2023 February Release

Contract FoldersPermanent link for this heading

Contract folder contain contract and define a number of configuration settings. Depending on the structure and size of your organization, you could have a single contract folder or just a few contract folders. Alternatively, there could be a contract folder for each individual business unit or department (HR, purchasing, sales, etc.).
Furthermore, depending on whether your company operates in numerous locations or countries, whether there are subsidiaries, etc., you can decide about the usage and affiliation of the contract folders and represent your company inside the contract manager the best way possible.

Note: Contract folders, configuration lists 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.

AreasPermanent link for this heading

Contract folders as divided into the following areas:

  • Current Contracts
    Displays the current contracts in the current contract folder.
  • Elapsed Contracts
    Displays the elapsed contracts in the current contract folder.
  • Referenced Contracts
    Displays the referenced contracts that originate in a different contract folder.
  • Current Requests
    Displays the current request in the current contract folder.
  • Elapsed Requests
    Displays the elapsed request in the current contract folder.
  • Referenced Requests
    Displays the referenced requests that originate in a different contract manager list.
  • Calendar
    Displays periods, dates and tasks for the contracts in this contract folder.
  • <Assignment target> (e.g. Suppliers)
    Displays the instances of an assignment target available in the current legal area.
    Note:
    • This area is only visible if assignment targets are managed and/or used (see chapter “Assignments“).
    • If the legal area manages and/or uses assignment targets, the dashboard of both the contract manager and the configuration list displays a dedicated area per assignment target (for example “Suppliers” if suppliers are managed).
  • Documents
    Displays the documents available in the current contract folder.
  • Reports
    Displays the reports available in the current legal area.
    Note: Defining reports in a legal area is equivalent to the contract manager configuration (see chapter ”Reports“).
  • Uploads
    Displays the original documents for the import of contract manager files.
    Further information can be found in chapter “Imports”.

Note: Some areas are only visible if there is at least one entry.

ActionsPermanent link for this heading

You can perform the following actions:

  • Upload
    Allows members to upload folders or documents in order to create contracts. Depending on the app edition, the properties are analyzed and pre-filled.
    Further information can be found in chapter “Editions“.
  • Create Legal File
    Creates a new contract.
  • Synchronize
    Synchronizes this contract folder and the file system.
  • Define Logo
    Defines the logo of the contract folder. You can either upload a new image or select an existing one.
  • Prepare Test Environment
    Creates a copy of the contract area in order to test the settings before the original contract folder is used in a live system (see chapter “Preparing a Test Environment“).
  • Show New Events
    Displays changes and events relating to the current contract folder.
  • Manage Follow-Ups
    Defines and manages follow-ups. You can define that a process is started or a notification is sent once the timespan assigned to a certain object has expired.
  • Open Wastebasket
    Opens the wastebasket of the contract folder.
    Note: This action is only visible if at least one object has been deleted.
  • Create Report <report name>
    Creates a report based upon a report template.
    Note: This action is only visible if a report template is available for this area. Further information can be found in chapter ”Reports“.
  • Templates and Presettings
    Opens the templates and presettings.
  • Settings
    Opens the settings of the contract folder.

SettingsPermanent link for this heading

In the settings of a contract folder, you can specify the following:

Tab “Contract Folder“

  • Name
    Defines the name of the legal area.
  • ID
    Defines the ID of the legal area. The ID is needed as part of the naming scheme for legal files and can only be changed if there are no legal files in the legal area yet.
  • Subject
    Defines the subject of the legal area as free text.
  • Superordinate List
    Defines the contract manager list that is superordinate to the legal area.
    Note:
    • This field is only visible if at least one configuration list or one further contract folder exists.
    • You can only see contract manager lists that you have access rights to.
  • Allow Request
    Defines if the current legal area enables members to create/receive requests (see chapter “Requests“).
  • Assignments
    Defines the assignment instances that are assigned to the legal area.
  • Default Interval for End of Contract Period Reminder E-Mail
    Defines the default interval for reminder e-mails about the end of the contract period. It is used in the initialization of file-specific reminder settings upon the creation of a new contract.
  • Default Interval for End of Notice Period Reminder E-Mail
    Defines the default interval for reminder e-mails about the end of the notice period. It is used in the initialization of file-specific reminder settings upon the creation of a new contract.
  • Default Interval for Additional Reminders
    Defines the default interval for additional reminder e-mails. It is used in the initialization of file-specific reminder settings upon the creation of a new contract.
  • Always Use Default Interval for Additional Reminders
    Defines if the timespan defined in the field Default Interval for Additional Reminders cannot be changed for the repetition of additional reminders.
  • Reminder E-Mails to Internal Editors
    Defines if reminder e-mails are sent to the internal editors of a legal file.
  • Reminder E-Mails to Internal Purchasers
    Defines if reminder e-mails are sent to the internal purchasers of a legal file.
  • Reminder E-Mails to Internal Responsibles
    Defines if reminder e-mails are sent to the internal responsibles of a legal file.
  • Reminder E-Mails to Users with Full Control
    Defines if reminder e-mails are sent to members holding full access in a legal file.
  • Reminder E-Mails to Users with Change Access
    Defines if reminder e-mails are sent to members holding change access in a legal file.
  • Reminder E-Mails to Users with Read Access
    Defines if reminder e-mails are sent to members holding read access in a legal file.
  • Reminder E-Mails to Users with Restricted Access
    Defines if reminder e-mails are sent to members holding restricted access in a legal file.
  • Dedicated Contacts for Reminder E-Mails
    Defines further members to whom reminder e-mails are sent.
  • Reminder Custom Text
    Defines additional text for reminder e-mails.
  • Reminder Process
    Defines a reminder process that is started when a reminder date is imminent.
  • Retention Period
    Defines the retention period of legal files in the legal area.
    Note: If the required timespan is not available in the list, you can create a custom interval (see chapter “Creating a Time Interval“).
  • Process for End of Retention Period
    Defines a reminder process that is started when a retention period expires.

Tab “Administration“

  • Restrict Contract Types
    Defines if all contract types from the contract manager configuration can be used or if only a select few are available.
  • Prevent Creation of Contract Types as Terms
    Defines if only categories and forms can be used as contract types.
    Note: It is recommended to activate this option and create new contract types from forms only (see chapter “Contract Manager File Types“).
  • Contract Types
    Defines which contract types are available.
    If the option Restrict Legal File Types is active, you can manually select the available contract types and create a custom list. Otherwise, all contract types from the contract manager configuration can be used.
  • Default Category for New Contracts
    Defines the category assigned to a contract upon creation.
  • Restrict Request Types
    Defines if all request types from the contract manager configuration can be used or if only a select few are available.
    Note: This field is only visible if the option Allow Request in the “Contract Folder” tab is active.
  • Prevent Creation of Request Types as Terms
    Defines if only categories and forms can be used as request types.
    Note:
    • It is recommended to activate this option and create new request types from forms only (see chapter “Contract Manager File Types“).
    • This field is only visible if the option Allow Request in the “Contract Folder” tab is active.
  • Request Types
    Defines which request types are available.
    If the option Restrict Request Types is active, you can manually select the available request types and create a custom list. Otherwise, all request types from the contract manager configuration can be used.
    Note: This field is only visible if the option Allow Request in the “Contract Folder” tab is active.
  • Default Request Type
    Defines the category assigned to a request upon creation.
    Note: This field is only visible if the option Allow Request in the “Contract Folder” tab is active.
  • Restrict Document Categories
    Defines if all document categories from the contract manager configuration can be used or if only a select few are available.
    Note: Further information can be found in chapter “Document Categories“.
  • Available Document Categories for Documents
    Defines which document categories are available.
    If the option Restrict Document Categories is active, you can manually select the available document categories and create a custom list. Otherwise, all document categories from the contract manager configuration can be used.
    Note: This field is only visible if the option Restrict Document Categories is active.
  • Default Document Category for Documents
    Assigns a document category to the documents of a contract.
    The category defined here is assigned to the documents by default.
    Note: This field is only visible if at least one document category exists and the option Restrict Document Categories is active.
  • Allow Creation of Legal Files With Read/Restricted Access
    Allows members with read access and restricted access to create new contracts in the contract folder (which is not allowed by default).
  • Allow Creation of Requests With Read/Restricted Access
    Allows members with read access and restricted access to create new requests in the contract folder (which is not allowed by default).
    Note: This field is only visible if the option Allow Request in the “Contract Folder” tab is active.
  • Special Intervals
    Creates new intervals.
    Note: If you need further intervals, you can create them (see chapter “Creating a Time Interval“).
  • Default Contract State
    Defines the default value for the state 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.
  • Default Category for New Confidential Rooms
    Defines the category assigned to a new confidential room upon creation (overrides the setting in the configuration).
  • Default Category for New External Rooms
    Defines the category assigned to a new external room upon creation (overrides the setting in the configuration).
  • Restrict Contract Templates by Template Categories
    Defines if the available Contract templates will be restricted by existing template categories.
  • Allowed Template Categories for Contract
    Defines which templates are available in the selection dialog prior to the creation of a new contract by selecting the desired template categories.

    Note: This field is only visible if the option Restrict Contract Templates by Template Categories is active.
  • Thesaurus for Structuring Contract Templates
    Defines the terms used for the structural thesaurus of contracts.
    Note: This field is only visible if a value is defined in the field Thesaurus for Structuring Contract Templates in the “Administration” tab in the contract manager configuration.
  • Restrict Request Templates by Template Categories
    Defines if the available request templates will be restricted by existing template categories.
  • Allowed Template Categories for Requests
    Defines which templates are available in the selection dialog prior to the creation of a new request by selecting the desired template categories.

    Note: This field is only visible if the option Restrict Request Templates by Template Categories is active.
  • Thesaurus for Structuring Request Templates
    Defines the terms used for the structural thesaurus of requests.
    Note: This field is only visible if a value is defined in the field Thesaurus for Structuring Request Templates in the “Administration” tab in the contract manager configuration.
  • Standard Signatories
    Defines if assignment instances and/or objects from the contact management can be used as standard signatories.
    Note: If you do not activate any of the options, you must manually enter the signatory in the contract.
  • Extended Signatories
    Defines if extended signatories can be used.
    If this option is active, the field Signatory in contracts is invisible. Instead, the selected assignment target from the field Standard Signatory are visible directly in the “Contract” tab and the “Assignments” tab in contracts is invisible, too.
    Note:
    • This field is only visible if exclusively assignment targets (e.g. “Suppliers”) are selected in the field Standard Signatories.
    • If you want to use this option, make sure that all desired assignment targets e.g. from a configuration list are used and/or managed in the contract folder (see chapter “Assignment Targets“).
  • Multiple Signatories
    Defines if a contract can be assigned multiply signatories.
  • Address Data not Changeable for Contact Management Objects
    Defines if the address data of a contact person or organization can be changed in a contract.
    Note: This field is only visible if a default contact room is defined and a contact object is selected in the field Standard Signatories.
  • Default Contact Room
    Defines the contract room that provides the contact data for signatories. The value in this field overrides the setting in the contract manager configuration so that the specified contract room is made available for the current contract folder. Further information can be found in chapter "Managing Signatories via Contact Management“.
    Note: This field is only visible if the options Organization and/or Contact Person are active in the field Standard Signatories.
  • Multiple Internal Responsibles
    Defines if a contract folder can be assigned multiple internal responsibles.
  • Multiple Internal Purchasers
    Defines if a contract folder can be assigned multiple internal purchasers.
  • Multiple Internal Editors
    Defines if a contract folder can be assigned multiple internal editors.
  • Hidden Elements in Legal Files
    Defines which fields in contracts are hidden (see chapter “Defining Required/Hidden Fields“).
  • Required Properties in Legal Files
    Defines which fields in contracts are required (see chapter “Defining Required/Hidden Fields“).
  • Hidden Elements in Requests
    Defines which fields in contracts are hidden (see chapter “Defining Required/Hidden Fields“).
    Note: This field is only contracts if the option Allow Request in the “Contract Folder” tab is active.
  • Required Properties in Requests
    Defines which fields in contracts are required (see chapter “Defining Required/Hidden Fields“).
    Note: This field is only visible if the option Allow Request in the “Contract Folder” tab is active.
  • New Private PDF Annotations Accessible for Users With Change Access
    Defines if new private annotations are made accessible to members holding full access and changes access in a contract folder.
    Note:
    • Members holding only restricted access in the contract folder are not allowed to see annotations in documents, even if they hold change access in the legal file containing the affected document.
    • Further information on PDF annotations can be found in chapter ”Commenting Documents: new window“ in the document ”User Help Fabasoft Cloud“.
  • Calendar URL
    Displays the URL to the calendar of the contract folder.

Tab “Assignments“

  • Manage <Assignment target> (e.g. Manage Suppliers)
    Enables managing assignment targets in the contract folder (see chapter ”Managing Assignment Targets“).
  • Use <Assignment target> (e.g. Use Suppliers)
    Displays the assignment targets that are managed in the superordinate configuration list.
    Note: This option is only visible if either there is a superordinate configuration list that manages this assignment target or if the assignment target is managed in the contract folder itself (see chapter “Managing Assignment Targets“).
  • Multiple
    Defines if multiple instances of an assignment target can be assigned to the contract folder (e.g. if the legal file relates to several suppliers).
    Note: This option is only visible if the option Use <Assignment target> is active.
  • Use Pick List
    Defines if the instances of the assignment target in the contract folder are displayed as a pick list instead of a dropdown menu.
    Note:
    • This option is only visible if the option Use <Assignment target> is active.
    • The pick list is especially useful if there are many instances and you want to see them all at a glance.
  • Default Category for New <Assignment target> (e.g. Suppliers)
    Defines a category that is applied to each new assignment instance upon creation.
    Note: This category must be the release version of a form (see chapter ”Creating a New Form“).

Further information can be found in chapter Assignment Targets“.

Tab “Roles“

  • Primary Contact
    Defines the primary contact of the contract folder.
  • Approval Definitions
    Defines approval levels and approvers in the contract folder.
    Note: This field is only visible if there are approval levels and limits defined in the contract manager configuration (see chapter ”Approvals“).
  • Signers
    Defines one or more signers for the contract folder. The order in which the signers are entered is the same order in a subsequent signature process (see chapter “Signatures“).
  • Restrict internal signers to
    Restricts the signers that can be used in a signing process or on contracts.

Tab “Address“

  • Official Name
    Defines the official name of the contract folder.
  • Alternative Names
    Defines alternative names of the contract folder.
  • Street, Zip code, City, Country
    Defines the address data of the
    contract folder.
  • Billing Information
    Defines the billing information of the contract folder.

Tab “History“

Displays a list of the changes made to the metadata of the contract folder.

Tab “Canceled Files“

This tab contains a list of all canceled files.
Note: It is only visible if there are canceled files.

Creating a Contract FolderPermanent link for this heading

In order to create a new contract folder, proceed as follows:

  1. Navigate into the contract manager configuration.
  2. Click the action “Create Contract Folder”.
  3. If there are templates available for this object type, a selection dialog is displayed. Select the desired entry from the list.
  4. In the field Name, enter the name of the new contract folder.
  5. In the field ID, enter a unique abbreviation for the contract folder.
    Note: This abbreviation is needed in generating a unique identification for contracts.
  6. Optionally, in the field Superordinate List, select the desired configuration list (see chapter “Configuration Lists“).
  7. If necessary, activate the option Allow Requests (see chapter “Requests“).
  8. Optionally, define the timespans and recipients for reminder e-mails (see chapter “Defining Recipients for Reminder E-Mails“).
  9. Switch to the tab “Administration“.
  10. Activate the options Prevent Creation of Contract Types as Terms and Prevent Creation of Request Types as Terms if they are visible.
    Note: It is recommended to make these settings whenever a new contract folder is created and to only omit them in urgent cases.
  11. Optionally, activate the options Allow Creation of Contracts With Read/Restricted Access and Allow Creation of Requests With Read/Restricted Access if you want said members to be able to create these objects.
    Note: These settings should only be made if necessary. Additionally, affected members must be granted change access in the corresponding contract manager file type (see chapter “Defining Permissions“).
  12. Optionally, activate the options Multiple Internal Editors, Multiple Internal Purchasers, and/or Multiple Internal Responsibles if you want to add several members to the respective roles.
    Note: If you activate these options later, you should do so before creating the first contract manager file.
  13. Enter all further metadata as required.
    Further information can be found in chapter “Settings“.
  14. Switch to the tab “Address“.
  15. Enter your address data.
    Note:
    • The address data is added to the contract during the signature process.
    • The address data can be used in templates, formal letters, etc. as individual fields.
  16. Click on “Next”.

Managing Configuration ListsPermanent link for this heading

In order to manage the configuration list assigned to the contract folder, proceed as follows:

  1. Navigate into the desire contract folder.
  2. Click on “Properties”.
  3. Navigate to the field Superordinate List.
    Note: This field is only visible if at least one configuration list or one further contract folder exists.
  4. Either add, change or remove the configuration list from the field, depending on your need.
  5. Click on “Next“.

Defining an AssignmentPermanent link for this heading

The definition of assignments is described in chapters “Managing Assignment Targets“ and “Using Assignment Targets“.

The creation of assignment instances is described in chapter “Creating an Assignment Instance“.

Restricting TemplatesPermanent link for this heading

You can define which templates for contracts and requests you want to allows in the contract folder.

Note: This setting requires the assignment of template categories.
If necessary, read the complementing subchapter of chapter “Templates“.

In order to define the restriction, proceed as follows:

  1. Navigate to the desired contract folder.
  2. Click the action “Settings“.
  3. Switch to the tab “Administration“.
  4. Activate the option Restrict Contract Templates by Template Categories.
  5. In the field Allowed Template Categories for Contracts, activate the desired categories.
  6. Optionally, repeat this procedure to define the setting for requests as well.
  7. Click on “Next“.

Restricting Contract/Request TypesPermanent link for this heading

For each individual contract folder, you can define which contract types it can use. By default, all contract types created in the configuration are available to the contract folder (see chapter “Contract Manager File Types“). In order to restrict the contract types in a contract folder, proceed as follows:

  1. Navigate to the desired contract folder.
  2. Click the action “Settings“.
  3. Switch to the tab “Administration“.
  4. Activate the option Restrict Contract Types.
  5. Click the “Search and Add” button.
  6. Enter the name of the desired contract type and click on it to add it to the list.
  7. Add all desired contract types and then click on “Next”.

The restriction of request types works identically, given that the option Allow Requests is active in the “Contract Folder” tab.

Managing Document CategoriesPermanent link for this heading

The documents of a contract can be assigned document categories, allowing for their categorization. What is more, document categories may contain default processes and retention periods.

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

Defining a Default Document Category

In order to define a default document category that is assigned to the documents of a contract, proceed as follows:

  1. Navigate to the desired contract folder.
  2. Click the action “Settings“.
  3. Switch to the tab “Administration“.
  4. In the field Default Document Category for Documents, select the desired document category.
    Note: This field is only visible if at least one document category exists.
  5. Click on “Next“.

Restricting Document Categories

In order to restrict the document categories available in a contract folder, proceed as follows:

  1. Navigate to the desired contract folder.
  2. Click the action “Settings“.
  3. Switch to the tab “Administration“.
  4. Activate the option Restrict Document Categories.
  5. In the field Available Document Categories for Documents, add document categories
    (for example via “Search and Add“). The selected document categories are stored in the contract manager configuration.
  6. Click on “Next“.

Defining Required/Hidden FieldsPermanent link for this heading

In order to define required and/or hidden fields, proceed as follows:

  1. Navigate to the desired contract folder.
  2. Click the action “Settings“.
  3. Switch to the tab “Administration“.
  4. In the field Required Properties, select the fields that you want to define as required properties in the contracts of this contract folder.
  5. In the field Hidden Elements, select the fields that you want to define as hidden elements in the contracts of this contract folder.
  6. Click on “Next“.

Preparing a Test EnvironmentPermanent link for this heading

A test environment is meant to be a measure to test and prepare a contract folder for being used in the live system. For example, if a regular contract folder was used to create contracts, the ordinals could not be reset and thus no longer start from 1 in the live system.

Creating a test environment copies the desired contract folder. Such an environment can be recognized by its naming scheme which is “<name of original contract folder> (Test” and its ID is “TEST <ID>”. Additionally, it is highlighted in red.

A test environment’s settings and access rights are identical to its original contract folder; hence you can test them and do not risk negative effects on the actual live system. If you discover an incorrect setting in the test environment, you can correct it and re-test before you change and improve the settings of the original contract folder.

In order to create a test environment, proceed as follows:

  1. Navigate into the contract manager configuration.
  2. Navigate into the area “Contract Folders”.
  3. Select the contract folder for which you want to create a test environment.
  4. In the context menu, click on “Prepare Test Environment”.

After use, the test environment can be dissolved like a regular contract folder.

Dissolving a Contract FolderPermanent link for this heading

If you no longer need a certain contract folder, you can dissolve it.

In order to dissolve a contract folder, proceed as follows:

  1. Navigate into the contract manager configuration.
  2. Navigate into the area “Contract Folders“.
  3. In the context menu of the desired contract folder, click on “Dissolve”.
  4. In the dissolve dialog, click on “Delete”.

Note:

  • A contract folder cannot be dissolved if it contains at least one object under legal hold (see chapter “Managing Retention”), external room or confidential room.
    If any of these applies, you are informed in the dissolve dialog and the affected objects are listed.
  • If you dissolve a contract folder, it is deleted alongside all related settings, contracts, requests, etc. This cannot be undone.

Access RightsPermanent link for this heading

Rights can be granted for a contract folder. In the tool area, click on the action “Team” in order to assign the following roles to member, teams and/or organizational units:

  • Full Control
    These team members can
    • change existing contract and documents in the contract folder, create new documents and delete documents (wastebasket),
    • define templates and text modules for the contract folder,
    • create public links,
    • empty the wastebasket,
    • dissolve the contract folder,
    • define settings regarding access protection, shortcuts, public links, team visibility, invitation possibilities and organization restrictions,
    • define logos,
    • delete the history, and
    • grant all access rights.
  • Customizing User
    These team members have access to customizing contexts (e.g. configurations, templates and presettings, etc.) and can create/edit objects such as processes, templates, text modules, etc. However, they have no access to actual data and context objects.
    Note: If you assign this role to a member in a contract manager list, make sure that it is properly configured (see chapter “Access Rights“).
  • Change Access
    These team members can
    • change existing contract and documents in the contract folder, create new documents and delete documents (wastebasket), and
    • define templates and text modules for the contract folder.
  • Read Access
    These members can
    • read existing contract and documents in the contract folder, and
    • see release versions of objects (if they exist).
  • Restricted Access
    These members can only access contract manager lists and files if they are explicitly granted access rights there (e.g. via a contract manager file type or a role).
    Note:
    • By default, members with restricted access cannot create contract manager files. This option can be activated in the corresponding contract manager list, however (see chapters “Creating a Contract Folder“ and/or “Creating a Legal Area“).
    • Members with restricted access must also have change access in the corresponding contract manager file type (see chapter “Defining Permissions“) and/or be assigned an internal role (editor, purchaser, or responsible) in a contract (see chapter “Defining Recipients for Reminder E-Mails“).