2020 September Release

Contract Manager ConfigurationPermanent link for this heading

In the contract manager configuration, you can define general settings and authorize users to use Fabasoft Contracts.

The contract manager configuration is created automatically when Fabasoft Contracts is enabled for your cloud organization. The owner of the cloud organization gets the “Contract Manager Administrator” role initially assigned.

As contract manager administrator, you can switch to the contract manager configuration as follows:

  1. Navigate in your contract manager dashboard.
  2. Click the “Switch to Configuration” action to switch to the contract manager configuration.

Note: The action is only shown if the contract manager configuration is enabled. You can enable the contract manager configuration in the dashboard settings on the “Organization Settings” tab in the Activate Contract Manager Configuration field.

AreasPermanent link for this heading

The contract manager configuration is divided into following areas.

Contract FoldersPermanent link for this heading

This area shows the available contract folders. For more information on contract folders, please refer to chapter “Administrating Contract Folders”.

Forms and CategoriesPermanent link for this heading

This area shows the forms and categories provided by the configuration. For example, custom forms can be used to add fields for storing customer-specific data to contracts. Categories can be assigned to objects and thus influence the behavior of the objects.

For more information on defining forms and categories, see the white paper “Model-Based Customizing”:
https://help.cloud.fabasoft.com/index.php?topic=doc/Model-Based-Customizing/index.htm

ProcessesPermanent link for this heading

This area shows the processes provided by the configuration. Users, organizations, organizational units and external organizations can be involved in the processing of business objects via workflow by starting a process that can be processed in the worklist. Typical processes are approval and release processes.

For more information on defining processes, see the white paper “Model-Based Customizing”:
https://help.cloud.fabasoft.com/index.php?topic=doc/Model-Based-Customizing/index.htm

TemplatesPermanent link for this heading

This area shows the templates provided by the configuration. The templates are displayed in the create dialog (e.g. “New” context menu command) according to the grouping by the template categories.

You can define contract and document templates both in the contract manager configuration and in contract folders. Templates defined in the contract manager configuration are offered for selection in all contract folders.

Note:

  • Contract templates can also contain documents that are copied when you create a new contract based on the contract template.
  • Contract templates are offered for selection when you create a contract.
  • Document templates are offered for selection when a document is created in the documents area of a contract.
  • A template can only be used after it has been released for usage via the “Release for Usage” context menu command. Changes must be released using the “Re-release” context menu command. The release can also be withdrawn.

Define Template Categories for Templates

In the create dialog the templates are displayed according to the grouping by the template categories.

  1. To define a template category for templates, proceed as follows:
  2. In the contract manager configuration, navigate in the “Templates” area.
  3. Click the “Define Template Categories” action.
  4. In the Template Categories field, enter the desired name for the template category and click “Click here to create the entered template category”.
  5. Click “Define”.

The template category can be assigned in templates on the “Template” tab in the Template Categories field.

Define Contract Templates

To define a new contract template, proceed as follows:

  1. In the contract manager configuration, navigate in the “Templates” area.
  2. Click the “New” action and select the “Contract” entry.
  3. Define the metadata of the contract template and click “Next”. You find more detailed information on the contract metadata in chapter “Defining General Contract Metadata
  4. If required, navigate in the contract and define the contract template documents.
  5. Click “Properties” on the context menu of the contract.
  6. Switch to the “Template” tab.
  7. Select an existing template category in the Template Categories field.
    Note: If no template category is defined for a template, the template is offered in the “Teamroom Templates” template category by default.
  8. Click “Next”.
  9. Click “Release for Usage” on the context menu of the contract.

Defining Document Templates

To define a new document template, proceed as follows.

  1. In the contract manager configuration, navigate in the “Templates” area.
  2. Create a new document (“New” action) or upload the desired document (“Search and Add” action).
  3. Click “Properties” on the context menu of the document.
  4. Switch to the “Template” tab.
  5. Select an existing template category in the Template Categories field.
    Note: If no template category is defined for a template, the template is offered in the “Teamroom Templates” template category by default.
  6. If you want to use the document template for any contracts, select “Contract (App: Contract Manager)” in the Files field. If the document template is to be used for a special contract type, also select the relevant contract type in the Files field.
    If the document template is a Microsoft Word document, this also allows you to insert specific fields of the contract type as a field in the Microsoft Word document.
  7. Click “Next”.
  8. Click “Release for Usage” on the context menu of the document.

Text ModulesPermanent link for this heading

This area shows the text modules provided by the configuration that can be inserted into Word documents. Text modules can be inserted in contract documents and also in document templates.

You can define text modules in the contract manager configuration as well as in a contract folder. Text modules defined in the contract manager configuration are available in all contract folders.

Define Text Module Categories for Text Modules

Text module categories define the categories under which the text module can be found when it is inserted into a document.

To define a text module category for text modules, proceed as follows:

  1. In the contract manager configuration, navigate in the “Text Modules” area.
  2. Click the “Define Text Module Categories” action.
  3. In the Text Module Categories field, enter the desired name for the text module category and click “Click here to create the entered text module category”.
  4. Click “Define”.
  5. The text module category can be assigned in text modules in the Text Module Category field.

Define Text Modules

To define a text module, proceed as follows:

  1. In the contract manager configuration, navigate in the “Text Modules” area.
  2. Click the “Create Text Module” action.
  3. Select “Static Text Module (Text)” or “Static Text Module (Word)” and click “Next”.
  4. Enter the desired name for the “Static Text Module” in the Name field.
  5. In the Text Module Categories field, select the desired text module category under which the text module is to be made available for insertion into the Word document.
  6. To make the text module available only for documents in a specific language, select this language in the Text Module Language field.
  7. When you create a static text module (text), you can enter the desired unformatted text in the Text field.
  8. Switch to the “Usage” tab and insert “Contract (App: Contract Manager)” in the Files field. If the text module is to be used for a special contract type, also insert the relevant contract type in the Files field.
  9. Click “Next”.
  10. If you have selected a text module (Word), you can enter the required text using the “Edit” or “Upload” context menu command.
  11. Click “Release for Usage” on the context menu of the text module.

Note:

  • A text module can only be used after it has been released for usage via the “Release for Usage” context menu command. Changes must be released via the “Re-release” context menu command. The release can also be withdrawn.
  • Text modules can be inserted into document templates both directly and as placeholders. If a text module is inserted into a template as a placeholder, this placeholder is only replaced by the content of the text module in question when the template is instantiated. on the “Usage” tab, in the Expression for Further Restrictions of Usability field of the text module, you can specify an expression that is evaluated when a template is instantiated to decide whether a placeholder is to be replaced by the content of the text module or ignored and removed.
  • You can create a hierarchy of text module folders (“Create Text Module Folder” action) to improve the structure of your text modules.

ReportsPermanent link for this heading

This area shows the Microsoft Excel reports or BIRT reports provided by the configuration.

  • Microsoft Excel reports are generated and made available as Excel workbooks.
  • BIRT reports are generated using Eclipse BIRT. For more information about BIRT, visit https://www.eclipse.org/birt.

You can define reports in both the contract manager configuration and in a contract folder. Reports defined in the contract manager configuration are available in all contract folders.

To define a Microsoft Excel report, proceed as follows:

  1. In the contract manager configuration, navigate in the “Reports” area.
  2. Click the “Create Report” action.
  3. Select the “Microsoft Excel Report” entry and click “Next”.
  4. Define a name for the report in the Multilingual Name field.
  5. In the Report Language field, you can select a language to make this report available only to users of the selected language.
  6. In the Scope field, specify the range to which the report applies. For example, to generate a report to be displayed in the contract manager dashboard, select “Contract Manager Dashboard”.
  7. In the Properties for Report field, specify the properties of the previously selected scope to generate the report. For example, to create a report of all contracts a user has access to, select “Contracts”.
  8. To restrict the users who can access the report, select them in the Report Generation Restricted to field, if necessary.
  9. Specify the desired columns of the report in the Report Columns field
    • Property
      Select the field to be included as a column in the report.
    • Expression for Label
      Define an expression for the column title.
      Note: If you have selected a value in the Property field, the name of the property is used as the column heading by default and it is not necessary to define an Expression for Label. If you define an Expression for Label, it will be used as the column heading. For further information on defining expressions, please refer to chapter “app.ducx Expression Language” of the white paper “An Introduction to Fabasoft app.ducx”:
      https://help.appducx.fabasoft.com/index.php?topic=doc/An-Introduction-to-Fabasoft-appducx/appducx-expression-language.htm
    • Type of Column
      Select the desired type of column.
    • Expression for Value
      Define an expression to calculate the value of the cell. This expression is evaluated for each object stored in the previously selected Properties for Report field of the object selected in the Scope, in this example, for each contract in the “My Contracts” list of the contract manager dashboard.
      Note: By default, if you selected a value in the Property field, the value of this property is taken and it is not necessary to define an Expression for Value. If you define an Expression for Value, this expression is used in any case. For further information on defining expressions, please refer to the chapter “app.ducx Expression Language” in the white paper “An Introduction to Fabasoft app.ducx”:
      https://help.appducx.fabasoft.com/index.php?topic=doc/An-Introduction-to-Fabasoft-appducx/appducx-expression-language.htm
    • Width
      Specify the desired column width if required.
  10. Define additional columns in the Objects for Additional Report Colums field. If you define an object class or form in this field, all fields of the defined object class or form are included in the report.
  11. You can add fields of the object classes and forms defined in the Objects for Additional Report Columns field, which should not be included in the report, in the Excluded Properties field.
  12. To obtain a report in CSV format instead of a Microsoft Excel workbook as the result of a Microsoft Excel report, enable the Generate CSV option.
  13. For particularly comprehensive reports, it is recommended that you enable the Optimize Memory Usage option. When using the memory optimization, dynamic contents of the report template are not evaluated.
  14. Click “Next”.

Note: User-generated reports are stored in the “Report Results” list of the respective area.

ThesauriPermanent link for this heading

This area shows the thesauri provided by the configuration, which allow keywording.

Contract manager administrators can create or manage additional thesauri and add new terms.

PresettingsPermanent link for this heading

This area shows the presettings (view settings, search patterns) provided by the configuration.

Contract manager administrators can create search templates. In addition, it is possible to store view settings in the configuration via the “View” > “Display Settings” > “Save” menu command of lists.

Failed Background TasksPermanent link for this heading

This area shows failed background tasks (only visible if there is at least one failed background task). You can perform following manual actions: “Define Next Execution”, “Send Link” and “Delete”.

SettingsPermanent link for this heading

You can define the following settings in the contract manager configuration.

Contract Manager Configuration tab

  • Name
    The name of the configuration.
  • Subject
    The description of the configuration.
  • Access protection Default:
    Only the specified team may access objects.
  • Restricting Shortcuts Within Teamroom
    Defines which type of links may be stored in the configuration. You can restrict the permitted shortcuts to objects that are assigned to the organization or to objects that are assigned to the configuration.
  • Restrict the Downloading or Opening of Content on the Device
    Allows to restrict team members who can open or download content on the device.
  • Restrict Team Members
    Defines the organizations, organizational units, teams and external organizations whose members may be added to the configuration. If there are no entries in the list, members can be added without restriction.
  • Show Switch to Configuration Action for Administrators in the Dashboard
    Defines whether the “Switch to Configuration” action should be displayed to administrators in the dashboard.
  • Activate Trace Output
    For example, if you are a form designer using expressions for calculation or validation, it can sometimes be difficult to identify errors in the expressions. To simplify analysis, you can write trace output to the web browser console cooobj.Trace("string"); or cooobj.Trace("string", value);).

Administration tab

  • Default Dashboard Name
    Sets the name for the Fabasoft Contracts dashboard. However, this only becomes active after the nightly restart of the cloud web services.
  • Default Category for New Contract Folder
    Defines the category that is assigned to a contract folder when it is created.
  • Contract Types
    Contract types allow you to categorize contracts, assign additional authorizations and extend contracts with user-defined fields.
    For more information, see chapter 3.2.1 Defining Contract Types”.
  • Default Contract Type for New Contracts
    Defines the contract type that is assigned to a contract when it is created. The standard contract type for new contracts can be overwritten in the settings of a contract folder.
  • Document Categories
    Document categories can be assigned to the documents of a contract. These allow the documents to be categorized. For more information, see chapter “Defining Document Categories”.
  • Text Module Categories
    Shows the defined text module categories. For more information see chapter 3.1.5 Text Modules”.
  • 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 this field.
  • Special Contract Terms
    In this field you can create and manage special contract terms. These are offered for selection in the properties of a contract on the “Contract” tab.
  • Special Termination Terms
    In this field you can create and manage special termination terms. These are offered for selection in the properties of a contract on the “Dates” tab.
  • Default Category for Instances of New Assignment Targets
    The default category for new instances of assignment targets can be defined in the corresponding field. For example, to define the default category for new vendors, select it in the Default Category for New Vendors field.
  • Default Category for New Confidential Rooms
    Defines the category that is assigned to a confidential room when it is created. The default category for new confidential rooms can be overwritten in the settings of a contract folder.
  • Default Category for New External Rooms
    Defines the category that is assigned to an external room when it is created. The default category for new external rooms can be overwritten in contract folder settings.
  • Enable File Use Cases
    If this option is enabled, contract documents are treated as file documents and can no longer be cut or deleted directly, but only re-registered or cancelled.

Expressions tab

  • Handle Commit of Contract
    Allows the execution of an app.ducx expression that is called during the saving of a contract.
  • Handle Commit of Assignment
    Allows the execution of an app.ducx expression which is called during the saving of an assignment.

Defining Contract TypesPermanent link for this heading

Contract types allow you to categorize contracts, assign additional authorizations and extend contracts with user-defined fields.

The following object classes can be used to define contract types, although the scope of functions varies depending on the object class used:

  • Term
    If a term is used as a type of contract, it can only be used to categorize contracts.
  • Category
    The use of a category as a contract type allows:
    • Storing additional users, teams, organizational units and organizations, who are thus authorized to contracts of this contract type.
    • Defining background tasks for contracts of this contract type.
  • Form
    The use of a form as a contract type allows:
    • Extending contracts of this contract type with user-defined fields.
    • Storing additional users, teams, organizational units and organizations, who are thus authorized to contracts of this contract type.
    • Defining background tasks for contracts of this contract type.

Adding a Term as Contract TypePermanent link for this heading

To add a new term as contract type, proceed as follows:

  1. In the contract manager configuration, navigate in the “Thesauri” area.
  2. Navigate in the required thesaurus.
  3. Click the “Create Top Concept” action to create a new term. Alternatively, you can create a sub-term in an existing top concept.
  4. Click “Copy” on the context menu of the term to have it available in the clipboard.
  5. Navigate back to the contract manager configuration and click the “Settings” action.
  6. Switch to the “Administration” tab.
  7. In the Contract Types field, click the “Add Entry” > “Paste Shortcut” button.
    Note: Alternatively, you can search for a term (“Search and Add” button).
  8. Click “Next”.

Note: Alternatively, you can create a new term (“+” icon) directly for a contract in the Contract Type field on the “Contract” tab. The term is automatically set as the contract type in the contract manager configuration.

Adding a Category as Contract TypePermanent link for this heading

To add a new category as a contract type, proceed as follows:

  1. Navigate in the contract manager configuration.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. In the Contract Types field, click “Add Entry” > “New”.
  5. In the Name field, enter the name for the new contract type. Enter an abbreviation in the Abbreviation field and click “Next”.
  6. Click “Apply”.
  7. Click “Release for Usage” on the context menu of the category.
  8. Click “Next”.

Adding a Form as Contract TypePermanent link for this heading

To add a new form as a contract type, proceed as follows:

  1. In the contract manager configuration, navigate in the “Forms and Categories” area.
  2. Click the “Create Form” action. For more information on defining forms, see the white paper “Model-Based Customizing”: https://help.cloud.fabasoft.com/index.php?topic=doc/Model-Based-Customizing/index.htm
  3. Click “Release for Usage” on the context menu of the form.
  4. Click “Copy” on the form’s context menu to make the form available in the clipboard.
  5. Click the “Settings” action.
  6. Switch to the “Administration” tab.
  7. In the Contract Types field, click the “Add Entry” > “Paste Shortcut” button.
    Note: Alternatively, you can search for a form (“Search and Add” button).
  8. Click “Next”.

Defining Additional PermissionsPermanent link for this heading

For a contract type, you can define additional users with change or read access for the contracts of this contract type and their documents.

Note: If you have created a form as a contract type, you must store these authorizations in the published category of the form. To get to the published category of the form, navigate in the desired form in the contract manager configuration and click the “Settings” action. The published category is displayed in the Category (Published) field.

To define permissions for a category, proceed as follows:

  1. In the contract manager configuration, navigate in the “Forms and Categories” area.
  2. Click “Properties” on the context menu of the desired category.
  3. Switch to the “Permissions” tab.
  4. Add the users to whom you want to grant change permissions in the Change Access for Objects with this Category field.
  5. Add the users to whom you want to grant read permissions in the Read Access for Objects with this Category field.
  6. Click “Next”.

Defining Document CategoriesPermanent link for this heading

Document categories can be assigned to the documents of a contract. These allow the documents to be categorized. Furthermore, standard processes and retention periods can be defined in document categories.

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

To create a new document category, proceed as follows:

  1. Navigate in the contract manager configuration.
  2. Click the “Settings” action.
  3. Switch to the “Administration” tab.
  4. In the Document Categories field, click the “Add Entry” > “New” button.
  5. In the Multilingual Name field, enter the name for the new document category. Enter an abbreviation in the Abbreviation field and click “Next”.
  6. Click “Next”.

RolesPermanent link for this heading

In the contract manager configuration tool area, click the “Team” action to assign one of the following roles to users, teams or organizational units. This authorizes users to use Fabasoft Contracts and the contract manager dashboard is automatically displayed on “Home”. In addition, the respective role defines the possible use.

  • Contract Manager Administrator
    Contract manager administrators can manage configuration settings, generate contract folders, create and manage forms and categories, BPMN processes, templates, text modules and reports.
  • Contract Manager Users
    Contract manager users can manage contracts. To access contracts, contract manager users must also be authorized in the respective contract folders.
  • Contract Manager Supervisor
    Contract manager supervisors have access to all contract folders (read access).
  • Contract Manager Access
    Users with this role can view contracts. To view contracts, the users must also be authorized in the respective contract folders.