2020 September Release

Administrating Contract FoldersPermanent link for this heading

Contracts are organized and stored in contract folders and are assigned to a contract folder where the access rights are defined. Furthermore, various configuration settings are defined for contract folders.

Creating Contract FoldersPermanent link for this heading

To create a new contract folder, proceed as follows:

  1. Navigate in the contract manager configuration.
  2. Click the “Create Contract Folder” action.
  3. In the Name field, enter a name for the new contract folder and in the Identification field, enter a unique identification code for the contract folder. The identification is required to generate a unique identification tag for contracts.
  4. Set the time periods and user roles for receiving reminder e-mails.
  5. Switch to the “Administration” tab.
  6. Define the desired additional settings for the contract folder.
    For more information on the setting options, please refer to chapter 4.3 Settings
    Note: To specify that the contract folder is only used to define configuration settings, enable the Only for Configuration option. In this case, no contracts can be stored in the contract folder.
  7. Click “Next”.
  8. Note: Contract folders can describe a hierarchy. For example, in subordinate contract folders, assignment targets can be used from all parent contract folders. To do this, select the required parent contract folder on the “Administration” tab, in the Parent Contract Folder field.

AreasPermanent link for this heading

Contract folders are divided into the following areas:

  • Current Contracts
    Shows the not elapsed contracts that are assigned to the contract folder.
  • Elapsed Contracts
    Shows the elapsed contracts that are assigned to the contract folder.
  • Referenced Contracts
    Shows the contracts for which the current contract folder is listed in the Referenced Contract Folders field.
  • Calendar
    Shows deadlines and dates for the contracts assigned to the contract folder.
  • Assignment targets (for example: Vendors)
    Shows the assignment targets provided by the contract folder.
    More information can be found in chapter “Managing and Using Assignment Targets”.
  • Documents
    Shows the documents provided by the contract folder.
  • Templates
    Shows the templates provided by the contract folder. The definition of templates in a contract folder works analogous to the definition of templates in the contract manager configuration (see chapter 3.1.4 Templates”).
  • Text modules
    Shows the text modules provided by the contract folder. The definition of text modules in a contract folder works analogously to the definition of text modules in the contract manager configuration (see chapter 3.1.5 Text Modules”).
  • Reports
    Shows the reports provided by the contract folder. The definition of reports in a contract folder works analogous to the definition of reports in the contract manager configuration (see chapter 3.1.6 Reports”).
  • Uploads
    Shows the source files for the import of contracts and contract documents.
    For further information, refer to the chapters “Importing Contracts” and “Importing and Assigning Contract Documents”.

SettingsPermanent link for this heading

You can define the following settings in the contract folder.

  1. Contract Folder tab
  2. Name
    The name of the contract folder.
  3. ID
    The identification is required to generate a unique identification description for contracts. Can only be changed as long as no contract is assigned to the contract folder.
  4. Primary Contact
    Defines the main contact person for the contract folder.
  5. Default Interval for End of Contract Period Reminder E-Mail
    Defines the default period for reminder e-mails before the end of the contract period. This is used to initialize the contract-specific reminder settings when a contract is created.
  6. Default Interval for End of Notice Period Reminder E-Mail
    Defines the default time span for reminder e-mails before the end of the cancellation period. This is used to initialize the contract-specific reminder settings when a contract is created.
  7. Default Interval for Additional Reminders
    Defines the default time span for additional reminder e-mails. This is used to initialize the contract-specific reminder settings when a contract is created.
  8. Always Use Default Interval for Additional Reminders
    Defines whether the time span defined in the Default Interval for Additional Reminders field cannot be changed for the repetition of additional reminders at contract level.
  9. Reminder E-Mails to Administrators
    Defines whether reminder e-mails are also sent to users with full control on the contract folder of the contract in question.
  10. Reminder E-Mails to Users with Change Access
    Defines whether reminder e-mails are also sent to users with change access on the contract folder of the relevant contract.
  11. Reminder E-Mails to Users with Read Access
    Defines whether reminder e-mails are also sent to users with read access on the contract folder of the contract in question.
  12. Reminder E-Mails to Users with Restricted Access
    Defines whether reminder e-mails are also sent to users with restricted access to the contract folder of the contract in question.
  13. Dedicated Contacts for Reminder E-Mails
    Defines additional users to whom contract-specific reminder e-mails are to be sent.
  14. Reminder Custom Text
    Defines an additional text for reminder e-mails.
  15. Reminder Process
    In this field you can define a process for reminders. If a process is defined, it is started when a contract-specific reminder is due and no reminder e-mails are sent to the internal processor or the internal person responsible for the contract.

Administration tab

  • Superordinate Contract Folder
    Contract folders can describe a hierarchy. In subordinate contract folders, assignment targets from all higher-level contract folders can also be used.
  • Only for Configuration
    Determines whether the contract folder should only be used to define configuration settings. In this case, no contracts can be stored in the contract folder and the setting options are restricted.
  • Restrict Available Contract Types
    Defines whether only the contract types listed in the contract types field of the contract folder can be used. Otherwise, the contract types defined in the contract manager configuration are made available.
  • Prevent Creation of Contract Types as Terms
    Determines whether no terms can be generated in the contract type field of a contract and assigned to the contract as a contract type.
  • Contract Types
    If the option Restrict Available Contract Types is enabled, you can select the contract types that can be used. Otherwise, the field displays the contract types provided by the configuration.
  • Restrict Available Document Categories
    Defines whether only the document categories listed in the Available Document Categories for Documents in Contract field can be used. Otherwise, the document categories defined in the contract manager configuration are made available. For more information, see chapter 4.3.2 Managing Document Categories”.
  • Default Document Category for Documents in a Contract
    Document categories can be assigned to the documents of a contract. The document category specified here is assigned by default. For more information, see chapter 4.3.2 Managing Document Categories”.
  • Allows Creation of Contracts With Read/Restricted Access
    By default, only users with full control and change access are allowed to create new contracts in the contract folder. If this option is enabled, users with read access and restricted access are also allowed to create new contracts in the contract folder.
  • Special Intervals
    To define periods of time (such as the notice period for a contract), various predefined time periods are available as standard. If you require additional time periods, you can create them in the Special Intervals field.
  • Default Contract State
    Defines the default value for initializing the Status field of new contracts.
  • Default Contract Period for New Contracts
    Defines the default value for the contract period of new contracts.
  • Default Notice Period for New Contracts
    Defines the default value for the notice period of new contracts.
  • Assignment Targets
    A contract can be assigned to one or more assignment targets. For more information, see chapter 4.3.1 Managing and Using Assignment Targets”.
  • Default Category for New Confidential Rooms
    Defines the category that is assigned to a confidential room when it is created (overrides the setting in the configuration).
  • Default Category for New External Rooms
    Defines the category that is assigned to an external room during creation (overrides the setting in the configuration).
  • Standard Signatories
    Defines whether assignment targets or object classes from contact management should be used as standardized signatories. If you do not select any of the options in this field, the signatories must be entered as text for contracts.
  • Multiple Signatories
    Defines whether several signatories can be assigned to a contract. This field appears only if no assignment targets have been selected in the Standard Signatories field.
  • Extended Signatories
    If this option is enabled, the Signatory field is hidden for contracts. Instead, the assignment targets enabled for the contract folder in the Standard Signatories field appear directly on the “Contract” tab and are removed from the “Assignments” tab. This field only appears if assignment targets (such as “Supplier”) have been enabled in the Standard Signatories field.
  • Address Data not Changeable for Contact Management Objects
    Defines whether the address data of the signatory cannot be changed for contracts when a contact management object is selected as the signatory.
  • Hidden Elements
    The selected standard fields are not displayed for the contracts.
  • Required Properties
    The selected standard fields are displayed as mandatory fields.
  • New Private PDF Annotations Accessible for Users With Change Access
    Determines whether newly created, private comments in documents are made accessible to users in the roles “Full Control” and “Change Access” for the corresponding contract folder.
    Note: Users in the role “Restricted Access” in the contract folder of the document do not get access to private comments, even if they have change permission.
  • Disable Automatic Property Synchronization
    Defines whether the synchronization of contract properties to calendar entries and other objects is prevented. It is recommended that you enable this option before an import operation or migration and disable it again after the operation has been successfully completed.

Managing and Using Assignment TargetsPermanent link for this heading

A contract can be assigned to one or more assignment targets.

The following assignment targets are available:

  • Suppliers
  • Customers
  • Clients
  • Corporations
  • Committees
  • Unions
  • Companies
  • Scopes
  • Industries
  • Areas
  • Brands
  • Products
  • Projects
  • Licenses
  • Business Units
  • Cost Centers
  • Profit Centers

Assignment targets are managed in a contract folder and can be used to assign contracts to these assignment targets. A distinction must therefore be made between the management and use of assignment targets.

Assignment targets take the hierarchy of the contract folders into account, meaning that a contract can also be assigned to assignment targets from higher-level contract folders.

Managing Assignment TargetsPermanent link for this heading

To manage instances of a specific assignment target in a contract folder, it must be enabled for the desired contract folder. To do this, proceed as follows:

  1. Navigate in the required contract folder.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. Enable the administration for the desired assignment target. For example, if you want to be able to manage suppliers in your contract folder, activate the Manage Suppliers option.
  5. If you want to assign a default category to new instances of the assignment target, you can also select the category. For example, if you want new suppliers to be automatically assigned a category, select it in the Default Category for New Suppliers field.
  6. Click “Next”.

Using Assignment TargetsPermanent link for this heading

To assign contracts to a specific assignment target, you must enable the use of this assignment target for the desired contract folder. To do this, proceed as follows:

  1. Navigate in the required contract folder.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. Enable the usage for the desired assignment target. For example, if you want to be able to use suppliers in your contract folder for assignment, enable the Use Suppliers option. This field appears only if the Manage Suppliers option is enabled.
  5. If you want to be able to assign a contract to multiple instances of a assignment target, enable Multiple (for example, if a contract is related to multiple suppliers).
  6. If you want the instances of the assignment target in the contract to be displayed as a selection list, enable Use Pick List. This is particularly advisable if only a small number of instances are managed for an assignment target.
  7. Click “Next”.

Note: If you enable the use of assignment targets for a contract folder, the contract manager dashboard automatically displays a separate area for each assignment target (for example, “My Suppliers” in the case of suppliers). Only assignment targets that the user is authorized to access from the contract folders are displayed.

Defining Permissions for Assignment TargetsPermanent link for this heading

For instances of assignment targets, the following fields are available to define further authorizations:

  • Change Access for External Rooms in Assigned Contracts
    The users defined in this field are granted change access to external rooms that are created in the documents of contracts with this assignment target.
  • Read Access for External Rooms in Assigned Contracts
    The users defined in this field are granted read access to external rooms that are created in the documents of contracts with this assignment target.
  • Change Access for All Assigned Contracts
    The users defined in this field are granted change access to all contracts assigned to this assignment target. In addition, these users must be authorized in the corresponding contract folders in the role “Restricted Access”.
  • Read Access for All Assigned Contracts
    The users defined in this field are granted read access to all contracts assigned to this assignment target. In addition, these users must be authorized in the corresponding contract folders in the role “Restricted Access”.

For example, to grant change access to defined users of a supplier on all contracts assigned to this supplier, proceed as follows:

  1. In the contract manager dashboard, navigate in the “My Suppliers” area.
  2. Navigate in the required supplier and click the “Properties” action.
  3. In the Change Access for All Assigned Contracts field, add the required users.
  4. Click “Next”.
  5. Navigate in the contract folders where the contracts assigned to the supplier are stored.
  6. Click the “Team” action and add the users you have authorized in the supplier in the “Restricted Access” role.

Managing Document CategoriesPermanent link for this heading

Document categories can be assigned to the documents of a contract. This allows the documents to be categorized. Furthermore, standard processes and retention periods can be defined for document categories.

The available document categories are defined in the contract manager configuration on the “Administration” tab in the Document Categories field.

Define Default Document Category

To define a default document category in a contract folder that will be assigned to the documents in a contract by default, proceed as follows:

  1. Navigate in the required contract folder.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. In the Default Document Category for Documents in a Contract field, select the required document category.
  5. Click “Next”.

Restrict Document Categories

To restrict the document categories available in a contract folder, proceed as follows:

  1. Navigate in the required contract folder.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. Enable the Restrict Available Document Categories option.
  5. Add the desired document categories in the Available Document Categories for Documents in Contract field (for example, by using “Find and Add”). The selectable document categories are defined in the contract manager configuration.
  6. Click “Next”.

Hiding Standard FieldsPermanent link for this heading

To hide standard fields of a contract that are not required, proceed as follows:

  1. Navigate in the required contract folder.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. In the Hidden Elements field, select the fields you want to hide.
  5. Click “Next”.

Defining Required FieldsPermanent link for this heading

To define additional fields required for contracts, proceed as follows:

  1. Navigate in the required contract folder.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. In the Required Properties field, select the fields that you want to define as mandatory fields.
  5. Click “Next”.

Defining Reminder SettingsPermanent link for this heading

For a contract folder, you can define on the “Contract Folder” tab, when and to which additional roles or users, reminder e-mails should be sent when a contract period or notice period of a contract stored in this contract folder expires.

For more information, see chapter “ Settings”.

Note: Reminder e-mails are sent to the user defined in the Internal Editor field of a contract by default. If no value is defined in the Internal Editor field, the reminder e-mails are sent to the user defined in the Internal Responsible field.

RolesPermanent link for this heading

You can assign authorizations for each contract folder. In the tool area of the contract folder, click the “Team” action to assign one of the following roles to users, teams or organizational units.

  • Full Control
    These team members have full control and can therefore
    • change existing contracts and documents in the contract folder, create and delete new documents (wastebasket),
    • define templates and text modules for the contract folder,
    • create public links,
    • empty the wastebasket,
    • dissolve the entire contract folder,
    • make settings regarding access protection, shortcuts, public links, team visibility, invitation options and organizational restrictions,
    • define logos,
    • delete the history and
    • assign all access rights.
  • Change Access
    These team members have change access and can therefore
    • change existing contracts and documents, create and delete new contracts and documents or folders (wastebasket),
    • define templates and text modules for the contract folder.
  • Read Access
    These team members have read access and can therefore
    • read existing contracts and documents,
    • if release versions are available, only view these.
  • Restricted Access
    These team members only have access to contracts with a contract type for which they are explicitly authorized and to the documents of these contracts.

Importing ContractsPermanent link for this heading

Fabasoft Contracts allows you to conveniently import contracts and their metadata from an Excel workbook or CSV file.

To import contracts from an Excel workbook, proceed as follows:

  1. Navigate in the “Uploads” area in a contract folder.
  2. Upload the Excel workbook with the contract data.
  3. Click “Import Contracts on the context menu of the Excel workbook.

The imported contracts are stored in the contract folder. A new import will update existing contracts. The unique identification of the contracts is done by the columns year, ordinal and externalkey.

Data structure of the Excel workbook

CSV Column

Description

year

Year of contract start

Note: Used as part of the key for unique identification of contracts.

ordinal

Sequential number of the contract

Note: Used as part of the key for unique identification of contracts.

externalkey

External key of the contract

Note: Used as part of the key for unique identification of contracts.

state

Contract state

  • CS_DRAFT (Draft)
  • CS_FINALIZED (Finalized)
  • CS_ACTIVE (Active)
  • CS_GIVEN_CANCELLATION (Cancellation Given)
  • CS_EFFECTIVE_CANCELLATION (Cancellation Effective)
  • CS_INACTIVE (Inactive)

Signatory

Signatory (as free text)

signatoryobject

If options are enabled in the Standard Signatories field on the “Administration” tab of the contract folders, signatories must be defined as object instead of free text.

Note: The name, e-mail address or Fabasoft Cloud ID of the desired signatory can be entered in this field.

signatorydepartment

Department

signatorycontact

Signatory Contact

Note: In this field you can enter the name, e-mail address or Fabasoft Cloud ID of the desired contact person from Contact Management.

signatorycontactdescription

Contact information

signatoryreference

External reference

street

Street

zipcode

Postcode

city

Location

country

Country (as name, two- or three-character ISO code)

business

Phone number (business)

fax

Phone number (fax)

mobile

Phone number (mobile)

private

Phone number (private)

internaleditorcontact

Internal editor

Note: In this field you can enter the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.

internalresponsiblecontact

Internal responsible

Note: In this field you can enter the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.

internalserviceprovision

Internal service provision

internalreference

Internal reference

subject

Subject

supplier

Supplier

Note: The name or Fabasoft Cloud ID of a supplier can be entered in this field. If no existing supplier is found, a new one is created.

customer

Customer

Note: The name or Fabasoft Cloud ID of a customer can be entered in this field. If no existing customer is found, a new one is created.

client

Client

Note: The name or Fabasoft Cloud ID of a client can be entered in this field. If no existing client is found, a new one will be created.

corporation

Company

Note: The name or Fabasoft Cloud ID of a company can be entered in this field. If no existing company is found, a new one is created.

committee

Committee

Note: The name or Fabasoft Cloud ID of a committee can be entered in this field. If no existing board is found, it will be created again.

union

Union

Note: The name or Fabasoft Cloud ID of a union can be entered in this field. If no existing union is found, a new one is created.

company

Company

Note: The name or Fabasoft Cloud ID of a company can be entered in this field. If no existing company is found, a new one will be created.

scope

Scope

Note: The name or Fabasoft Cloud ID of a scope of validity can be entered in this field. If no existing scope of validity is found, it will be created again.

industry

Industry

Note: The name or Fabasoft Cloud ID of an industry can be entered in this field. If no existing branch is found, it will be newly created.

area

Area

Note: The name or Fabasoft Cloud ID of a region can be entered in this field. If no existing region is found, a new one is created.

brand

Brand

Note: The name or Fabasoft Cloud ID of a brand can be entered in this field. If no existing brand is found, it will be created again.

product

Product

Note: The name or Fabasoft Cloud ID of a product can be entered in this field. If no existing product is found, a new one is created.

project

Project

Note: The name or Fabasoft Cloud ID of a project can be entered in this field. If no existing project is found, a new one is created.

license

License

Note: The name or Fabasoft Cloud ID of a license can be entered in this field. If no existing license is found, a new license is generated.

businessunit

Business Unit

Note: The name or Fabasoft Cloud ID of a business unit can be entered in this field. If no existing business unit is found, a new one will be created.

costcenter

Cost center

Note: The name or Fabasoft Cloud ID of a cost center can be entered in this field. If no existing cost center is found, a new one is created.

profitcenter

Profit center

Note: The name or Fabasoft Cloud ID of an operating concern can be entered in this field. If no existing result area is found, a new one is created.

description

Description

type

Contract type

Note: The name or Fabasoft Cloud ID of a contract type can be entered in this field. If no existing contract type is found, it will be created as a new term.

amount

Contract amount

amountsymbol

Currency of the contract amount (as a three-digit ISO abbreviation, e.g. “EUR” or “USD”)

paymentarrangements

Payment arrangements

legalbasis

Legal basis

applicablelaw

Applicable law

jurisdiction

Jurisdiction

specialcontracttermsremarks

Remarks for special contract terms

specialterminationtermsremarks

Remarks for special termination terms

signing

Signing date

signingremarks

Signing date remarks

start

Start

startterms

Start terms

permanent

Contract for an indefinite period (possible values: true, false)

contractprolongationterms

Prolongation terms

cancellationwaiver

Cancellation waiver/minimum duration until

cancellationwaiverterms

Cancellation waiver terms

end

End

endterms

End terms

cancellationmode

Cancellation mode

  • CM_CANCELLABLEATANYTIME (Cancellable at Any Time)
  • CM_CANCELLABLEBYENDOFCONTRACTPERIOD (Cancellable by the End of the Contract Period)
  • CM_CANCELLABLEBYENDOFYEAR (Cancellable by the End of Each Calendar Year)
  • CM_CANCELLABLEBYENDOFHALFYEAR (Cancellable by the End of Each Half Year)
  • CM_CANCELLABLEBYENDOFQUARTER (Cancellable by the End of Each Quarter)
  • CM_CANCELLABLEBYENDOFMONTH (Cancellable by the End of Each Month)
  • CM_NONCANCELLABLE (Non-Cancellable)

contractcancellationterms

Cancellation terms

contractperiod

Contract period

Note: The name or Fabasoft Cloud ID of a time period can be entered in this field. If no existing time span is found, it will be created again.

contractperiodterms

Contract period terms

contractperiodreminder

Time span for reminder e-mails before the end of the contract period

Note: The name or Fabasoft Cloud ID of a time period can be entered in this field. If no existing time span is found, it will be created again.

noticeperiod

Notice period

Note: The name or Fabasoft Cloud ID of a time period can be entered in this field. If no existing time span is found, it will be created again.

noticeperiodterms

Notice period terms

noticeperiodreminder

Time span for reminder e-mails before the end of the notice period

Note: The name or Fabasoft Cloud ID of a time period can be entered in this field. If no existing time span is found, it will be created again.

givencancellation

Cancellation date

givencancellationremarks

Cancellation date remarks

effectivecancellation

Effective cancellation date

effectivecancellationremarks

Effective cancellation date remarks

reminder

Additional reminder date

reminderinterval

Interval for additional reminder date

reminderusers

Additional contacts for reminder e-mails

Note: In this field you can enter the name, e-mail address or Fabasoft Cloud ID of an internal or external member of the Fabasoft Cloud organization.

remark

Remarks

keyword

Keyword to be added in the Terms field of the contract.

Note: The name or Fabasoft Cloud ID of a term for indexing can be entered in this field.

keyword1

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

keyword2

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

keyword3

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

keyword4

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

keyword5

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

keyword6

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

keyword7

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

keyword8

Another term for keywording, which is added in the Terms field of the contract. This field is relevant if several terms are to be assigned to a contract during import.

Note: The name or Fabasoft Cloud ID of a term can be entered in this field for keywording.

Note: It is also possible to import values into user-defined fields made available by contract types. To do this, you must add the programming name of each field as a column in the Excel workbook.

If the custom field is an object property, the imported values can contain one of the following prefixes:

  • #
    An attempt is made to determine a component object with the specified reference.
  • ?
    An attempt is made to determine an object that has been assigned the specified value in the Import ID field.

Importing and Assigning Contract DocumentsPermanent link for this heading

Fabasoft Contracts allows you to automatically assign contract documents to the corresponding contracts.

Importing and Assigning Contract Documents Using a ZIP ArchivePermanent link for this heading

In order to assign contract documents using a ZIP archive, you must provide a ZIP archive in which the contract documents are stored in subdirectories whose directory names correspond to the Import ID of the respective contracts.

To assign the contract documents from a ZIP archive to contracts, proceed as follows

  1. Navigate in a contract folder to the “Uploads” area.
  2. Upload the ZIP archive.
  3. Click “Import Contracts” on the context menu of the ZIP archive.

Assigning Contract Documents From a Teamroom or FolderPermanent link for this heading

To associate contract documents from a Teamroom or folder, you must provide an Excel workbook or CSV file that defines the paths to the contract documents.

Note: Successfully assigned documents are moved from the Teamroom or folder to the appropriate contract.

To assign the contract documents from a Teamroom or folder to contracts using the paths defined in an Excel workbook, proceed as follows:

  1. Import the contract documents into a Teamroom or folder.
  2. In a contract folder, navigate in the “Uploads” area.
  3. Upload the Excel workbook.
  4. Click “Assign Documents” on the context menu of the Excel workbook.

Data structure of the Excel workbook

CSV Column

Description

skip

Ignore line (possible values: true, false)

externalkey

Import ID of the contract to which the documents are to be assigned

path

Path to the document

Note: The first part of the path must correspond to the Fabasoft Cloud ID of a Teamroom or folder, optionally followed by subdirectories, separated by “/”.

Example: COO.6505.100.x.x/subfolder1/subfolder2

filename

File name of the document

Example: contractdocument.pdf

filecategory

Document category

Note: The name or Fabasoft Cloud ID of a category or form.

Note: It is also possible to import values into user-defined fields made available by a form that is assigned to a document using the filecategory column as a category. To do this, the programming name of the respective field must be added as a column in the Excel workbook.

Web Service InterfacePermanent link for this heading

Fabasoft Contracts provides a web service interface.

The WSDL can be accessed via the following URL:

https://<host>/<vdir>/fscdav/wsdl?WEBSVC=IDANGLCONTRACTS_111_100_WebService

“<host>” is to be replaced by “https://de.cloud.fabasoft.com” in the location Germany and “<vdir>” by “folio”:

https://de.cloud.fabasoft.com/folio/fscdav/wsdl?WEBSVC=IDANGLCONTRACTS_111_100_WebService

The web service also supports the JSON format:

https://<host>/<vdir>/wsjson/IDANGLCONTRACTS_111_100_WebService/<operation>

Operations:

  • ImportZIP
    Imports contracts from a ZIP archive.
  • ImportContractFolderRoles
    Imports roles of contract folders from an Excel workbook.

Note: For authentication, you have to use your e-mail address as your user name and generate a password for applications for “Contract Manager”. To generate a password for applications, follow these steps:

https://help.cloud.fabasoft.com/index.php?topic=doc/User-Help-Fabasoft-Cloud-eng/account-menu.htm#access-for-applications