Configuration lists are lists containing certain settings which they can transfer to contracts, legal files and requests through contract folder and/or legal areas. Other than contract folders or legal areas, configuration lists are only visible in the Contract Manager Configuration, thus the advanced mode is required (see chapter ”Usage Modes“).
Note: Configuration lists, contract folders and legal areas are also called “contract manager lists”. Similarly, contracts, legal files and requests are summarized by the umbrella term “contract manager files”, and both terms are frequently used throughout this document.
In most cases, at least one configuration list is used to transfer its settings and assignments to the contract folders and legal areas that it is superordinate to. Configuration lists can also be used in more complex scenarios, for example when it comes to hierarchization and permissions (see chapter “Chaining Several Configuration Lists”).
Note: Assignments are ways of categorization that can be assigned to contract manager files to allow for easier organization. For example, a contract pertaining to a purchase can be assigned to an assignment target of the “Supplier” type. Further information can be found in chapter “Assignments“.
Configuration lists are divided into the following areas:
You can perform the following actions:
In the settings of a configuration list, you can specify the following:
Tab “Configuration List“
Further information can be found in chapter ”Assignment Targets“.
In order to create a new configuration list, proceed as follows:
The definition of assignments is described in chapter ”Managing Assignment Targets“.
The creation of assignment instances is described in chapter ”Creating an Assignment Instance“.
In many cases, one configuration list suffices to manage the desired assignment targets (and their respective instances) used in contract folders/legal areas in order to meet the needs of the organization.
However, in more complex organizations with numerous departments and areas of responsibility, this setup may no longer be enough. Thus, it is possible to distribute the management of the assignments between several configuration lists. This way, for example, the members or teams in charge of certain assignment targets can be granted finely graduated access rights. Several configuration lists, superordinate to each other, can form a chain that organizes the access rights for numerous involved members and add up the assignments. Hence, the configuration list at the end of the chain provides all available assignment targets.
All the aspects and considerations involved are listed below.
In a company, there are, among others, the departments “IT Services”, “Marketing” and “Engineering”. The management of software licenses is within the scope of IT Services, brands are a matter of Marketing and product development lies in the jurisdiction of Engineering.
In order to represent these responsibilities in the contract manager, these departments are in charge of the assignment target “Licenses”, “Brands” and “Products” respectively. The departments are allowed to create and manage concrete assignment instances for licenses, brands and products.
Each assignment target is managed within a separate list. It follows that the configuration list “CL 1” contains instances of licenses, list “CL2” contains instances of brands, and “CL3” contains instances of products.
For this purpose, members of the respective departments are granted access. Members of IT Services are given Change Access in list “CL1”, members of Marketing have Change Access in “CL2”, and Engineering has Change Access in “CL3”.
The configuration list “CL1“ is subordinate to ”CL2“, while “CL2” is subordinate to “CL3”. The list “CL3” is then made to be superordinate to a contract folder or a legal area.
The configuration list CL3 is superordinate to a contract folder or legal area and, due to the chaining, allows access to all assignment instances of licenses, brands and products. The access rights for the individual licenses, brands and products are finely graduated as well and, furthermore, all responsibilities are distributed in a concise and comprehensible manner.
In a scenario such as this, it is advisable to name the configuration lists in a meaningful naming scheme, combining words and numbers. By doing this, in selecting the corresponding superordinate list (e.g. CL1 subordinate to CL2 subordinate to CL3, etc.), one can infer which further settings will be available due to the selection made.
For example: “CL1-IT/Licenses“, “CL2-Markting/Brands“ and “CL3-Engineering/Products”.
Dissolving configuration lists is equivalent to contract folders (see chapter ”Dissolving a Contract Folder“).
Defining access rights in configuration lists is equivalent to contract folders (see chapter ”Access Rights“).