-defined BPMN process. - Start Signature Process
Starts the signing process for the legal file.
Note: This action is available only if at least one document is available in the documents section. - Generate AI Summary
Allows you to generate a summary of the documents in the contract manager file. The result is visible in the field “AI Summary” and within the tab “AI Summaries” of the contract manager file.
Note: This action is only offered with a valid “Mindbreeze InSpire Configuration” within the Contract Manager Configuration and if editing the AI summary is permitted (see Chapter “Settings" tab “AI-Configuration”). - Set/Remove Legal Hold
Sets or removes a legal hold for the current legal file. - Update Settings
Updates the background tasks of the current legal file.
Note: Users have the option of deciding whether the documents of the selected legal file should also be updated. - Add Remark
Adds a remark to the legal file. In the dialog, you can also paste shortcuts to documents or upload them from the file system. - Add Internal Remark
Adds an internal remark to the legal file. This remark is not visible to members holding restricted access in the superordinate legal area. In the dialog, you can also paste shortcuts to documents or upload them from the file system. - Other Actions
Defines actions that can be used within the contract manager. You can find more information on this in section . - Properties
Opens the properties of the legal file. - Add Resubmission/Deadline/Date
Adds a calendar entry (resubmission, deadline or date) to the legal file.
Note: This action is only visible if the option Switch to Simplified View is activated in the legal area. - Add Participant
Add a new participant to the current legal file.
Note: This action is only visible if the option Switch to Simplified View is activated in the legal area. - Create Subordinated Legal File
Creates a new subordinate legal file for the current legal file.
Note: This action is only visible if the option Switch to Simplified View is activated in the legal area. - Send E-Mail
Sends a simple e-mail with a local e-mail client. The name of the current legal file is used as the subject of the e-mail.
Note: This action is only visible if the option Switch to Simplified View is activated in the legal area.
Properties
In the properties of a legal file, you can specify the following:
Tab “Legal File“
- Legal File
Contains the legal area that the legal file is assigned to. - Reference Additional Legal Areas
If this option is active, you can add further legal areas in the field Additional Lega Areas to reference the legal file therein. Members holding access rights to these additional legal files are then granted access to the legal file in said additional legal areas if they also hold at least restricted access in the legal area wherein the legal file originates.
Note:- This field is only visible if there is at least one more legal area.
- If you assign a legal file to additional legal areas, it is displayed there in the area “Referenced Lega Files”.
- Additional Legal Areas
Defines additional legal areas in which the legal file should be referenced.
Note: This field is only visible if the setting Reference Additional Legal Areas is active. - Year
Contains the year when the legal file was created. - Ordinal
Contains the ordinal that the legal file was assigned upon creation in the legal area. - File Number
Contains the calculated File Number that uniquely identifies the legal file across multiple configurations.
Note: This property is only visible if it has been enabled in the legal area properties in the ‘Forms and Properties’ tab under ‘Hidden Elements in Legal Files. If no file number has been created, you can right-click on the legal file and under ‘Extras’ and select the ‘Generate File Number’ action to generate a number. - State
Defines the state of the legal file.
Note: Members holding full access rights to the legal area can define the default value of the field State of new contracts in the properties in the “Administration” tab of a legal area. - Legal File Type
Defines the legal file type.
Note: It is recommended to create legal file types in accordance with the instructions in chapter ”Contract Manager File Types“ in case you may need a new legal file type. - Subject
Defines the subject of the legal file. - AI Summary
Displays the generated summary created from the documents from the contract manager file. - Note:
- This field is only offered with a valid “Mindbreeze InSpire Configuration” within the Contract Manager Configuration.
- The content displayed depends on the user language. If a summary is available in that language, it will be displayed. Otherwise, English will be used if available.
- The stored summaries and their corresponding languages can be viewed in the tab “AI Summaries”.
- If editing the AI summary is permitted (see Chapter “Settings” tab “AI Configuration”), the text in the field can be edited. The changes are applied to the currently displayed language.
- Generate AI Summary
Opens a dialog in which you can generate a summary of the documents.
Note:- This field is only offered with a valid “Mindbreeze InSpire Configuration” within the Contract Manager Configuration.
- This action is only offered if editing the AI summary is permitted (see Chapter “Settings” tab “AI Configuration”).
- Terms
Defines terms for tagging the legal file.
If there already are terms, you can select them. You can also create new terms that are stored in the default thesaurus (see chapter “Default Thesaurus“). - Choose Terms
Opens a dialog to select terms from the default thesaurus to tag the request (see chapter “Default Thesaurus“). - Internal Editor
Defines a member as an internal editor for the legal file. The internal editor receives change access to the legal file and its documents. Furthermore, reminder e-mails are sent to the internal editor by default.
Note: The member defined in the field Internal Editor must be assigned a role in the permissions of the superordinate legal area. - E-Mail Address
Defines the e-mail address of the internal editor. - Internal Purchaser
Defines a member as an internal purchaser for the legal file. The internal purchaser receives change access to the legal file and its documents. Furthermore, reminder e-mails are sent to the internal editor by default.
Note: The member defined in the field Internal Purchaser must be assigned a role in the permissions of the superordinate legal area. - E-Mail Address
Defines the e-mail address of the internal purchaser. - Internal Responsible
Defines a member as an internal responsible for the legal file. The internal responsible receives read access to the legal file and its documents. If there is no member defined in the field Internal Responsible, reminder e-mails are sent to the internal responsible by default.
Note: The member defined in the field Internal Responsible must be assigned a role in the permissions of the superordinate legal area. - E-Mail Address
Defines the e-mail address of the internal responsible.
Note: Some of these properties are only available in an existing legal file.
Tab “Dates“
- Signing Date
Contains the date on which the legal file was signed. - Signing Date Remarks
Contains notes on the date of signature.
Tab “Participants“
Note: The tab is only displayed if the option Switch to Simplified View is activated in the legal area.
- Participants
Contains the list of participants involved in the current legal file.
Tab “Resubmissions/Deadlines/Dates“
Note: The tab is only displayed if the option Switch to Simplified View is activated in the legal area.
- Resubmissions/ Deadlines/ Dates
Contains the list of calendar entries (resubmissions/ deadlines/ dates) of the current legal file.
Tab “AI Summaries”
Note: This tab is only visible with a valid “Mindbreeze InSpire Configuration” within the Contract Manager Configuration and if “Editing of AI Summaries” is allowed (see Chapter “Settings” tab “AI-Configuration”). In addition, this tab is hidden by default (see Chapter “Settings”).
- Generate AI Summary
Opens a dialog in which you can generate a summary of the documents. - AI Summaries
Displays all summaries and their corresponding languages. The language can be selected within the dialog “Generate AI Summary”. You can also create your own entries.
Note: The entries stored here are displayed in the field “AI Summary” in the corresponding contract manager file.
Tab “Cost Recording“
Note: The tab is only displayed if the option Switch to Simplified View is activated in the legal area.
- Cost Recording
Contains the list of cost recordings for the current legal file.
Tab “Subordinated Legal Files“
Note: The tab is only displayed if the option Switch to Simplified View is activated in the legal area.
- Subordinated Legal Files
Contains the list of subordinated legal files of the current legal file.
Tab “Linked Legal Files“
Note: The tab is only displayed if the option Switch to Simplified View is activated in the legal area.
- Linked Legal Files
Contains the list of legal files linked with the current legal file.
Tab “Recently Added Documents“
Note: The tab is only displayed if the option Switch to Simplified View is activated in the legal area.
- Recently Added Documents
Contains the list of recently added documents. The most recently added documents are displayed at the top of the list.
Tab “Roles“
- Internal Role
Sets the internal role as free text. - Internal Signers
Defines one or more internal signers for the legal files. The order in which the internal signers are entered later corresponds to that in the signing process.
Note: If the available internal signers have been restricted on the legal area, only these signers will be available as well. Changes will only affect new legal acts. - Internal Signer 1
Sets the first internal signer. - Function
Sets the function of the first internal signer as free text. - Internal Signer 2
Sets the second internal signer. - Function
Sets the function of the second internal signer as free text. - External Role
Sets the external role as free text. - External Signers
Defines one or more external signers for the legal files. The order in which the external signers are entered later corresponds to that in the drawing process. - External Signer 1
Sets the first external signer. - Function
Sets the function of the first external signer as free text. - External Signer 2
Sets the second external signer. - Function
Sets the function of the second external signer as free text.
Tab “Assignments“
This tab contains a list of all available assignment targets. By default, you can select one entry each (see chapter “Assignment Targets“).
Note: This tab is only visible if at least one assignment is managed in the superordinate legal area.
Tab “Documents“
This tab contains a list you can add documents to the legal file.
Tab “Remarks“
- Enter Remark
Allows adding remarks. - Add Attachments
Allows adding attachments.
Tab “Internal Remark“
- Enter Internal Remark
Allows adding internal remarks. - Add Attachments
Allows adding attachments.
Tab “Canceled Documents“
This tab contains a list of all canceled documents in this legal file. It is only visible if there are canceled documents in the legal file.
Creating a Legal File
In order to create a new legal file, proceed as follows:
- In the contract manager dashboard, click the “Create Legal File” action.
Note:- This action is only visible if there is at least one legal area in the contract manager configuration.
- You can directly create a legal file inside a legal area as well. In this case, the create dialog will already display a reference legal area and the setting Reference Additional Legal Areas is visible.
- If there are templates available for this object type, a selection dialog is displayed. Select the desired entry from the list.
Note: Check the settings of the legal area if you cannot find a template that you need (see chapter “Restricting Templates“). - In the field Legal Area, select the legal area where the new legal file is stored.
Note: If the legal file is created in the contract manager dashboard and there are several legal areas, then, initially, only the field Legal Area is visible. - If the legal file is to be referenced in other legal areas, activate the option Reference Additional Legal Areas and select the desired legal areas in field Additional Legal Areas.
- In the field State, define the desired state of the legal file.
- Optionally, select a legal file type.
Note: Selecting a (custom-made) legal file type may cause changes to and/or add further tabs to the current dialog (see chapter “Contract Manager File Types“). - Optionally, tag the legal file by selecting entries in the field Terms or via the button Choose Terms.
Note: This field and button are only visible if at least one term is available in the default thesaurus (see chapter “Default Thesaurus“). - Optionally, if you want to define assignments, switch to the tab “Assignments“ and make the desired settings (see chapters “Assignments“ and/or “Defining an Assignment“).
- Add any further desired metadata.
Note: Depending on the settings defined in the legal area (see chapter “Settings“), further fields may be required or hidden. These settings can be overwritten, depending on the properties of a legal file type (see chapter “Contract Manager File Types“). - Click on “Next”.
The request will be automatically given a name that contains the ID of the contract manager list, the year of creation, a sequential number, and (if available) the subject of the legal files.
Notes:
- You can create a legal file via an import as well (see chapter “Imports”)
- If you have configured the use of structural thesauri in the contract manager configuration, this may change the create dialog. Further information can be found in chapter “Structural Thesauri“.
- By default, members with restricted access or read access cannot create requests. However, this setting can be activated in the corresponding legal area (see chapter “Creating a Legal Area“).
Reassigning a Legal File
Reassigning legal files is equivalent to contracts (see chapter “Reassigning a Contract“).
Note:
- Legal files can be re-registered to the legal areas of other app configurations, provided that the user has the appropriate permissions there and the legal file types are supported in the target legal area.
Subordinate a Legal File
To subordinate a legal file to another legal file, proceed as follows:
- Navigate to the desired legal file.
- Click on “Subordinate” in the context menu of the legal file.
- In the field Contract Manager Configuration select the contract manager configuration that contains the target legal area.
- In the Legal Area field, select the target legal area in which the superordinate legal file is located.
- Select the target legal file in the Superordinated Legal File field.
- Optionally, the legal file can also be re-registered in the target legal area. To do this, select the option Move selected files to the legal area (reassign). With the option Show reference of the selected files in the current list, you can optionally create a reference to the moved legal files in the “Referenced Legal Files” area of the original legal area.
Note: These options only appear if the superordinate legal file is in a different legal area than the legal file to be subordinated. - Click on “Next”.
Note:
- Legal files can be subordinated to existing legal files in the legal areas of other app configurations. This requires that the user has the necessary access rights and that the legal file types are supported in the target legal area.
Canceling/Deleting/Restoring a Legal File
Canceling, deleting and restoring legal files is equivalent to contracts (see chapter “Canceling/Deleting/Restoring a Contract“).
Defining Recipients for Reminder E-Mails
Defining a recipient for reminder e-mails in legal files is equivalent to contracts (see chapter “Defining Recipients for Reminder E-Mails“).
Defining a Role
Defining roles in legal files is equivalent to contracts (see chapter “Defining a Role“).
Defining an Assignment
Defining an assignment in legal files is equivalent to contracts (see chapter “Defining an Assignment“).
Managing Retention
Setting or removing a legal hold and defining a retention period in legal files is equivalent to contracts (see chapter “Managing Retention“).
Adding a Document
In order to add documents to a legal file, proceed as follows:
- Navigate into the desired legal file and then into the area “Documents”.
- Add documents by uploading them into the list (e.g. via drag-and-drop).
- Alternatively, you can directly create a document in a request by clicking “Add entry”.
Note:
- You must add at least one document to the legal file before the „Start Signature Process“ action is available. For more information, see chapter 13 „Signatures“.
- If you have specified an entry in the field Default Document Category for Documents in the legal area on the “Administration” tab, the corresponding document category will be added as part of this process.
- Several documents can also be uploaded at the same time. There you can decide whether the documents should be registered individually or together. When registering, for example the document category or subject can be entered. When registering together, the settings are then used for all documents.
- Other options for adding documents to legal files are available. For more information, see chapter 14 “Imports”.
Adding a Remark
Adding a remark in legal files is equivalent to contracts (see chapter 9.17 “Adding a Remark”).
Adding an Internal Remark
Adding an internal remark to legal files is equivalent to contracts (see chapter “Adding an Internal Remark“).
Setting up a Confidential Room
Setting up a confidential room in legal files is equivalent to contracts (see chapter Setting up a Confidential Room).
Setting up an External Room
Setting up an external room in legal files is equivalent to contracts (see chapter “Setting up an External Room”).
Creating a Contract From a Legal File
In order to create a new contract from a legal file and to link the two files, proceed as follows:
- Inside the legal file, click the action “Create Contract”.
- Enter all desired metadata.
If necessary, follow the instructions in chapter “Creating a Contract“. - Click on “Next”.
The contract and the legal file now refer to each other.
Note: If you have configured the use of structural thesauri in the contract manager configuration, this may change the create dialog. Further information can be found in chapter “Structural Thesauri“.
Generate AI Summary
In order to generate a summary of the documents using AI, proceed as follows:
- Navigate to the desired contract.
- Click on “Generate AI Summary” in the context menu of the contract.
- In the field Summary Language, select the language in which the summary should be generated and saved.
- In the field Maximum summary length, select the maximum length that the generated summary may have.
- Click on “Next”.
- In the “Customize Summary” dialog, you can adapt the generated text.
- Click on “Next”.