2021 September Release

Scope of Services - User PerspectivePermanent link for this heading

Fabasoft Contracts offers the following functionality for end users.

Use Case

Description

Contract manager dashboard

The contract manager dashboard is the central access point to Fabasoft Contracts.

Creating contracts

Contracts are created and organized in contract folders. The access rights are defined via contract folders as well.

Creating contracts based on documents

Contracts can be created directly from imported documents.

Performing text recognition

An inbox rule can be used to perform text recognition on documents that can be converted to PDF.

Note: This functionality must be licensed separately.

Recognizing contract types and extract metadata

If possible, contract-relevant metadata and clauses are extracted from imported documents and stored in the contracts.

Note: This functionality is available in the “Fabasoft Contracts AI” edition.

Defining general contract metadata

In the properties of a contract, general metadata such as contact information can be entered in addition to the contract documents.

Defining dates

In the properties of a contract, all relevant dates of the contract can be entered.

Assigning contracts to an assignment target

A contract can be assigned to one or more assignment targets (e.g., suppliers or customers).

Keywording contracts

Contracts can be keyworded using terms.

Adding documents

Documents can be assigned to contracts, e.g., by uploading them via drag and drop.

Adding remarks

Remarks on contracts can be entered as free text.

Adding internal remarks

Internal remarks are not visible to users with restricted access.

Adding tasks

Tasks can be defined for contracts, which are also displayed in the integrated calendar.

Creating confidential rooms

Confidential rooms allow creating confidential contract documents accessible only to a selected group of users.

Creating external rooms

External rooms allow creating contract documents accessible to a selected group of external users.

Creating follow-on contracts

For a contract, follow-on contracts can be created. For a follow-on contract, further follow-on contracts can be created to represent contract chains.

Creating subordinate contracts

Subordinate contracts can be created for a contract, e.g., to map outline agreements with subordinate contracts.

Further subordinate contracts can be created for a subordinate contract to represent a multilevel contract hierarchy.

Using forms and categories

Custom forms can be used to, e.g., extend contracts with fields for storing customer-specific data. Categories can be assigned to objects and thus influence the behavior of the objects.

Using processes

By starting processes, users can be involved in the editing of business objects via workflow. Typical processes are approval and release processes.

Using templates

Contracts can be created using contract templates. Individual documents of a contract can be created using document templates.

Using text modules

Text modules with standard texts can be inserted into Word documents (contract documents and document templates)

Generating reports

Reports provide an overview of contracts based on definable criteria.

Using interactive reports

Interactive reports provide a visual and always up-to-date overview of the contracts.

Note: This functionality is available in the “Fabasoft Contracts AI” edition.

Commenting documents

PDF documents or documents that can be converted to PDF documents can be commented using an integrated PDF viewer.

Signing documents digitally

Documents can be signed digitally with a certificate.

Note: In the course of the "Signing documents digitally" use case, a logged-in user can digitally sign documents stored in the Fabasoft Cloud using the “Fabasoft Business Process Cloud Digital Signatures” certificate (“Sign Digitally” function). This certificate is not a personal or organizational certificate of the logged-in user. A signature with this certificate merely confirms that the logged-in user has executed the “Sign Digitally” function and that a document with a valid signature of this certificate has not been modified since the signature process.

Fabasoft will not be

  • party to such a signed document;
  • entitled and/or obligated under such signed document;
  • responsible or liable for legal validity, content, quality and/or format; and
  • responsible or liable for verifying the logged-in user's authorization and entitlement to use the electronic signature.

The “Sign Digitally” function is not a substitute for more extensive legal formal requirements. It is the sole responsibility of the customer or the logged-in user to verify the required legal validity of such a signature.

The “Sign Digitally” function is not an electronic signature within the meaning of the Federal Act on Electronic Signatures (Signature Act).

Using calendar

With the help of the integrated calendar, an overview of all appointments is provided. The calendar can also be integrated into Microsoft Outlook.

Searching

The integrated full-text search allows you to quickly find the desired information. Actions can be executed directly on the search result.

The search is carried out in accordance with user access rights. Only accessible results are presented.