2023 March Release

Contract Manager ConfigurationPermanent link for this heading

In the contract manager configuration, you can define general settings and grant access rights to members so that they can use the contract manager.

The contract manager configuration is automatically created when the app is licensed by your organization. In the configuration, the owners of the cloud organization are initially given the role “Contract Manager Administrator“.

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

  1. Navigate into the contract manager dashboard.
  2. Click on the action “Switch to Configuration“ in order to enter the configuration.

Note: This action is only visible if the contract manager configuration is activated. You can activate it by opening the settings of the dashboard, switch to the tab “Organization Settings“ and select Activate Contract Manger Configuration.

AreasPermanent link for this heading

The configuration is divided into the following areas:

External Rooms
Displays all available external rooms (see chapter “Permanent link for this heading

  • External RoomExternal rooms allow internal members to make documents available to a select group of external members. This is usually done when the contract and its related files are ready for the signature process in order to have the external users view, discuss and, if applicable, object to the documents before the conclusion of the contract.Setting up an External Room“).
  • Reports
    Displays all available reports. You can also define reports in contract manager lists. The repots defined in the configuration are available in all contract manager lists (see chapter “Reports“).
  • Asynchronous Data Objects
    Displays objects containing data from a web service that are processed in the background. If such objects are being processed, they are visible in this area.
  • Insight Apps
    Insight Apps allow aggregated and customized access to information in your cloud organization. You can use Insight Apps in order to displays and highlight important information without having to explicitly search for it.
  • Forms and Categories
    Displays all available forms and categories. With the help of custom forms, contract be assigned additional field for customer data, for example. Categories can be assigned to objects in order to alter their behavior.
    Note:
  • Processes
    Displays all available processes. Members, organizations, organizational units, and external organizations can be involved in the editing of objects via workflow by activating a process and completing it via the worklist (usually, these processes are approval and release processes).
  • Further information can be found in the White Paper ”Model-Based Customizing: new window“ and in the chapter ”Workflow: new window“ in the document “User Help Fabasoft Cloud“.
  • Templates
    Displays all available templates. Templates are visible in the create dialog of a new object. The templates defined in the configuration are available in all contract manager lists.
    Further information can be found in chapter “Templates“.
    Note:
    • Templates for contract manager files can contain documents that are copied and made available upon creation.
    • Templates for contract manager files are offered in the create dialog.
    • Templates for documents are offered in the create dialog.
    • A template can only be used after being released by clicking “Release for Usage“ in the context menu. Changes to the template must be released as well. You can also withdraw the release.
  • Text Modules
    Displays all available text modules that can be used in Microsoft Word documents. Text modules can be inserted in contract documents and document templates. The text modules defined in the configuration are available in all contract manager lists.
    Further information can be found in chapter “Text Modules“.
  • Thesauri
    Displays the thesauri in the configuration.
  • Presettings
    Displays all configured presettings such as custom search patterns or time intervals.
  • Failed Background Tasks
    Displays failed background tasks. The following manual actions can be performed: “Define Next Execution“, “Send Link“, and “Delete“.
    Note: This area is only visible if there is at least one failed background task.

ActionsPermanent link for this heading

You can perform the following actions:

  • Create Configuration List
    Creates a new configuration list.
  • Create Contract Folder
    Creates a new contract folder.
  • Create Legal Area
    Create a new legal area.
  • Open Wastebasket
    Opens the wastebasket of the contract manager configuration.
    Note: This action is only visible if at least one object has been deleted.
  • Settings
    Opens the settings of the contract manager configuration.

SettingsPermanent link for this heading

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

Tab “General Settings“

  • Name
    Defines the name of the configuration.
  • Subject
    Defines the subject of the configuration.
  • Holiday Table
    Defines the holiday table that is to be used in the context of your configuration; otherwise, the default holiday table is used.
  • Access Protection
    Defines the access settings.
    By default, only the defined team can access objects.
  • Restrict Shortcuts Within Teamroom
    Defines what kind of shortcut can be pasted in the configuration. You can also restrict the access to objects that are related to the organization or to the configuration.
  • Restrict the Downloading or Opening of Content on the Device
    Allows restricting team members who can download or open content on their devices.
  • Roles That Are Allowed to Open or Download Content on the Device
    Defines which level of access rights a member must have in order to open and/or download on the device.
  • All Team Members May Add Members
    Defines if all team members are allowed to add other members (or only members holding full control”). Members holding change access are allowed to grant/withdraw access to/from members holding change access or read access. Members holding read access are allowed grant/withdraw read access to/from members.
  • Restrict Team Members
    Defines the organizations, organizational units, teams, and external organizations, whose members can be granted access to the configuration. If none are defined, any member can be given access.
  • Main Administrator
    Defines the member who receives the automatically generated e-mails concerning the configuration. If no member is defined, all app administrators receive these e-mails. The member is also the primary contact if questions regarding permissions arise.
  • Support Team
    Opens a support form that allows you to send a message (and optionally, a screenshot) to a support team.
  • Enable Advanced Mode
    Enables a mode that allows working with several lists and managing templates and presettings (see chapter “Enabling the Advanced Mode“).
  • Activate Trace Output
    Activates the output of information on the code execution.
    If you use expressions for handling or validating code, it can be difficult to identify errors in the expressions. You can simplify this analysis by writing trace outputs in the browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

Tab “Administration“

  • Default Dashboard Name
    Defines the name of the contract manager dashboard.
    Note: The new name is applied after restarting the web services.
  • Default Category for New Contract Folders
    Defines the category that is assigned to a contract folder upon creation.
  • Contract Types
    Defines the contract types for contracts.
    Contract types allow you to categorize contracts, grant permissions, and extend contracts with custom fields. Further information can be found in chapter “Contract Manager File Types“.
  • Default Contract Type for New Contracts
    Defines the contract type that is assigned to a contract upon creation. The type can be overridden in the settings of a contract folder.
  • Default Category for New Legal Areas
    Defines the category that is assigned to a legal area upon creation.
  • Legal File Types
    Defines the legal file types for legal files.
    Legal file types allow you to categorize legal files, grant permissions, and extend legal files with custom fields. Further information can be found in chapter “Contract Manager File Types“.
  • Default Category for New Legal Files
    Defines the category that is assigned to a request upon creation. The category can be overridden in the settings of a legal area.
  • Request Types
    Defines the request type for requests.
    Request types allow you to categorize requests, grant permissions, and extend requests with custom fields. Further information can be found in chapter “Contract Manager File Types“.
  • Default Category for New Requests
    Defines the category that is assigned to a request upon creation. The category can be overridden in the settings of a contract manager list.
  • Document Categories
    Define the document categories for documents.
    The documents of a contract manager file can be assigned document categories, which allows for easier categorization.
    Further information can be found in chapter “Document Categories“.
  • Text Module Categories
    Defines the text module categories.
    Further information can be found in chapter “Creating a Text Module Category“.
  • Specials Intervals
    Defines custom time intervals.
    By default, there are numerous predefined time intervals available (e.g. for the notice period of a contract). If you need a custom time interval, you can create it via this field.
  • Special Contract Terms
    Defines special contract terms as terms.
    They are offered on the “Contract” tab in the properties of a contract.
  • Special Termination Terms
    Defines special contract terms as terms.
    They are offered on the “Dates” tab in the properties of a contract.
  • Approval Levels
    Defines the approval levels as terms.
    Further information can be found in chapter “Approvals“.
  • Number of approvers
    Number of approvers to be used in an approval process.
    Further information can be found in chapter “Approvals“.
  • Standard Limits for approval levels
    Assigns a maximum contract amount to an existing approval level.
    Further information can be found in chapter “Approvals“.
  • Special case for approval levels
    Defines a special case from the approval levels for specific contracts.
    Further information can be found in chapter “Approvals“.
  • Default Category for New <instances of new assignment goals> (e.g. “ …New Suppliers“)
    Defines the default category for new instances of assignment targets. For example, in order to define the default category for new suppliers, select the category in the field Default Category for New Suppliers.
    Further information can be found in chapter “Assignment Targets”.
  • Default Category for New Confidential Rooms
    Defines the category that is assigned to a confidential room upon creation. The category can be overridden in the settings of a contract folder or of a legal area.
  • Default Category for New External Rooms
    Defines the category that is assigned to an external room upon creation. The category can be overridden in the settings of a contract folder or of a legal area.
  • Thesaurus for Structuring Contract Templates
    Define the thesaurus for structuring contract templates.
    Further information can be found in chapter “Structural Thesauri“.
  • Thesaurus for Structuring Legal File Templates
    Define the thesaurus for structuring legal file templates.
    Further information can be found in chapter “Structural Thesauri“.
  • Thesaurus for Structuring Request Templates
    Define the thesaurus for structuring request templates.
    Further information can be found in chapter “Structural Thesauri“.
  • Default Contact Room
    Defines the contract room that supplies the contact data for signatories. The default contract room defined in the contract manager configuration is available to all contract folders by default. However, each contract folder can be assigned a distinct contract room. Further information can be found in chapter “Managing Signatories via Contact Management“.
  • Enable File Use Cases
    Defines if the documents in contract manager files are to be handled like documents in regular files. Files cannot be cut/deleted but only re-assigned/canceled.
    Note: This option is active by default and should only be deactivated in exceptional cases.
  • Enable Search Apps
    Defines if the “Overview“ area is displayed in the contract manager dashboard (see chapter
    Contract Manager Dashboard“).
    Note: This option and the associated area are only available in Fabasoft Contracts AI.
  • Keywords for Filenames to Identify Attachments of Contracts
    Contains keywords that are used to identify attachments of contracts by their filename (see chapter
    Improving Document Identification“).
  • Keywords for Filenames to Identify Attachments of Legal Files
    Contains keywords that are used to identify attachments of legal files by their filename (see chapter
    Improving Document Identification“).
  • Keywords for Filenames to Identify Attachments of Requests
    Contains keywords that are used to identify attachments of requests by their filename (see chapter
    Improving Document Identification“).
  • Properties Containing Internal Signers
    Defines properties of contract manager files and/or lists that can contain internal signers. These properties can be handled upon starting the signature process.
    Note: It is recommended to define internal signers in the “Roles” tab of new contracts.
  • Properties Containing External Signers
    Defines properties of contract manager files and/or lists that can contain external signers. These properties can be handled upon starting the signature process.
    Note: It is recommended to define external signers in the “Roles” tab of new contracts.
  • Sign with DocuSign
    Defines if contracts can be signed with DocuSign.
    If this option is activated, the fields for entering your authentication data (service URL, customer ID, integration key, secrecy key) are displayed. After entering the data, DocuSign can be used to sign contracts.
    Further information can be found in chapter “Sign“.
  • Sign with Skribble
    Defines if contracts can be signed with Skribble.
    If this option is activated, the fields for entering your authentication data (user name, API key) are displayed. After entering the data, Skribble can be used to sign contracts.
    Further information can be found in chapter “Sign“.
  • Sign with Adobe Sign
    Defines if contracts can be signed with Adobe Sign.
    If this option is activated, the fields for entering your authentication data (Service URL, Client ID, Client Secret) are displayed. After entering the data, Adobe Sign can be used to sign contracts.
    Further information can be found in chapter “Sign“.

Note: Before using a thesaurus for structuring the templates of any contract manager file type, read the complementing chapter ”Structural Thesauri“. This setting may change the create dialogs of the object type that it affects.

Tab “Expressions“

  • Handle Creation of Contract
    Allows the execution of an app.ducx expression: new window that is called while a contract is being created.
  • Handle Commit of Contract
    Allows the execution of an app.ducx expression that is called while a contract is being committed.
  • Handle Creation of Legal File
    Allows the execution of an app.ducx expression that is called while a legal file is being created.
  • Handle Commit of Legal File
    Allows the execution of an app.ducx expression that is called while a legal file is being committed.
  • Handle Creation of Request
    Allows the execution of an app.ducx expression that is called while a request is being created.
  • Handle Commit of Request
    Allows the execution of an app.ducx expression that is called while a request is being committed.
  • Handle Creation of Assignment
    Allows the execution of an app.ducx expression that is called while an assignment is being created.
  • Handle Commit of Assignment
    Allows the execution of an app.ducx expression that is called while an assignment is being committed.
  • Handle Creation of Signable Document
    Allows the execution of an app.ducx expression that is called while a signable document is being created.
    Note: A signable document is created for a contract during a signature process and stored in the “Documents” area of the contract. It contains contract metadata such as the contract state (see chapter “Signatures“).

Document CategoriesPermanent link for this heading

The documents of a contract manager file can be assigned document categories that enable a categorization of the documents (see chapter “Managing Document Categories“ and/or “Managing Document Categories“). Additionally, document categories can be assigned default processes and retention periods.

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

Creating a Document CategoryPermanent link for this heading

In order to create a new document category, proceed as follows:

  1. Navigate into the contract manager configuration.
  2. Navigate into the “Forms and Categories“ area.
  3. Click on the action “Create Category“.
  4. In the field Multilingual Name, enter a name.
  5. Click on “Next“.
  6. If you want to further configure the category, click the context menu action “Properties“ and define the desired settings.
  7. In the context menu of the category, click on “Add as Document Category”.
  8. In the context menu of the category, click on “Release for Usage”.

Note: If necessary, you can add a form as a document category as well. In order to so, click on “Create Form“ and design the content of the form according to your needs. Further information can be found in in the chapter ”Forms: new window“ in the document ”User Help Fabasoft Cloud“.

Defining PermissionsPermanent link for this heading

You can also grant access rights via a category or document category.

  1. In the context menu of the desire category, click on “Properties“.
  2. Switch to the tab ”Permissions“.
  3. In the field Change Access for Objects with this Category, add all members that you want to grant change access.
  4. In the field Read Access for Objects with this Category, add all members that you want to grant read access.
  5. Click on “Next“.

Contract Manager File TypesPermanent link for this heading

Contracts, legal files and requests are summarized by the umbrella term “contract manager files”.

General

Contract manager file types are based upon forms and can provide further functionality. Depending on the settings made, contract manager file types can cause one or more of the following changes to the files that they are assigned to, for example in the create dialog:

  • The dialog gains one or more tabs with further input fields.
  • Some fields in the dialog are required and must have an input value before the user can proceed.
    Note: This may apply to potential, new tabs.
  • Some fields of the dialog are invisible.

Note:

  • Contract manager file types cannot be import because the forms must be modeled and added via a separate action.
  • Contract manager file types can be created on the basis of categories as well. However, created them on the basis of forms is recommended in order to adjust and/or extent the type if further requirements arise.

Contract Types

Contract types are used to better manage and differentiate contracts. A number of contract types are shipped with the product (e.g. “Maintenance Contract“, “Framework Contract“, etc.). Depending on your needs, you can create further contract types as well (for software support, for example).

Further information can be found in chapter “Contracts“.

Legal File Types

Lega files types are used to better manage and differentiate legal files. You can create legal file types according to your needs in order to clearly tell apart contractual disputes in purchase contracts and lease contracts, for example.

Further information can be found in chapter “Legal Files“.

Request Types

Request types are used to better manage and differentiate requests. Give them significant names in order to help other members select the appropriate ones.

Further information can be found in chapter “Requests“.

Creating a New FormPermanent link for this heading

In order to add a new form as contract type, legal file type, or request type, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Forms and Categories“.
  2. Click on the action “Create Form”.
  3. In the field “Multilingual Name“, enter a name for the form.
  4. Activate the option “Suppress Template Creation“ and click on “Next“.
  5. If the form does not yet need any content, place a “Separator“ element in the form.
    Otherwise, design the content of the form according to your needs. Further information on the definition of forms can be found in the chapter ”Forms: new window“ in the document ”User Help Fabasoft Cloud“.
  6. Click on “Next“.
  7. In the context menu of the form, click on “Release for Usage“.

Note:

  • A contract manager file type cannot be used before it is released.
  • If a released file type is changed, it must be re-released via the corresponding context menu action. The release can be withdrawn as well.

Defining a Form as a TypePermanent link for this heading

Add

In order to define a form as a type, proceed as follows:

  1. In the context menu of the desired form, click on either
    • “Add as Contract Type“,
    • “Add as Legal File Type“, or
    • “Add as Request Type“.

The new type is now added and available for the corresponding contract manager files.

Change

In order to change a type, proceed as follows:

  1. In the context menu of the desired form, click on “Remove as <Type>“.
  2. In the context menu of the desired form, click on “Properties“.
  3. Switch to the tab “Category“.
  4. Navigate to the field Applicable for.
  5. In the context menu of the entry (e.g. “Legal File“), click on “Remove“.
  6. Click on ”Next“.
  7. In the context menu of the desired form, click on “Add as <Type>“ in order to add it as a different type.

Note:

  • A file type cannot be used before it is released.
  • If a released file type is changed, it must be re-released via the corresponding context menu action. The release can be withdrawn as well.

Configuring a Type FurtherPermanent link for this heading

You can further configure a type in order to better meet your needs.
In the settings of a type, you find a number of properties on the first tab (“Contract Type”, “Legal File Type” or “Request Type”). These properties are usually defined the corresponding contract manager list, but can be overridden via the following properties (they are grouped according to their availability in each type).

Note: Make sure to re-release the type after making a change.

All Types

  • Default Interval for Additional Reminders
    Defines the default interval for additional reminder e-mails.
  • Hidden Elements
    Defines which fields are hidden.
  • Required Properties
    Defines which fields are required.

Contract Type and Legal File Type

  • Can be Used in Requests
    Defines if the current type can be select upon creation of a request.

Contract Type

  • 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 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.

Defining PermissionsPermanent link for this heading

If necessary, you can define permissions for changes access and/or read access to further members via a contract manager file type. The files that such a type is assigned to can then be read and/or changed.

In order to define permissions, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Forms and Categories“.
  2. In the context menu of the entry in the column “Category (Published)“, click on “Properties“.
    Note: Make sure that the form whose published category you are about to edit is released for usage.
  3. Switch to the tab “Permissions“.
  4. In the field Change Access for Objects with this Category, add the members who shall receive change access.
  5. In the field Read Access for Objects with this Category, add the members who shall receive change access.
  6. Click on ”Next“.
  7. Make sure to re-release the type via the corresponding context menu action.

Note:

  • The members in the field Change Access for Objects with this Category can create contract, legal files and/or request, if the appropriate file type is selected in the create dialog.
  • In addition to the permissions in the category, the affected members must have at least restricted access to the contract folder (see chapter “Access Rights“) or the legal area (see chapter “Access Rights“).

TemplatesPermanent link for this heading

With the help of templates, you can efficiently create new contract manager files and documents.

Managing Templates CategoriesPermanent link for this heading

Template categories are handy tool for structuring large numbers of templates. When template categories are applied, the corresponding template are grouped by template category in the create dialog of a new object.

Creating a Template Category

In order to create a template category, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Templates“.
  2. Click on the action “Define Template Categories“.
  3. In the field Template Categories, enter the desired name for the template category.
  4. Click on “Click here to create the entered template category“.
  5. Click on ”Define“.

Applying a Template Category

In order to apply a template category, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Templates“.
  2. If no templates exist, click on the action “New“ and create a template for the desired object type.
  3. In the context menu of the template, click on “Properties“.
  4. Switch to the tab “Template“.
  5. In the field Template Categories, select an existing template category.
    Note: In order to remove a template category, select it and press the Backspace key.
  6. Click on “Next“.

Creating a Contract Manager File Type TemplatePermanent link for this heading

In order to create a new contract manager file type template, proceed as follows:

  1. In the contract manager configuration, navigate into the “Templates“ area.
  2. Click the action “New“ and select the desired object type (“Contract“, “Legal File, or “Request“).
  3. Define the desired metadata (for contracts, see chapter “Properties“; for legal files, see chapter “Properties“; for requests, see chapter “Properties“).
  4. Define the desired type.
    Note:
    • If the desired file type cannot be found, abort and create the desired file type before you continue (see chapter “Contract Manager File Types“).
    • The field is only visible if at least one corresponding type has been created (see chapter “Contract Manager File Types“).
  5. Depending on the file type, further tabs may be available. Enter values in the fields therein as well, if necessary.
  6. Click on “Next“.
  7. In the context menu of the contract manager file, click on “Release for Usage“.

Adding a Document and Defining a Template Category

You can add documents to a contract manager file template and assign a template category:

  1. In the context menu of the desired contract manager file template, click on “Properties“.
  2. If necessary, switch to the “Documents” tab and define the documents of the template.
  3. Switch to the “Templates“ tab.
  4. In the field Template Categories, select an existing template category.
    Note: If no template category is assigned to a template, said template is grouped with the category “Teamroom Templates” in the create dialog.
  5. Click on “Next“.
  6. In the context menu of the contract manager file, click on “Release for Usage” or “Re-Release”.

Adding an Attachment

You can add attachment to a contract manager file template and assign a template category:

  1. Navigate into the contract manager configuration and then into the “Templates” area.
  2. Create a contract manager file template.
  3. Configure the template according to your needs.
  4. In the context menu of the template, click on “Release for Usage.
  5. Copy the template.
    Note: Instead of creating a new template, you can select and copy a different content object that is located in the contact of Fabasoft Contracts.
  6. In the context menu of the contract manager file template that you want to add an attachment to, click on “Properties”.
  7. Switch to the “Attachments“ tab.
  8. In the field Attachment Assignments, click on “Add Entry”.
  9. Right-click the column Attachment.
  10. In the menu, click on the name of the previously copied object.
  11. In the dropdown menu of the Property column, select the entry “Name” or “Subject”.
    Note: This setting defines which property contains the name of the attachment.
    Hence, you can define specific names for the attachments of a contract manager file, independent of the attachment’s name in the template.
  12. In the column Name, enter the desired name of the attachment.
    Note:
    • The field name can also contain the placeholders <~objname~> or <~objsubject~>, in order to reference the fields from the template.
    • You can standardize the names of attachment if, for example, you enter the value “Attachment 1: <~objsubject~> in the field Name, and select the entry “Subject” in the field Property in order to store the subject of the attachment in the subject of the template.
  13. Click on “Next“.
  14. In the context menu of the contract manager file template, click on “Re-Release”.

Note:

  • The attachments of a contract manager file template are displayed in the “Text Modules” area or the “Documents” area upon instantiation, depending on their object type.
  • You can use the action IDANGLCONTRACTS@111.100:IsAttachment in text modules to decide if a text module will be inserted or not.

Creating a TemplatePermanent link for this heading

In order to define a document template, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Templates“.
  2. Create a new document, either via the action “New“ or upload via the action “Upload“.
  3. In the context menu of the document, click on “Properties“.
  4. Switch to the tab “Temple“.
  5. In the field Templates Category, select an existing template category.
    Note: By default, if a template is not assigned a template category, said template is listed under “Teamroom Templates“ in the create dialog.
  6. If the template should be usable in any contract manager file, select it in the field File (for example “Contract (App: Contract Manager)“).
    If the template should only be usable in a certain contract manager file type, select it instead (for example “Maintenance Contract“).
    Note: If necessary, read the complementing chapter “Integration in Microsoft Word: new window“ in the document “User Help Fabasoft Cloud“.
  7. Click on ”Next“.
  8. In the context menu of the document, click on “Release for Usage“.

Text ModulesPermanent link for this heading

With the help of text modules, you can insert standard texts into documents.

Creating a Text Module CategoryPermanent link for this heading

Text modules categories define by which category text modules can be found. This way, you can organize and sort the available text module according to your needs.

In order to define a text module category for text modules, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Text Modules“.
  2. Click on the action “Define Text Module Categories“.
  3. Click on “Add Entry“ and then on “New“.
  4. In the field Text Modules Categories, enter the desired name of the text module category.
  5. Click on ”Next“.
  6. Click on ”Define“.

The text module category can be assigned to a text module via the field Text Module Categories.

Creating a Text ModulePermanent link for this heading

In order to define a text module, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Text Modules“.
  2. Click on the action “Create Text Module“.
  3. Select “Static Text Module (Text)“ or “Static Text Module (Word)“ and click on “Next“.
    Note: An object of the type “Static Text Module (Text)“ contains only unformatted text, whereas an object of the type “Static Text Module (Word)“ contains a Microsoft Word document which can be formatted.
  4. In the field Name, enter the desired name for the text module.
  5. In the field Text Module Categories, select the desired text module category by which the text module is made available when inserting it into the Word document.
  6. In order to restrict the text module to documents in a specific language, optionally select the specific language in the field Text Module Language.
  7. If you create a text module (Text), you can enter the desired unformatted text in the field Text.
  8. Switch to the tab “Usage“ and define the desired usage of the text module.
    Note: If necessary, read the complementing chapter “Defining Text Modules: new window“ in the document “User Help Fabasoft Cloud“.
  9. If the text module should be used in a certain contract manager file type, enter said file type in the field Files.
  10. Click on “Next“.
  11. If you have selected a text module (Word), you can enter the desired text via the context menu action “Edit“ or “Upload“.
  12. In the context menu of the text module, click on “Release for Usage“.

Note:

  • A text module cannot be used before it is released.
  • If a released text module is changed, it must be re-released via the corresponding context menu action. The release can be withdrawn as well.
  • In document templates, text modules can be inserted directly as well as in the form of placeholders. If inserted as a placeholder, said placeholder is only resolved and replaced by the context of the text modules upon the instantiation of the template.
    In the field Expression for Further Restrictions or Usability in the “Usage“ tab of the text module, you can define an expression that is handled during the instantiation of a template in order to decide if the context of the text module will be replaced or ignored/discarded.
  • In order to improve the organization of your text modules, you can create a hierarchy of text module folders (via the action “Create Text Module Folder“).

Creating a Time IntervalPermanent link for this heading

In order to create additional intervals, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Presettings“.
  2. Click on the action “Create Presetting“.
  3. Click on the entry “Time Interval”.
  4. In the field Multilingual Name, enter a meaningful name for the time span.
  5. In the field Time Interval, enter the desired number.
  6. In the field Unit, enter the desired temporal unit.
  7. Click on “Next“.
  8. In the context menu of the time interval, click on “Release for Usage”.

Default ThesaurusPermanent link for this heading

The contract manager comes with a pre-initialized thesaurus. This thesaurus is meant to contain and provide terms for tagging objects. Once there are terms in the default thesaurus, they are suggested as tags in contract manager files and fields/button necessary for tagging are displayed.

This “Default Thesaurus for New Terms” can be found in the contract manager configuration in the “Thesauri” area.

Defining a Default ThesaurusPermanent link for this heading

If you want to configure a custom default thesaurus, proceed as follows:

  1. Create a new custom thesaurus if you do not have one (see chapter “Creating a Thesaurus“).
  2. Navigate into the contract manager configuration und click the action “Settings“.
  3. Switch to the tab “Default Values“.
  4. In the field Default Thesaurus for New Terms, select the desired thesaurus.
  5. Click on “Next“.

Creating a TermPermanent link for this heading

In order to create a new term for tagging, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Thesauri“.
  2. Navigate into the default thesaurus.
    Note: If you did not make any changes to the default setting, it is named “Default Thesaurus for New Terms“.
  3. Click on “Add Entry“ and then “New“.
  4. Enter a name for the term.
  5. Optionally, enter a scope note.
  6. Click on “Next“.

Add all desired terms that you want to use for tagging in your contract manager files.

Tagging a Contract Manager FilePermanent link for this heading

You can use the created terms for tagging contract manager files.

In order to tag a contract manager file with terms from the default thesaurus, proceed as follows:

  1. Navigate into the desired contract manager file.
  2. Click on the action “Properties“.
  3. Select the desired entries in the field Terms or via the button Choose Terms.
    Note: This field and button are only visible if at least one term is available in the default thesaurus.
  4. Click on “Next“.

If you cannot find the appropriate term, you can create it, either in the thesaurus (see chapter “Default Thesaurus“) or in the field Terms:

  1. Enter the desired terms in the field Terms.
  2. Click on “Click here to create the entered term“.

The new term is then entered into the field Terms and added to the default thesaurus in the background.

Note:

  • Tagging contract manager files allows for a more detailed search.
  • Once you have tagged contract manager files, it is recommendable to add the column “Terms“ in detail view. Open the context menu in the column header and select “Add Column“ > “General“ > “Terms“.

Structural ThesauriPermanent link for this heading

Besides the conventional thesaurus for tagging contract manager files, a thesaurus can also be used to structure templates of contract manager files. A so-called structural thesaurus makes use of another property of e regular thesaurus, namely the stratification of top concepts and narrower terms. This is used to simplify the creation of contract manager files if there is (or will be) a large number of templates for said files.

Prerequisites

Using a structural thesaurus necessitates the following:

  • a thesaurus containing the desired term hierarchy,
  • templates for contract manager files that are appropriately configured,
  • the correct settings in the contract manager configuration, and
  • the correct settings in the contract manager lists.

Note: Using the structural thesaurus functionality may change the create dialogs of the contract manager files that is configured for. The instructions in chapters ”Creating a Contract“, ”Creating a Legal File“ or ”Creating a Request“ will require extra steps.
Instructions for creating contract manager files while using structural thesauri can be found in chapter ”Creating a File From a Thesaurus“.

Functionality

The following example is supposed to illustrate the mechanics of structural thesauri:

  1. Create a top concept in your structural thesaurus.
  2. Then create three narrower terms.
  3. In each of these, create two more narrower terms.

It follows that

  • “Term 1“ contains “Term 1.1“ contains “Term 1.1.1“
  • “Term 1“ contains “Term 1.1“ contains “Term 1.1.2“
  • “Term 1“ contains “Term 1.2“ contains “Term 1.2.1“
  • “Term 1“ contains “Term 1.2“ contains “Term 1.2.2“
  • “Term 1“ contains “Term 1.3“ contains “Term 1.3.1“
  • “Term 1“ contains “Term 1.3“ contains “Term 1.3.2“

The entire hierarchy is thus three levels deep and the lowest level contains six terms. These six terms  in the lowest level (from “Term 1.1.1“ to “Term 1.3.2“) represent the entries that you can choose from when creating the templates (see chapter ”Creating a Template“).

The sum of all terms in the lowest structure level is the maximum amount of entries offered. Thus, you can scale your structural thesaurus to be either deeper or broader, and you can assign any number of templates to the terms in the lowest level.

Note: The use of structural thesauri and the restriction of template categories can be combined.
If necessary, read the complementing chapter “Managing Templates Categories“ and subsequently chapter “Restricting Templates“; the instructions apply to all contract manager files.

Creating a ThesaurusPermanent link for this heading

In order to create a new thesaurus, proceed as follows:

  1. In the contract manager configuration, navigate into the area “Thesauri“.
  2. Click on the action “New“.
  3. Enter the name of the thesaurus.
  4. Optionally, enter a scope note.
  5. Click on ”Next“.

Creating a Term HierarchyPermanent link for this heading

A term hierarchy consists of numerous terms that are structured as a single top concept and any number of narrower terms (which, in turn, can contain any number of narrower terms themselves).

Each term object (i.e. top concept and narrower term) has an area named “Narrower Terms” that displays said narrower terms. Also, a thesaurus can contain any number of top concepts and their respective narrower terms.

Note: It is strictly recommended to create a new thesaurus if you want to use the structural thesaurus functionality in order to better track of its content.

In order to create a term hierarchy, proceed as follows:

  1. Navigate into the desired structural thesaurus.
  2. Click on the action “Create Top Concept”.
  3. Enter the name of the term.
  4. Optionally, enter a scope note.
  5. Click on ”Next“.
  6. Navigate into the newly created top concept.
  7. Click on the action “Create Narrower Term“.
  8. Repeat the previous steps until the desired term hierarchy is complete.

Note: There can only be one thesaurus for the templates for each kind of contract manager file, hence organizing the desired terms within one or more top concepts is up to your preference.

Defining SettingsPermanent link for this heading

In order to define the setting for the use of structural thesauri, proceed as follows:

Contract Manager Configuration

  1. Navigate into the contract manager configuration.
  2. Click the action ”Settings“.
  3. Switch to the tab “Administration“.
  4. Navigate to the three fields beginning with Thesaurus for Structuring.
  5. Select the desired thesaurus in the desired field.
    The thesaurus applies to the desired templates of contract, legal files or requests.
  6. Click on ”Next“.

Contract Folder and/or Legal Area

  1. Subsequently, navigate into the desired contract folder or legal area that should use the functionality of the structural thesaurus.
  2. Click the action ”Settings“.
  3. Switch to the tab “Administration“.
  4. Depending on your selection in the contract manager configuration, at least one field beginning with Terms for Structuring is visible. Navigate to these fields.
  5. This field displays all top concept that are contained in the structural thesaurus.
  6. Select one or more top concepts that you want to use.
  7. Click on ”Next“.

Note: The settings change the create dialogs of contract manager files that are created from, among others, the contract manager dashboard or from an assignment instance (e.g. supplier)

Creating a TemplatePermanent link for this heading

If templates should be used in the context of structural thesauri, it is necessary to link it to the structure levels of the top concept.

  1. Create a template for a contract manager file. If necessary, read the complementing chapter “Creating a Contract Manager File Type Template“.
    Note: Also assign a contract manager file type to the template.
  2. Open the properties of the template.
  3. In the field Term for Structuring, select a term that equates to the current level of the structural thesaurus.
  4. Click on ”Next“.
  5. Create another template and select a term of the same level or of a lower level (depending on the number of terms in the respective structure levels).
  6. Continue until all desired terms are paired with templates for the numerous levels.

Note: If you assign template categories to the templates as well, you can further graduate and restrict the templates and the contract folder or the legal area.
If necessary, read the complementing chapter “Managing Templates Categories“ and subsequently chapter “Restricting Templates“; the instructions apply to all contract manager files.

Creating a File From a ThesaurusPermanent link for this heading

The following set of instruction explains the creation of a contract from a contract template while using a structural thesaurus.

  1. Navigate into the contract manager dashboard.
  2. Click on the action “Create Contract“.
  3. Instead of the usual create dialog, you will see a dropdown menu. Select a template from the menu. This template equates to the term that one level below the top concept in the structural thesaurus.
  4. A new dropdown menu is made visible. Select another entry (which is two levels below the top concept).
  5. Continue selecting until you reach the desired template.
  6. Click on ”Next“.
  7. If necessary, read the complementing chapter “Creating a Contract“.

ReportsPermanent link for this heading

Reports can be defined in the contract manager configuration as well as in contract manager lists. The reports in the configuration are available in all contract manager lists. The report generated by members are displayed in the “Report Results“ area of the configuration or list.

Fabasoft Contracts offers the following report types:

  • Microsoft Excel reports
  • OData reports
  • BIRT reports

Note: When defining a report, keep in mind that its visibility is dependent on the settings regarding the locale. In the “Report” tab, activate the option “Visible for all Locales” if the field Report Locale displays an entry and the report should be visible despite the locale defined in the members’ basic settings. Read the complementing chapter ”Account Menu: new window“ in the document ”User Help Fabasoft Cloud“.

Creating an Excel ReportPermanent link for this heading

In order to define a Microsoft Excel report, proceed as follows:

  1. Navigate into the contract manager configuration (or into the desired contract manager list).
  2. Navigate into the area “Reports“.
  3. Click on the action “Create Report“.
  4. Select the entry “Microsoft Excel Report“.
  5. In the field Multilingual Name, enter a name for the report.
  6. In the field Report Language, you can select a language. The report will only be available to members with the same language setting.
  7. In the field Scope, define which scope should be the data source of the report.
    Note: If the report should be offered in the contract manager dashboard, select the entry “Contract Manager Dashboard”. After creating the report, it is available as the action “Create Report <report name>” in the dashboard.
  8. In the field Properties for Report, define which properties shall be used in the report.
    If you want a report on all contracts available to the member, select “Contracts”.
  9. If necessary, activate the option Include Release Versions Only in order to exclude draft versions of objects.
    Note: If you activate the options, you can enter object types in the field Exceptions for Release Versions (or enter an asterisk (*) to search) whose release versions are not used if instances of said object types appear in the values of objects.
  10. If necessary, activate the option Include Valid Objects Only, in order to include objects in the search that are currently valid.
    Note: Objects can be limited in their validity by the properties “Valid From” and “Valid Until”.
  11. If necessary, activate the option Filter Values in order to enter a custom filtering expression in the field Expression for Filtering Values.
  12. In order to restrict the members who are able to create the report, define them in the field Report Generation Restricted to if necessary.
    Note: If you want to define a restriction, it is recommended that you add yourself to the list temporarily in order to test and adjust the report after creating it. Remove yourself from the field afterward.
  13. Define the desired column of the report in the field Report Columns.
    Note: Depending on the size of the browser window, not all columns may be visible. In this case, click on “Show Details” in order to show all columns.
    • Property
      Define the field to add it as a report column.
    • Expression for Label
      Define an expression for label of this column.
      Note: If there is a value selected in the field Property, the name of the property is used as a label for the column by default and there is no need to define a custom value for the field Expression for Label. If you define an expression manually, it will be used as the column label instead.
    • Type of Column
      Define this desired type of column.
    • Expression for Value
      Define an expression for computing the value of the cell. This expression is executed for every object in the field Properties for Report, which, in this example, applies to all contracts in the area “My Contracts” in the contract manager dashboard.
      Note:
      If there is a value selected in the field Property, the name of the property is used as a label for the column by default and there is no need to define a custom value for the field Expression for Value. If you define an expression manually, it will be used instead.
    • Width
      Define the desired column width if necessary.
  14. If necessary, define further columns in the field Objects for Additional Report Columns.
    Note: If you define an object type or a form in this field, all of their fields are incorporated in the report.
  15. If necessary, activate the option Generate CSV in which case you receive a report in CSV format instead of an Excel worksheet.
  16. In the case of rather extensive reports it is recommended to activate the option Optimize Memory Usage. If activated, dynamic contents of the report template are not handled.
  17. If necessary, activate the option Store Report Result in Personal Dashboard to define that the results are only available in the dashboard of the member creating the report in its defined scope.
  18. Click on ”Next“.

The report is now available in the desire scope as an action with an Excel icon.

Note:

  • You can import column definitions and/or column format into a report if you already have an appropriately designed Excel worksheet. In order to do so, navigate to the desired report, click the context menu action ”Import Column Definitions“ or “Import Column Formats“, and import the desired worksheet.
  • Alternatively, you can change the column format via a report result as well. In order to so, navigate to the desired report result, download it via the context menu action, design the desired column format, upload it back into the result in the cloud, and then click then context menu action “Take Column Format“ in adopt the new format into the original report.

Creating an OData ReportPermanent link for this heading

In order to define an OData report, proceed as follows:

  1. Navigate into the contract manager configuration (or into the desired contract manager list).
  2. Navigate into the area “Reports“.
  3. Click on the action “Create Report“.
  4. Select the entry “OData Service“.
    Note: If you do not have a volume license for OData services, you can create the service but I cannot deliver any data.
  5. In the field Name, enter a name for the OData service.
  6. In the field Language, define the language in which the strings should be presented (if they are multilingual).
  7. In the field Use Programming Name, define if object types and properties should be displayed with their respective programming names.
  8. In the field Cache Duration, define how long data is kept in the cache. You can define values for both hours and minutes.
  9. In the field Restrict Data to Objects From, define the scope of the OData service. It provides only data from objects that are assigned to the selected scope.
  10. Click on ”Next“.
  11. If necessary, activate the option Use Source Object. This option allows you to determine object types and properties using an initial object and use them to define a model for the OData service.
    Note: The determined object types and properties can be adjusted afterwards.
  12. If you activate the option Use Source Object, you can select the desired object in the field Source Object or enter an asterisk (*) and search for it.
  13. Click on ”Next“.
  14. In the field Type, select the object type whose properties you want to add to the model for the OData service. You can select the desired type from the list or search for it by clicking “Find more entries” and entering an asterisk (*).
  15. Click on ”Next“.
  16. Select the desired properties of the previously selected object type in the list.
  17. Click on ”Add Selected”.
  18. In the field Properties, add any further property that you want to add to the OData service model.
  19. In the field Provided Data, define how the objects of this type shall be provided.
    Note: Depending on your selection, only the objects referenced by other others are used (entry “Referenced Objects“) or, additionally, all objects found during the search (entry “Found Objects“) - the search considers your selection.
  20. Click on ”Next“.
  21. If necessary, change or expand the model in the final overview.
    • Click on “Add Entry” in order to open a dialog wherein you can add and define a type.
    • In the field Model, select an existing type, click the context menu action “Properties” and change the desired properties.
  22. Click on “Next“.
  23. Copy the provided link to your OData service and save it in a text file.
  24. Click on ”Next“.
  25. In the context menu of the OData service, click on “Release for Usage“.
  26. Configure the connection to the data source.
    Follow the instructions in chapter ”Access for Applications: new window“ in the document ”User Help Fabasoft Cloud“.

Note:

Creating a BIRT ReportPermanent link for this heading

In order to define a BIRT report read the White Paper “Fabasoft Integration for Eclipse BIRT: new window“. This document provides instructions for the configuration and subsequent handling of Eclipse BIRT as well as an example for the structure of the report.

Once you have created and exported a BIRT report file, proceed as follows:

  1. Navigate into the contract manager configuration (or into the desired contract manager list).
  2. Navigate into the area “Reports“.
  3. Click on the action “Create Report“.
  4. Select the entry “BIRT Report“.
  5. In the field Multilingual Name, define a name for the report.
  6. In the field Report Language, you can select a language. The report will only be available to members with the same language setting.
  7. In the field Report Format, select the desired output format.
  8. In the field Scope, define which scope should be the data source of the report.
    Note: If the report should be offered in the contract manager dashboard, select the entry “Contract Manager Dashboard”. After creating the report, it is available as the action “Create Report <report name>” in the dashboard.
  9. In the field Properties for Report, define which properties shall be used in the report.
    If you want a report on all contracts available to the member, select “Contracts”.
  10. If necessary, activate the option Include Release Versions Only in order to exclude draft versions of objects.
    Note: If you activate the options, you can enter object types in the field Exceptions for Release Versions (or enter an asterisk (*) to search) whose release versions are not used if instances of said object types appear in the values of objects.
  11. If necessary, activate the option Include Valid Objects Only, in order to include objects in the search that are currently valid.
    Note: Objects can be limited in their validity by the properties “Valid From” and “Valid Until”.
  12. If necessary, activate the option Filter Values in order to enter a custom filtering expression in the field Expression for Filtering Values.
  13. In order to restrict the members who are able to create the report, define them in the field Report Generation Restricted to if necessary.
    Note: If you want to define a restriction, it is recommended that you add yourself to the list temporarily in order to test and adjust the report after creating it. Remove yourself from the field afterward.
  14. If necessary, activate the option Store Report Result in Personal Dashboard to define that the results are only available in the dashboard of the member creating the report in its defined scope.
  15. Optimally, in the field Report Info, define values for the properties “Key”, “Label” and “Value”.
    Note: If these properties have values, they are fetched during report creation and integrated into the XML that is committed to the BIRT report. They are contained in the node info (under the main node data) with any further node stemming from the property “Key”.
  16. In the field Content, attach the file containing the BIRT report template.
  17. Click on ”Next“.

The report is now available in the desired scope as an action that bears the icon of the desired file format (HTML document, Excel worksheet, PowerPoint slides, Word document, or PDF document).

Access RightsPermanent link for this heading

In the tool area of the contract manager configuration, click the “Team” action to assign access rights to members, teams and/or organizational units. These access rights allow members to use the contract manager, and the contract manager dashboard is automatically placed on their “Home” area.

The individual access rights are explained below:

  • Contract Manager Administrator
    Contract manager administrators can manage configuration settings, and create/manage contract manager lists, forms and categories, BPMN processes, templates, text modules and reports.
  • Contract Manager Users
    Contract manager users can manage contract manager files. In order to gain access to contract manager files, contract manager users must also be granted access to contract manager lists.
  • Contract Manager Users (Restricted Access)
    Contract manager users with restricted access can access the same objects as the contract manager users, with the exception of specific customization objects that can be created in the contract manager configuration. More specifically, contract manager users with restricted access do not have access to objects like reports, insight apps, processes, templates and text modules.
  • 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.
  • Contract Manager Supervisors
    Contract manager supervisors have access to all contract manager lists (read access).
  • Contract Manager Inspection
    Members with this role can inspect contract manager files. In order to gain access to contract manager files, these members must also be granted access to the corresponding contract manager lists.
  • Contract Manager Inspection (Restricted Access)
    Users with this role can access the same objects as the users with contract manager inspection rights, with the exception of specific customization objects that can be created in the contract manager configuration. More specifically, users with this role do not have access to objects like reports, insight apps, processes, templates and text modules.

Note: The roles Contract Manager Supervisors and Contract Manager Inspection are only available, once the app “Contract Manager (Inspection)” is licensed.

Additional Information on the Customizing User

A customizing user cannot create contract manager lists but he/she can create and configure templates for contract manager lists.

Also, make sure that a customizing user is allowed to create form and categories. Proceed as follows:

  1. Navigate to “Home”.
  2. Navigate into the widget of your cloud organization.
  3. Navigate into the “Membership“ area.
  4. Navigate into the “Members“ area.
  5. In the context menu of the desired member, click on “Properties“.
  6. Switch to the tab “Policies“.
  7. Check if the option Edit Forms and Categories is active.
  8. If it is not, activate it and click on “Next“.