2023 February Release

Legal AreasPermanent link for this heading

A legal area serves to file and organize legal files as well as contractual clauses. In legal areas, access rights and settings can be defined.

A legal area is largely identical to a contract folder in terms of functionality and properties. However, there are a few differentiating factors between the two:

  • Members of a legal area are usually employees of legal departments. Depending on the size and structure of the organization there are either only one/few legal areas or every legal department (labor, tenancy, antitrust, etc.) is given its own legal area.
  • Legal areas are often used to store text modules containing contractual clauses (see chapter ”Text Modules“). For example, the legal area for labor law would be home to text modules that are relevant for labor agreements, while the legal area for tenancy would so contain text modules pertaining to lease agreements, etc.
  • Legal areas can also be used to manage legal files that concern existing contracts. If there are contract disputes and corresponding legal actions, a legal file serves as a container for documents regarding the dispute. Contracts and legal files are mutually linked for the following reasons:
    • It is easy to determine which contract is disputed if the associated legal file is appropriately named.
    • There is a clear distinction between the documents of the original contract and the documents belonging to the dispute.

Note: Legal areas, contract folders and configuration lists 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

Legal areas as divided into the following areas:

  • Current Legal Files
    Displays the current legal files in the current legal area.
  • Elapsed Legal Files
    Displays the elapsed legal files in the current legal area.
  • Referenced Legal Files
    Displays the referenced legal files that originate in a different legal area.
  • Current Requests
    Displays the current request in the current legal area.
  • Elapsed Requests
    Displays the elapsed request in the current legal area.
  • Referenced Requests
    Displays the referenced requests that originate in a different contract manager list.
  • <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 legal area.
  • 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:

  • Uploads
    Uploads folders or documents in order to create legal files. 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 legal file.
  • Synchronize
    Synchronizes this legal area and the file system.
  • Define Logo
    Defines the logo of the legal area. You can either upload a new image or select an existing one.
  • Prepare Test Environment
    Creates a copy of the legal area in order to test the settings before the original legal area is used in a live system (see chapter “Preparing a Test Environment“).
  • Show New Events
    Displays changes and events relating to the current legal area.
  • 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 legal area.
    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 legal area.

SettingsPermanent link for this heading

In the settings of a legal area, you can specify the following:

Tab “Legal Area“

  • 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 legal area 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 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 legal file.
  • 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 Legal File Types
    Defines if all legal file types from the contract manager configuration can be used or if only a select few are available.
  • Prevent Creation of Legal File Types as Terms
    Defines if only categories and forms can be used as legal file types.
    Note: It is recommended to activate this option and create new legal file types from forms only (see chapter “Contract Manager File Types“).
  • Legal File Types
    Defines which legal file types are available.
    If the option Restrict Legal File Types is active, you can manually select the available legal file types and create a custom list. Otherwise, all legal file types from the contract manager configuration can be used.
  • Default Category for New Legal Files
    Defines the category assigned to a legal file upon creation.
  • Default Legal File State
    Sets the default value for initializing the status of new legal files.
  • 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 “Legal Area” 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 legal request from forms only (see chapter “Contract Manager File Types“).
    • This field is only visible if the option Allow Request in the “Legal Area” 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 “Legal Area” 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 “Legal Area” 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 legal file.
    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 legal files in the legal area (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 legal area (which is not allowed by default).
    Note: This field is only visible if the option Allow Request in the “Legal Area” 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 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 Legal File Templates by Template Categories
    Defines if the available legal file templates will be restricted by existing template categories.
  • Allowed Template Categories for Legal Files
    Defines which templates are available in the selection dialog prior to the creation of a new legal file by selecting the desired template categories.

    Note: This field is only visible if the option Restrict Legal File Templates by Template Categories is active.
  • Thesaurus for Structuring Legal File Templates
    Defines the terms used for the structural thesaurus of legal files.
    Note: This field is only visible if a value is defined in the field Thesaurus for Structuring Legal File 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.
  • Multiple Internal Responsibles
    Defines if a legal file can be assigned multiple internal responsibles.
  • Multiple Internal Purchasers
    Defines if a legal file can be assigned multiple internal purchasers.
  • Multiple Internal Editors
    Defines if a legal file can be assigned multiple internal editors.
  • Hidden Elements in Legal Files
    Defines which fields in legal files are hidden (see chapter “Defining Required/Hidden Fields“).
  • Required Properties in Legal Files
    Defines which fields in legal files are required (see chapter “Defining Required/Hidden Fields“).
  • Hidden Elements in Requests
    Defines which fields in requests are hidden (see chapter “Defining Required/Hidden Fields“).
    Note: This field is only visible if the option Allow Request in the “Legal Area” tab is active.
  • Required Properties in Requests
    Defines which fields in requests are required (see chapter “Defining Required/Hidden Fields“).
    Note: This field is only visible if the option Allow Request in the “Legal Area” 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 legal area.
    Note:
    • Members holding only restricted access in the legal area 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“.
  • Debug Mode
    Defines if the Debug Mode is active. This mode is used for analytical purposes and may relevant if need for support arises.

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 legal area.
  • Approval Definitions
    Defines approval levels and approvers in the legal area.
    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 configuration list. The order in which the signers are entered is the same order in a subsequent signature process (see chapter “Signatures“).

Tab “Address“

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

Tab “History“

Displays a list of the changes made to the metadata of the legal area.

Tab “Canceled Files“

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

Creating a Legal AreaPermanent link for this heading

In order to create a new legal area, proceed as follows:

  1. Navigate into the contract manager configuration.
  2. Click the action “Create Legal Area”.
  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 legal area.
  5. In the field ID, enter a unique abbreviation for the legal area.
    Note: This abbreviation is needed in generating a unique identification for legal files.
  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 Legal File 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 legal area is created and to only omit them in urgent cases.
  11. Optionally, activate the options Allow Creation of Legal Files 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 can be used in templates, formal letters, etc. as individual fields.
  16. Click on “Next”.

Managing Configuration ListsPermanent link for this heading

Managing configuration lists in legal areas is equivalent to contract folders (see chapter “Managing Configuration Lists“).

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

Restricting templates in legal areas is equivalent to contract folders (see chapter “Restricting Templates“).

Restricting Legal File/Request TypesPermanent link for this heading

Restricting legal file types and request types in legal areas is equivalent to contract folders (see chapter “Restricting Contract/Request Types“).

Managing Document CategoriesPermanent link for this heading

Managing document categories in legal areas is equivalent to contract folders (see chapter “Managing Document Categories“).

Defining Required/Hidden FieldsPermanent link for this heading

Defining required and hidden fields in legal areas is equivalent to contract folders (see chapter “Defining Required/Hidden Fields“).

Preparing a Test EnvironmentPermanent link for this heading

Preparing a test environment in legal areas is equivalent to contract folders (see chapter “Preparing a Test Environment“).

Dissolving a Legal AreaPermanent link for this heading

Dissolving legal areas is equivalent to contract folders (see chapter “Dissolving a Contract Folder“).

Access RightsPermanent link for this heading

Defining access rights in legal areas is equivalent to contract folders (see chapter “Access Rights“).