IBM. Administration Guide. IBM Emptoris Contract Management SaaS

Transcription

1 IBM Emptoris Contract Management IBM Administration Guide SaaS

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3 IBM Emptoris Contract Management IBM Administration Guide SaaS

4 ii IBM Emptoris Contract Management: Administration Guide

5 Copyright Note: Before using this information and the product it supports, read the information in Notices on page 235. Copyright IBM Corporation 2012, All rights reserved. Copyright Emptoris 1999, All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GS ADP Schedule Contract with IBM Corp. Copyright IBM Corp. 2012, 2016 iii

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7 Contents Copyright iii Chapter 1. Introduction to the Guide.. 1 Accessing the Application Accessing Emptoris Contract Management Administration Chapter 2. Configuring Emptoris Contract Management Chapter 3. Configuring Emptoris Contract Management Objects Locales Locale Properties Viewing Locales Modifying Locale Properties Currencies Currency Properties Viewing Currencies Creating or Modifying Currencies Activating and Deactivating Currencies Value List System Value Lists Viewing and Editing Value Lists Creating Value Lists System Settings Modifying System Settings Negotiation Settings Language Settings Event Settings Renewal Settings Properties Settings Workflow Settings Deleted Contracts Data Domains Predefined Data Domains Viewing Data Domains Creating Data Domains Deleting Data Domains Data Definitions System Data Definitions Viewing Data Definitions Creating or Modifying Data Definitions Line Definitions Line Origins Standard Line Fields Standard Line Definitions Viewing Line Definitions Creating and Modifying Line Definitions Deleting Line Definitions and Line Clause Templates Line Definition Properties Line Definition Fields Line Definition Clause Default Line Instances Custom Properties Custom Properties in the Contract Language.. 61 Viewing Custom Properties Creating and Modifying Custom Properties Custom Property Term Definitions Custom Property Data Definitions Relationship Types Viewing Relationship Types Creating and Modifying Relationship Types.. 66 Deleting a Relationship Type User Interface Contract Creation Portlets Contract Editor Controls External Organization Controls User Interface Controls Changing User Interface Settings Chapter 4. Configuring Contacts, Users, and Organizations Features Available from the Emptoris Strategic Supply Management Platform Organizations Features and Properties Objects Related to Organizations External Organizations Status of External Organizations External Organization Name Change Accessing External Companies My Company Internal Organizations Internal Organization Structure Contacts and Users Application Access for External Users User Accounts Accessing Users and Contacts Editing Contacts and Users Features and Properties of Contacts and Users.. 88 User Groups User Group Applications User Group Application in Emptoris Contract Management Active and Inactive User Groups Viewing User Groups User Group Properties Chapter 5. Configuring Contract Components Term Definitions Term Data Types Creating Term Definitions Editing Term Definitions Defining List of Values for Terms Organizations in Term Definitions Security for Term Definitions Copyright IBM Corp. 2012, 2016 v

8 Deleting Term Definitions Clause Types Creating Clause Types Deleting Clause Types Clause Templates Accessing Clause Templates Clause Tabs Clause Visibility Permissions Creating Clause Templates Modifying Clause Templates Using Clause Templates in Line Definitions Downloading and Uploading Default Line Instances Deleting Clause Templates Testing Clause Templates Contract Classes Accessing Contract Classes Creating Contract Classes Deleting Contract Classes Contract Templates Accessing Contract Templates Contract Template Tabs Creating Contract Templates Modifying Contract Templates Deleting Contract Templates User-Defined Properties Creating User-Defined Properties Deleting User-Defined Properties Products Accessing Products Product Properties Creating Products Deleting Products Price Lists Accessing Price Lists Price List Details Price Properties Creating Price Lists Creating Derived Price Lists Opening Existing Prices in the Current List Creating New Prices for Current List Deleting Price Lists Language Integrity Language Integrity Checks Properties for Controlling Language Checks Chapter 6. Security Administration 145 Security Lists Assigning Users and User Groups to Security Lists 146 Administering Permissions to Users and Groups 146 Adding Users and User Groups to Permissions and Permission Groups Organization-Restricted Grants Security Options for Folders Chapter 7. Notifications and Approvals Notifications Features that Trigger Notifications Recipients of Notifications Notifications on Mobile Devices Notification Templates Enabling and Disabling Notifications for System Events Notification System Events Notification Rules Approvals Rule Set Approval Rules Quote Generation Rules Properties of Quote Generation Quote Generation Rule Details Chapter 8. The Interview Wizard Overview Prerequisites Interview Wizard Components Result of an Interview Wizard Security and Permissions Accessing the Interview Wizard Navigation Path Interview Design Guidelines Effective Processes Effective Interview Designs Effective Interview Steps Preview an Interview Design Step Designs Input Controls Exit Actions Step Design Properties Creating a Step Design Duplicating a Step Design Interview Designs Navigation Actions Basic Configurations for an Interview Design 215 Creating an Interview Design Duplicating an Interview Design Expressions and Conditions Types of Expressions and Statements Variables Constants Operators Functions Examples of Step Designs and Interview Designs 225 Creating a Step Design to set the Contract Class and Contract Name Creating a Step Design to Insert a Clause in the Contract Creating a Step Design to Set a Term in the Contract Creating an Interview Design Appendix. Locale Mapping Notices vi IBM Emptoris Contract Management: Administration Guide

9 Chapter 1. Introduction to the Guide The IBM Emptoris Contract Management application is used for creating and managing contracts between two legal parties. The Administration Guide describes the features that are listed in the Administration module of the Emptoris Contract Management application. With the administration features, you can define and manage objects, configure system settings, and define activities for users. Audience The Administration Guide is meant for users with administrative permissions. Users who have permissions for the features in the Administration module can also use the guide to understand the features. How to use the guide The following table lists the chapters in the guide and the description. Use the table to understand the divisions in the guide and to understand what each chapter contains. Table 1. Chapters in the Administration Guide Chapter Configuring Emptoris Contract Management Configuring Emptoris Contract Management Objects Configuring Contacts, Users, and Organizations Configuring Contract Components Notifications and Approvals Configuring Interviews Description Provides an overview of the procedures that are required for configuring the application for the first time. Describes the general objects in Emptoris Contract Management. Describes features that relate to contacts, users, organizations, and their access to the application. Describes templates and master object components that are used to create contracts. Describes features that are related to notifications and approvals. Describes the Interview Wizard feature that is used to create interviews. Accessing the Application You must access the Emptoris Contract Management application from the IBM Emptoris Strategic Supply Management Platform. You can access various features of the Emptoris Contract Management application and perform actions based on the permissions granted to you. Complete the following steps to access Emptoris Contract Management: 1. Log in to the Emptoris Strategic Supply Management Platform through single sign-on using the user name and password provided to you. 2. On the IBM Emptoris Strategic Supply Management landing page, click Contract Management to go to Emptoris Contract Management Home page. Copyright IBM Corp. 2012,

10 3. To navigate to Emptoris Contract Management from the Emptoris Strategic Supply Management Platform, click IBM Emptoris Virtual Supply Master. On the IBM Emptoris Strategic Supply Management landing page, click Contract Management. Note: If you are using branding to customize the names of the Emptoris Suite applications, the application names mentioned in the preceeding steps might be different. Contact the system administrator for more information. Setting the default application You can set the default application that you want to access when you log in to the Emptoris Strategic Supply Management Platform from the user preferences. In the Emptoris Strategic Supply Management Platform, go to User Profile > Preferences. Select Contract Management as the Landing Application. Accessing Emptoris Contract Management Administration You can access all the Emptoris Contract Management administration objects from the Administration tab. To access the Administration tab of Emptoris Contract Management, on the Home page, click the Administration icon. The Administration tab opens. 2 IBM Emptoris Contract Management: Administration Guide

11 Chapter 2. Configuring Emptoris Contract Management With Emptoris Contract Management, you can create and manage contracts for your organization. You can create internal and external users and parties, and create different types of categories and contracts. Configurations for the first time After you install Emptoris Contract Management for the first time, you must configure the application, and create master objects in the application. These master objects can be used when you create contracts. You must also configure properties to be used in the contracts. Table 2. Configuring Emptoris Contract Management for the first time. Objects Currencies Value Lists System Settings Data Domains Data Definitions Custom Properties Relationship Types User Interface Internal Organizations Description Create, enable, or disable currencies. Define values for pre-supplied value lists, create new value lists, and define custom pricing codes. Configure settings for the root internal organization. Create data domains to use in user-defined fields in contract lines. Create data definitions to apply to extended standard line definitions in contract templates. Define custom properties to apply custom fields to all external organizations, products, or contracts. Set up relationship types to link contracts and external organizations. Configure the user interface to customize user interactions. In the Emptoris Strategic Supply Management Platform, set up all internal organizations along with their addresses, phones, and contacts. User Groups Permission Groups User Group Security For more information, see the IBM Emptoris Strategic Supply Management Platform Administrator Guide. In the Emptoris Strategic Supply Management Platform, set up user groups. You can also use the pre-defined user groups. For more information, see the IBM Emptoris Strategic Supply Management Platform Administrator Guide. Create permission groups for internal users to represent people who work on contract-related activities such as contract creation, language editing, approval, and negotiation, and renewals management. You can also use the pre-defined groups. For more information, see the IBM Emptoris Contract Management System Administration Guide. Define the feature and class-level security for the user groups. For more information, see the IBM Emptoris Contract Management System Administration Guide. Copyright IBM Corp. 2012,

12 Table 2. Configuring Emptoris Contract Management for the first time. (continued) Objects User Registration Notices Description In the Emptoris Strategic Supply Management Platform to define or edit user registration notices before you create more users. Users and User Accounts External Organizations System Settings Contract Folders Term definitions Contract Classes Clause Types User-Defined Properties Products Price Lists and the Prices Line Standards Clause Templates For more information, see the IBM Emptoris Strategic Supply Management Platform Administrator Guide. In the Emptoris Strategic Supply Management Platform, set up users and apply user accounts to them. Assign these users to appropriate user groups. For more information, see the IBM Emptoris Strategic Supply Management Platform Administrator Guide. In the Emptoris Strategic Supply Management Platform, create external organizations (external companies), their addresses, phones, and contacts. For more information, see the IBM Emptoris Strategic Supply Management Platform Administrator Guide. Define system settings for each additional organization. You can upload format templates for contracts and set up defaults for contract events. Create a baseline hierarchy of contract folders to catalog contracts in the repository and apply security to them by using the user groups and permission groups. For more information, see the IBM Emptoris Contract Management User Guide. Create term definitions and assign internal organizations and security. A term definition can be shared by several organizations. Create contract classes to classify contracts and contract templates. A contract class can be used by any internal organization. Create clause types to classify clause templates. A clause type can be used by any internal organization. Create user-defined properties for using in clause templates. A user-defined property can be used by any internal organization. Create products, specify whether the products are renewable and whether a replacement product can be used for renewal. A product can be used by any internal organization. Create price lists and the prices for each product. Specify whether a replacement price list can be used for renewal. A price list can be used by any internal organization. Create line definitions or extend standard line definitions. Create language clause templates and add the clause language, terms, approvals, internal organizations, and security to each template. A clause template can be shared by several organizations. 4 IBM Emptoris Contract Management: Administration Guide

13 Table 2. Configuring Emptoris Contract Management for the first time. (continued) Objects Contract Templates Approvals Quote Contracts (Quote Generation) Notification templates Notifications Notifications Rules Interview Wizard Process Schedules Description Create contract templates and add clauses, terms, line standards, approvals, folders, internal organizations, and security to them. A contract template can be shared by several organizations. You can also establish contract events within contract templates and select the notification templates that are used for these events. Create approval rules to set up dynamic conditions and approvals lists. Use the Quote Generation feature to enable renewal quote contract generation and notifications for the root internal organization and then for each additional organization. Associate a notification template with each quote generation rule. Define notification templates for events. You can later configure them by organization. A notification template can be used by any internal organization without restriction. Enable system event notifications for the root internal organization and then for each additional organization. Set notification rules to enable renewal notifications and other rule-based notifications for the root internal organization and for each additional organization. Associate a notification template with each notification rule. Set up step designs and interview designs for contract creation. Schedule automatic contract-related notifications, contract change-of-status, and renewal quote contract generation. The process schedules apply to all internal organizations. Reporting For more information, see the IBM Emptoris Contract Management System Administration Guide. If you are using IBM Emptoris Contract Management Reporting, set up folders and security for reports. For details, see the IBM Emptoris Contract Management Key Business Reports Guide. Chapter 2. Configuring Emptoris Contract Management 5

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15 Chapter 3. Configuring Emptoris Contract Management Objects When you first install Emptoris Contract Management, you must set up general behaviors and properties common to different kinds of objects. CAUTION: Concurrent editing of any object is not supported. Any changes that you make may not be saved. List Of Objects The following objects are available in Emptoris Contract Management. Table 3. Objects Objects Locales Currencies Value Lists System Settings Line Definitions Custom Properties Relationship Types User Interface Functions Defines locale, time zone, date display format, and number display format. Defines the currencies that you use. Defines the Emptoris Contract Management drop-down list choices. Defines the data definitions that you can use to define line fields. Manages line definitions and line clause templates. Manages your own properties to apply to all organizations, products, or contracts. Manages the types of interrelationships between contracts. Manages the behavior of certain controls during the creation or editing of contracts. Locales Locales include the time zone, date format, and number display format in the application for users. Configurations in IBM Emptoris Strategic Supply Management Platform Locales for all users in Emptoris Contract Management are configured in the Emptoris Strategic Supply Management Platform. The preferences that are set in the Emptoris Strategic Supply Management Platform are mapped to the existing locales in Emptoris Contract Management. You can edit the preferences in Emptoris Strategic Supply Management Platform. See the Appendix for the mapping of the date and number format in Emptoris Strategic Supply Management Platform and the locales in Emptoris Contract Management. Copyright IBM Corp. 2012,

16 Time zones The names of time zones in the Emptoris Strategic Supply Management Platform and Emptoris Contract Management differ. However, although the names differ, the time zones are the same. Example: The America/New York (UTC-5:00) time zone in Emptoris Strategic Supply Management Platform is the same as the (GMT-05:00) Eastern Time (US & Canada) time zone in Emptoris Contract Management. You can configure the time zones for internal organizations in Emptoris Contract Management. Locale Properties For an Emptoris Contract Management user, the locale, time zone, date format, and number display format are configured in the Emptoris Strategic Supply Management Platform. The preferences that are set in the Emptoris Strategic Supply Management Platformare mapped to existing locales in Emptoris Contract Management. The following table lists the properties of locales. Table 4. Locale Properties Feature Description Date Format Order Select the order in which the month, day, and year must be displayed in the Short Date Format. Delimiter Leading zeros Sample Date Select the delimiter that can be used to separate the month, day, and year. For example, select / to display mm/dd/yyyy or select - to display mm-dd-yyyy. Specify whether leading zeros can be included for the month or day if the numeric value of the month or day is less than 10. For example, you can choose to suppress the leading zeros in 08/02/2006 to display as 8/2/2006. View a sample of the selected date format. Number Format Sample Number View a sample of the selected number format. Time Format Hour Format Specify whether the hour format can be 12-hour or 24-hour. Leading zeros Sample Time Specify whether leading zeros can be included for the hour if the numeric value of the hour is less than 10. For example, you can choose to suppress the leading zero in PM to display as 8:30 PM. View a sample of the selected time format. 8 IBM Emptoris Contract Management: Administration Guide

17 Currencies The date display format that you select does not affect the entry of dates in the system. Date entry is always done in the short date format of the user s locale. Similarly, the number display format you select does not affect the entry of numbers in the system. Number entry is always done in the format of the user s locale. Viewing Locales For an Emptoris Contract Management user, the locale, time zone, date format, and number display format are configured in the Emptoris Strategic Supply Management Platform. The preferences that are set in the Emptoris Strategic Supply Management Platform are mapped to the existing locales in Emptoris Contract Management. To view locales, complete the following steps: 1. On the Administration tab, go to Configuration and click Locales. 2. Search for the appropriate locale. 3. View the locales and their properties, and click Close. Modifying Locale Properties You can open a locale and change the date, time, and number display formats according to your preference. To modify the locale properties, complete the following steps: 1. Search for and open an appropriate locale. 2. Make the necessary changes. For more information, see Locale Properties on page Click OK to save your changes. You can define the currencies that are available for selection in Emptoris Contract Management. Features Currencies are associated with the following features: v Currencies are associated with internal organizations, contracts, price lists, and prices. v The internal party organization of a contract determines the default currency that is applied to it. v The organization of the user who creates a price list, or the parent organization with a currency, determines the default currency that is applied to a contract. v The currency of a price list determines the currency of its prices. The currency of a price list must match the currency of the contract for which it is selected. Currency Properties You can open an existing currency and change all properties except for its name. You can also activate or deactivate currencies. Chapter 3. Configuring Emptoris Contract Management Objects 9

18 Currency Properties The following table lists the properties of currencies. Table 5. Currency Properties Feature Currency Currency name Decimal positions Standard symbol Euro currency Start date End date Description Three-character ISO 4217 currency code. Name of the currency or country. Number of decimal positions that are allowed for prices and terms that use this currency. Decimal or hexadecimal Unicode character code. For a list of these values, consult the code charts that are available at Indicates whether the Euro also applies for this country. Values are Yes or No. First date of the period when this currency is active in Emptoris Contract Management. Enter dates in the form that is shown or click the Date icon to select the date. Last date of the period. To set the last date that the currency is active, enter dates in the form that is shown or click thedate icon to select the date. Viewing Currencies You can view an existing currency and change all its properties that include its date range except for the name to make it active or inactive. To view currencies, complete these steps: 1. On the Administration tab, go to Master Files and click Currencies. 2. Search for the desired currency and click the currency to select it. It is displayed in a new browser window. 3. Change or enter the desired properties. 4. Click the Submit button. Creating or Modifying Currencies You can create a new currency in Emptoris Contract Management. The USD currency for the United States Dollar is available by default. Currencies are normally the codes that are set in ISO However, you can create the currencies that are required by the IBM Emptoris Customer. About this task A currency cannot be deleted but it can be set to inactive. You also cannot change the name of an existing currency. To make a new currency available for selection, you must define its date range. 10 IBM Emptoris Contract Management: Administration Guide

19 To create or modify currencies, complete the following steps: 1. On the Currencies tab, click the New Currency icon. 2. Enter the properties for the new currency or modify the properties of an existing currency. For information about properties, see Currency Properties on page Click the Submit icon to save your changes and close the window. Activating and Deactivating Currencies You can make currencies active or inactive by changing the start or end date for an individual currency object or for several currencies at the same time. If a currency is made inactive, its value is displayed in related objects, but cannot be reselected. To activate or deactivate currencies, complete the following steps: 1. On the Currencies tab, search for the appropriate currencies. 2. From the search results, select the currencies that you want to activate or deactivate. 3. To select all currencies, select the Select all option. 4. Enter the new End date that you want to use for all selected currencies in the mm/dd/yyyy format. You can also click thedate icon 5. Click Apply. to select a date. Value List System value lists in Emptoris Contract Management are available by default. You can also create values lists to apply to custom properties. You can reuse a user-defined value list in several custom properties. Regardless of the origin of a value list, you can edit it to add values, make values active or inactive, or make an entire user-defined value list active or inactive. Definition Value list is a feature that is used to define the contents of certain drop-down lists in Emptoris Contract Management. When a value is defined, users can select from these values to apply a value to the property or parameter in an object that uses such a list. Purpose Each list value that you define is used for one or more of the following purposes: v Providing information when selected in an object. It becomes a property of that object. v Providing a filtering criterion to users to select only objects or related objects that have a certain value. v Carrying out a distinct custom operation on selecting a value that is defined within a value list (only applicable in certain cases). Chapter 3. Configuring Emptoris Contract Management Objects 11

20 System Value Lists System value lists are predefined in the Emptoris Contract Management application. Overview of system value lists All system value lists use the text data type. You can create custom value lists if they are supported for the list items. You cannot modify the following value lists because they are synchronized with the value lists in the Emptoris Strategic Supply Management Platform. v Address role v Attachment class v Phone type v State v Country The list of these items contains only those values that are associated with Emptoris Contract Management contacts, users, and organizations. Predefined system value lists Table 6. Predefined System Value Lists Name Description Predefined values Comments Address role Attachment class Contract status notes category Addresses of organizations or users Available for attachment class Contract substatus Status update Contract substatus Attribute of contracts v Accepted v v v v v v v v Approved Authorizing Drafting Error Expired Sent to Customer Waiting for Approval Waiting for Response Cannot be modified in Emptoris Contract Management. Can be used to trigger notifications. Country Attribute of addresses. Cannot be modified in Emptoris Contract Management. Customized pricing options Custom pricing parameter. Contains custom pricing codes. Customized by IBM Emptoris customer representative as per customer's requirement. 12 IBM Emptoris Contract Management: Administration Guide

21 Table 6. Predefined System Value Lists (continued) Name Description Predefined values Comments Entitlement unit External party role Hold reason codes Hold release reason codes Internal party role Language style Organization level Organization type Phone type Price list class Unit for product entitlement units. Role that is assigned to external parties. Attribute of the hold activity in the Contract Editor. Attribute of the hold reversal activity in the Contract Editor. Role that is assigned to internal parties. Attribute of clause templates, clause titles and body, contract templates, and contract titles. Attribute of organizations. Attribute of external organizations and price list. Phone number of users and organizations. Attribute of price lists. Primary Primary Cannot deactivate the primary role. Cannot deactivate the primary role. Cannot be modified in Emptoris Contract Management. Product class Attribute of products. Supports a sublist. Product family Region Restore terminated contract codes State Attribute of price lists and products. Attribute of price lists and objects in the Contract Editor. Attribute of the termination restore activity in the Contract Editor. State or province, is an attribute of addresses. Term unit Attribute of products. v Day Can be used to trigger approvals. Cannot be modified in Emptoris Contract Management. Termination reason codes Title Unit of measure Attribute of the termination activity in the Contract Editor. Attribute of individual objects for organization contacts. Attribute of prices. v v Month Year Chapter 3. Configuring Emptoris Contract Management Objects 13

22 Viewing and Editing Value Lists When you open a user-defined value list, you can make it active or inactive. When you open a value list that has either user or system origin, you can add values to it or make an existing list value active or inactive. When you create a new value for a list, you can edit the possible choices for that list that users can see. If a value list or value is made inactive, its value is displayed in related objects, but cannot be reselected. About this task A system value list can support a sublist for its values. A sublist for a value means that after the first value is selected, the user can also select a sublist value to apply to the object. To view and edit value lists, complete the following steps: 1. On the Administration tab, go to Configuration and click Value Lists. 2. From the value lists, click the name of the value list that you want to edit. 3. Edit or enter a description for the value list. 4. To make the value list Active or Inactive, select the appropriate option. 5. To add a value to the list, click Add. The value list value must conform to the data type of the value list. For value lists of currency or percent data types, do not add any symbols for percent or currency. 6. To edit an existing value, click the value name. 7. In the Value field, type the value to add to the list. 8. Enter the Description for the value. 9. Select the Active or Inactive status. 10. Click OK. The new value is displayed in the Value column of the value list along with its description and status. 11. To create a sublist for a value when supported, click the New icon, and specify the properties. 12. Click OK to save your changes. Creating Value Lists You can create a user-defined value list. You cannot delete a value list or change its name. To create value lists, complete the following steps: 1. On the Value Lists tab, click the New icon. 2. Enter a name. 3. To define the convention of the value lists value, choose a data type. The following data types are available: 14 IBM Emptoris Contract Management: Administration Guide

23 System Settings v v v v Text: The value can be in any form, including spaces. Numeric: The value must be a real number and all the decimal positions that are entered are displayed except for trailing zeros. Currency: The value must be a real number and all the decimal positions that are entered are displayed except for trailing zeros. When the related field is used in a contract, the contract s currency determines the currency symbol to be shown and the number of trailing zeros. Percent: The value must be a real number and all the decimal positions that are entered are displayed except for trailing zeros. 4. Click OK. Results The value list that you created is displayed on the Value Lists tab. You must configure the system settings that are used during the lifecycle of contracts. Overview Some settings are specific to certain organizations and their child organizations, while some settings are common across all organizations in the setup. You can configure different sets of settings for different organizations in the setup. Using system settings By configuring system settings, you can complete the following tasks: v Configure system-wide properties. v Enable and disable options for certain features for users. v Conserve data entry keystrokes by applying a default drop-down list selection, property or parameter entry, or the selected or cleared state of a Boolean option. v Set default options for the features in the application. v Override defaults for particular object instances. System setting tabs You can configure system settings on the following tabs in the application. v Negotiation v Language v Events v Renewals v Properties v Workflow v Deleted Contracts Modifying System Settings You can view and modify system settings if you have the appropriate permissions. Chapter 3. Configuring Emptoris Contract Management Objects 15

24 Before you begin To modify system settings, you must have the Update permission for the system settings. About this task System settings are configured for internal organizations. The settings configured for an organization are applicable to the child organizations of that organization. To modify system settings for an organization, complete the following steps: 1. In the Emptoris Contract Management application, on the Administration tab, go to Application and click System Settings. 2. On each tab of the system settings, select the internal organization by clicking the Select Organization icon. If you cannot select an organization on a tab, the settings configured on that tab are applicable for all organizations. 3. Modify the properties on the tab. 4. Click Save. Negotiation Settings Different negotiation settings can be configured for different organizations. Definition Negotiation settings are the settings that are applied to the presentation of authored and received contracts and amendments. These settings are also applied to the execution of all types of contracts. Types of negotiation settings You can configure the following types of negotiation settings. v Presentation Settings v Language Document Protection Settings on page 17 v Execution Settings on page 18 v Purge Operation Settings on page 19 Presentation Settings Presentation settings can be configured for presenting contracts and amendments. The following table lists the presentation settings. Table 7. Presentation settings Setting Organization Description You must select the internal organization that is based on the owning organization of the contract or amendment. You can modify the organization settings for child organizations, and whenever required, restore the settings to match that of the parent organization. 16 IBM Emptoris Contract Management: Administration Guide

25 Table 7. Presentation settings (continued) Setting Available presentation methods Description The following presentation methods are available for authored and received contracts and amendments. v v v Online: Presentation and negotiation of contracts is done online with external parties. Offline: Presentation of contracts is done offline, outside the Emptoris Contract Management application. Presentation of contracts is done through s by attaching contract files. You can also choose not to select a presentation method. Default presentation method Allow presentation of batch of amendments For each presentation method, you must also select an execution method. If you do not choose a presentation method, you must enable the offline execution method. You can select the default method to be used for presenting contracts and amendments. You can select this option to present batches of amendments. Language Document Protection Settings You can configure whether to allow contracts and amendments that are checked out for offline editing or are presented for negotiation to be freely changed by users. You can use the options in the following table to configure the language document protection settings. Table 8. Language document protection settings Setting When enabled When disabled Protect presented contracts v v v Users can edit contracts that are presented through as Word documents, though in a restricted manner. Tracked changes are enabled and cannot be disabled. Clause section breaks are protected from editing and user permissions that are for the clauses are retained. v v v v v Users can edit contracts that are presented through as Word documents in an unrestricted manner. Track changes are enabled and can be disabled. Users can use the accept and reject changes options in Word to accept or reject changes that are made by the other party or made by the user. Permissions for clauses and terms are ignored. When contracts are checked in again, unsupported changes, or changes that are made without permissions are not committed. The changes must also be accepted and approved by the other party. Chapter 3. Configuring Emptoris Contract Management Objects 17

26 Table 8. Language document protection settings (continued) Setting When enabled When disabled Protect checked out contracts Make contract read-only upon contract approval completion v v v Users can edit contracts that are checked out as Word documents, though in a restricted manner. Tracked changes are enabled and cannot be disabled. Clause section breaks are protected from editing and user permissions that are for the clauses are retained. Contracts cannot be edited after approvals until a user with appropriate permissions makes the contracts editable. v v v v v Users can edit contracts that are checked out as Word documents in an unrestricted manner. Track changes are enabled and can be disabled. Users can use the accept and reject changes options in Word to accept or reject changes that are made by the other party or made by the user. Permissions for clauses and terms are ignored. When contracts are checked in again, unsupported changes, or changes that are made without permissions are not committed. The changes must also be accepted and approved by the other party. Contracts can be edited after approvals. Execution Settings You must configure the settings for executing contracts after you configure the presentation settings. The following table lists the execution settings available for contracts. Table 9. Execution Settings Setting Available execution methods Default execution method Description The following execution methods are available. v E-Sign: Applicable only for authored and received contracts and amendments. Both parties attach digital signatures to contracts. Parties can also sign on papers and scan them. v Ink Sign: Applicable only for authored and received contracts and amendments. Both parties interactively signify their intention to sign the papers. The papers are scanned and attached to the contracts. v Record Signed Contract: Applies to all types of contracts. Internal parties signifies that the execution of the contracts occurred outside Emptoris Contract Management. When Record Signed Contract is the only available option, the Execute option is not available for external party users. You can select the default execution method that should be available for users for executing contracts. For filed contracts and quotes, and when contracts are presented in another manner, regardless of the default execution method, only the Record Signed Contract option is available. 18 IBM Emptoris Contract Management: Administration Guide

27 Table 9. Execution Settings (continued) Setting Instructions to my company Instructions to other parties Description You can provide instructions to users of your party to look for the correct addresses or other special distribution instructions within the contracts, organizations, or individual object properties such as in notes or custom properties. You can apply these instructions to the following types of contracts. v Signed contract: For authored and received contracts and amendments. v Filed contract: For filed contracts. v Accepted quote: For quotes. You can provide instructions for the external party users when authored and received amendments and contracts are presented online. For ink signature, you can include the address to send the signed paper, or point the users to other places in the contracts to get the address. Allow execution of batch of amendments You can select this option for executing a batch of amendments. This option is available only for contracts executed using the Record Signed Contract execution method. Purge Operation Settings You can configure the setting that the system performs after contracts are executed. The Purge Option has the following setting. On execution You can select one of the following options: v Revision History: Select this option to clean the revision history after contracts are executed. All revision history except of the current and final version is removed. v Comments: Select this option to clean all comments except the comments that are added when the contract is executed. Default Address Type Settings You can configure the default address type that is to be used when an organization is added to a contract. You can use the options in the following table to configure the default address type settings. Chapter 3. Configuring Emptoris Contract Management Objects 19

28 Table 10. Default address type Setting Internal Party Default Value Corporate Address Description Select the address type that is to be used if the organization is added as an Internal Party to a contract. The address that is set as Primary for the selected address type is used in the contracts. Organizations as External Parties Individuals as External Parties Corporate Address Legal Address Consider the following points when the organization is added as an internal party to a contract: v If the address type is a system defined role, the corresponding term based on the address type is added to the Terms tab in the contract. v The same address is populated for the term Internal Primary Party Address. v Any changes to this option are only reflected when the party is added to the contract and do not apply to existing contracts. Select the address type that is to be used if an organization is added as an External Party to a contract. The address that is set as Primary for the selected address type is used in the contracts. Consider the following points when an organization is added as an external party to a contract: v If the address type is a system defined role, the corresponding term based on the address type is added to the Terms tab in the contract. v The same address is populated for the term External Primary Party Address. v Any changes to this option are only reflected when the party is added to the contract and do not apply to existing contracts. Select the address type that is to be used if an individual is added as an External Party to a contract. The address that is set as Primary for the selected address type is used in the contracts. Language Settings Language settings are specified through a format template to configure properties in the contract language. List of settings The following table lists the language settings that are configured for contracts. Table 11. Language settings Setting Organization Description You must select the internal organization that is based on the owning organization of the contract or amendment to apply the format template. You can modify the organization settings for child organizations, and whenever required, restore the settings to match that of the parent organization. 20 IBM Emptoris Contract Management: Administration Guide

29 Table 11. Language settings (continued) Setting Format template Default security for blank clauses Description You must select the format template to be used for the selected organization. The format template must be a Word document in the.docx format. You can select this option to grant the Update Clause and Manage Clause Security permission groups to the Creator role of organizations. Only those organizations are considered that have the language settings defined. Allow users to edit contract during approvals Allow users to edit clause during clause approvals Ignore formatting changes for marking clauses as 'modified' during online editing Information to be displayed in the Table of Contents in the contract language You can modify the security list for blank clauses in contracts by adding or deleting permissions for the Blank Clause Creator permission group. Enabled: Approvers can edit contracts during the approval process. Disabled: Approvers cannot edit contracts during the approval process. Enabled: Approvers can edit clauses during the clause approval process. Disabled: Approvers cannot edit clauses during the clause approval process. Note: If approval is required for a clause and the Allow users to edit clause during clause approvals is disabled, approvers can edit the Approvals and the Security tabs on the Clause Properties page, only if the required permissions are granted. Enabled: Formatting changes are not made when clauses are modified during online editing. Disabled: Formatting changes are made when clauses are modified by applying bold, italics, and underline text styles, or when spaces are added or removed during online editing. Clause name: You can select this option for clauses to be displayed by clause names in the content pane of the Contract Editor or Word Editor. Clause title: You can select this option for clauses to be displayed by clause titles in the content pane of the Contract Editor or Word Editor. Note: When the clause title option is selected, and there is no clause title, the clause name is displayed. When there is no clause name, the first 50 characters of the clause text are displayed. Format Template A format template is a Word document with the.docx extension. This file is uploaded into the application to use it for contracts. A format template is specific to an organization hierarchy. Definition A format template defines the margins, page size, header, footer, and styles that you can apply to contracts that are edited online or offline for an organization hierarchy. The.docx format template cannot be read-only or protected. Chapter 3. Configuring Emptoris Contract Management Objects 21

30 A format template that is defined for a parent level organization is inherited by all child organizations, unless a different template is defined for the child organization. Styles in format template Styles in the format template define the alignment, indentation, line spacing, numbering, window and orphan threshold, columns in tables, and paragraph and character settings. The styles that are defined in the format template are applied to the clause and contract title and body, lines, and header and footer in contracts. You must add the styles from the format template in the LanguageStyle value list for using the styles in contract templates and instances. Terms in format template System and user-defined terms can be included only in the header and footer of a format template. Using the terms, you can add variable properties for the contract. Predefined format template A predefined format template is available in the Emptoris Contract Management application. The predefined template contains system terms and sample header and footer. It also contains styles that are added to the LanguageStyle list. You can download this predefined template, modify the styles, save it with a different file name, and upload it into the application. Predefined Language Styles In Emptoris Contract Management, predefined language styles are available in the predefined template. List of styles Style name Contract title Numbered First Level with Uppercase Roman Numeral Numbered Second Level with Uppercase Roman Numeral Numbered Third Level with Uppercase Roman Numeral Numbered Fourth Level with Uppercase Roman Numeral Numbered First Level with Lowercase Roman Numeral Numbered Second Level with Lowercase Roman Numeral Numbered Third Level with Lowercase Roman Numeral Numbered Fourth Level with Lowercase Roman Numeral Numbering None Uppercase roman numeral (I, II, III,...) Uppercase roman numeral (I, II, III,...) Uppercase roman numeral (I, II, III,...) Uppercase roman numeral (I, II, III,...) Lowercase roman numeral (i, ii, iii,...) Lowercase roman numeral (i, ii, iii,...) Lowercase roman numeral (i, ii, iii,...) Lowercase roman numeral (i, ii, iii,...) 22 IBM Emptoris Contract Management: Administration Guide