IBM. Tips and Troubleshooting Guide. IBM Emptoris Contract Management. Version SC

IBM Emptoris Contract Management IBM Tips and Troubleshooting Guide Version 10.0.4 SC27-5345-03

IBM Emptoris Contract Management IBM Tips and Troubleshooting Guide Version 10.0.4 SC27-5345-03

ii IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Copyright Note: Before using this information and the product it supports, read the information in Notices on page 63. Copyright IBM Corporation 2012, 2015. All rights reserved. Copyright Emptoris 1999, 2012. 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, 2015 iii

iv IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Contents Copyright.............. iii Chapter 1. Introduction to the Guide.. 1 Chapter 2. Using Word with Emptoris Contract Management......... 3 Unsupported Word Commands........ 4 Restricted Word Commands......... 5 Recovering Documents in Word........ 5 Opening Contracts in Non-English Word..... 5 Chapter 3. Format Templates...... 7 Creating Format Templates......... 7 Downloading the Emptoris Format Template... 7 Considerations for Editing Format Templates... 8 Setting the Page Layout........... 8 Style Names.............. 9 Managing Styles after Upgrading the Application.. 9 Adding Styles to Format Templates....... 9 Deleting Styles............ 10 Creating Title and Paragraph Styles..... 10 Creating Table Styles.......... 10 Creating Character Format Styles...... 10 Creating Numbered Lists......... 11 Creating Table of Content Styles...... 11 Configuring the Document Header and Footer.. 12 Adding Logo to the Header or Footer.... 12 Adding Logo to the First Page of a Contract.. 13 Adding Terms to Custom Properties of a Document.............. 13 Adding Terms to the Header or Footer.... 13 Adding Styles to the LanguageStyle Value List.. 14 Uploading Format Templates to Emptoris Contract Management.............. 14 Chapter 4. Contract Language..... 17 Formatting and Editing the Contract Language.. 17 Reserved Formatting Marks........ 17 Formatting the Clause Language...... 18 Section Breaks in Language........ 19 Bookmarks in Contract Language...... 19 The Combine Title and Body Option..... 19 Paragraph Line Spacing......... 20 Applying the Header and Footer of a Clause to a Contract.............. 20 Formatting Hyperlinks......... 21 Testing Clause and Contract Templates.... 21 Contract Editor and Word Editor Comparison... 22 Editing Options for Clauses........ 22 Editing Options for Terms........ 23 Editing Options for Accepting and Rejecting Changes.............. 24 Editing Options for Clause Approvals.... 25 Editing Options for Miscellaneous Actions... 26 Actions and Results for Terms in Contract Editor and Word Editor............ 26 Editing the Contract Language........ 27 Formatting and Editing Considerations while Using Terms............. 28 Considerations for Editing the Contract and Clause Titles............. 29 Modifying the Clause Body........ 30 Editing Page Formats, Paragraphs, and Lists.. 30 Modifying Tables........... 31 Inserting Cross-references......... 31 Editing the Contract Language Offline..... 32 Checking Out Contract Language for Editing.. 32 Actions that are not Supported in Offline Editing 33 Document Integrity........... 33 Offline Editing of Terms......... 34 Checking in Contract Language...... 35 Canceling Check Out.......... 36 Contract Check-in Summary......... 36 Validations for Language......... 36 Validations for Terms.......... 37 Validations for Header and Footer and Tables.. 37 Validations for Comments........ 38 Validations for Structural Changes...... 38 Chapter 5. Tips and Troubleshooting 41 Accessing the Application for the First Time... 41 Configuration Settings........... 42 Behind the Firewall Deployment....... 42 Pop-up Window Blockers.......... 42 Oracle Database............. 42 Registry Settings............. 42 Clearing the Browser Cache......... 43 Microsoft Visual Basic Script Edition Version... 43 Recovering from Unexpected Termination.... 43 Session Timeout............. 44 Tips for Administration.......... 44 Tips for Using Word........... 45 Closing Word from the Task Manager..... 47 Renaming the Normal.dot Template...... 47 Resolving Issues on a Client Computer..... 48 General Tips for Using the Application..... 48 Best Practices For Copying Content to Contracts.. 50 Tips for Migrating Content to the Latest Version.. 51 Tips for Web Services........... 51 Product Master Validation......... 52 Tips for Integrating with Emptoris Suite Products 52 Tips for Resolving Issues on Client Machines... 53 Tips for the Internet Explorer Browser..... 54 Tips for using the Contract Editor....... 54 Chapter 6. Known Limitations..... 57 Known Limitations for Word 2007 and Word 2010 58 Known Limitations for Contract Editor Language. 59 Known Limitations for the Application..... 60 Copyright IBM Corp. 2012, 2015 v

Notices.............. 63 vi IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Chapter 1. Introduction to the Guide The IBM Emptoris Contract Management Tips and Troubleshooting guide provides information that you can use to fix some issues that commonly occur. Configuration and formatting instructions You can find instructions in the guide about using format templates to design the layout of your contracts. You can also get information about best practices and tips for working on contracts online and offline. You can also find answers to some common technical problems that might arise in your setup and tips to use the different features in the application. Audience The guide is designed for the following users. v Administrators who create contract templates and clause templates. v Users who edit the contract language. v Contract creators and contract approvers. Copyright IBM Corp. 2012, 2015 1

2 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Chapter 2. Using Word with Emptoris Contract Management Microsoft Word is required if you plan to edit contracts from Emptoris Contract Management by using the Word Editor. Supported versions Emptoris Contract Management supports Word 2007 (32-bit), Word 2010 (32-bit), and Word 2013 (32 bit). Attention: Do not install both the versions at the same time on your computer, because the Emptoris Contract Management - Word integration does not support two different versions on the same computer at the same time. Emptoris Contract Management does not support Word 2003. For any Word 2003 documents that are edited using the compatibility pack, it is recommended that you perform a dummy update by using Word 2007, Word 2010, or Word 2013. You can then upload the document into the system without any compatibility issues. Configuring Settings for Word Before you can use Word with the Emptoris Contract Management application, you must configure the settings for Word. For more information, see the IBM Emptoris Suite Client System Requirements. Recommendations for using Word Consider the following points while using Word to edit contract and clause templates. v Open only one Word window at a time. Opening multiple documents and switching between external documents and contract documents might cause unexpected issues within Word. v Use the same version of Word to create the format template and edit clause templates. v After upgrading to a newer version of Word, administrators must perform dummy edits on all clause templates to bring the templates in the library to one Word platform. It improves the application stability. v Use the find and replace options that are available on the Home tab in Word. Using any other options to find and replace text might result in document corruption. v Use the Ctrl+Shift+C and Ctrl+Shift+V keyboard commands to copy and paste in the persistent format paint feature. The feature is disabled in the Word Editor. v Before checking in or checking out any document, you must close any alert window of Word. Points to remember Consider the following points while using Word to edit contracts and clauses. Copyright IBM Corp. 2012, 2015 3

v If content that is copied into a contract or clause contains bookmarks, the changes are undone. Any changes to the contract or clause after the last save are also undone. v Performance of various actions in the Word Editor such as load, save, accepting all changes are proportional to the number of clauses and terms in the contract. v The Office > Word Options button is disabled for the Word Editor in Word 2007. To access these options, open a Word document and set the preferences before you open the contract or clause language in the Word Editor. v The following Word options are enabled for the English edition of Word 2007, Word 2010, and Word 2013. Replace Replace All Shortcut key of F7 for Spell Check and Grammar Check v Word 2010 has improved security called Protected View while opening and creating documents from probable insecure locations such as internet, email, or folders. Users might create additional documents in the temporary folders, which are opened in the Protected View. Ensure that you mark the Application Data > Microsoft > Emptoris Templates as trusted folder. Unsupported Word Commands Certain Word features are not available because it might compromise the integrity of a document. Features not supported The following Word features of Word 2010 are not supported. v Building Blocks v High-impact Graphics v Document Themes v Digital Signatures v Mark as Final Changed or suppressed options The following files list the Word menu options that are either changed or suppressed. v Word2007_editing_matrix.xls v Word2010_editing_matrix.xls v Word2013_editing_matrix.xls Features such as using the right-click menu, keyboard shortcuts, toolbar buttons are changed or suppressed as noted in the Excel documents. You can download the files from the Emptoris Contract Management documentation on the IBM Knowledge Center at https://www.ibm.com/support/ knowledgecenter/ssyq89_10.0.2/com.ibm.help.tipsguide.doc/ R_UnsupportedWordCommands.html. 4 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Restricted Word Commands Some features of Word are restricted, while other features are modified when Word is used with Emptoris Contract Management. The following Word features are affected. v Replace, Spell Check, and Grammar work in a limited fashion. Any changes to term values, line clauses, and read-only clauses through these operations are reverted at check-in. v There may be some performance degradation for functions such as Replace, Spell Check, and Grammar Check. This is due to additional processing performed to ensure contract or clause document integrity. v The Undo functionality is limited to maintain document integrity. To undo any changes, use reject redlines or revert manually. v You cannot open another Word document when an application window, such as Edit Term or Clause Properties, opens within the Word Editor. This is the standard Windows and Microsoft Office behavior with modal windows. Recovering Documents in Word When error or problem occurs while editing the contract language or clause template language by using Word, you can recover the document. About this task You can see the documents that are listed in the Word editor in the Document Recovery pane. However, do not use those files. Procedure To recover a document in Word, complete the following steps: 1. Close the contract or clause. 2. Close all instances of Word. 3. If you are prompted to save the document, click No. 4. Open the contract or clause again. If the document is corrupted, do not use the document and do not create copies. If line clause tables are corrupted, delete the line clauses and create them again. 5. Create a new contract template or clause template. Opening Contracts in Non-English Word Different language versions of Word use translated folder names for user template settings. You must modify the Word configuration settings on the user's computer to access contracts in a non-english Word setup. Procedure To access contracts in a non-english Word setup, complete the following steps: 1. Close all Emptoris Contract Management browser sessions. 2. Open a Word document. 3. Click Tools > Options > File Locations. Chapter 2. Using Word with Emptoris Contract Management 5

4. Verify that the directory path for the User Templates option is C:\Documents and Settings\<WindowsUser>\Application Data\Microsoft\Templates. 5. If the name of the Templates folder is in a non-english language, rename it to Templates. 6. If the Templates folder does not exist, create the Templates folder at C:\Documents and Settings\<WindowsUser>\Application Data\Microsoft. 7. Click OK to save the changes and to close the Options window. 8. Close the Word session and open the Word Editor. 6 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Chapter 3. Format Templates A format template defines the design and visual aspects of a contract. Definition A format template defines the margins, page size, header, footer, and the styles that you want to apply for contracts of an organization. Styles are applied to the title and body of clauses and to the contract title. The styles define the alignment, indentation, line spacing, numbering, window or orphan threshold, columns, and other settings for the paragraphs and characters. You must add the styles from the format template to the LanguageStyle value list to use them in contract templates and instances. Organization-based templates A format template is defined for every internal organization. The template that is defined for an organization is inherited by all child organizations, unless a different template is defined for a specific child organization. Document format Creating Format Templates A format template file must be a Microsoft Word DOCX (Office Open XML format) document with a.docx extension. It cannot be read-only or protected. You can create a format template by editing an existing one or by using a blank Word document. Procedure To create a format template, complete the following steps: 1. Open an existing format template or start a new Word document. 2. Add new styles or modify the existing styles. 3. Add the newly created styles to the LanguageStyle value list in the Emptoris Contract Management application. 4. Upload the format template into the application. Results You can now use the new format template for creating contracts. Downloading the Emptoris Format Template A default format template is provided in the Emptoris Contract Management application. You can download this template and modify it for your organization's contract template. Copyright IBM Corp. 2012, 2015 7

Procedure To download the Emptoris Format template, complete the following steps: 1. In the application, click Administration > Application > System Settings > Language. 2. Click the Emptoris Format Template document link. 3. Click Save and select a location. 4. Click Save. Considerations for Editing Format Templates Setting the Page Layout Before you edit the predefined Emptoris format template or any other existing template, you must consider some points for editing the template. Considerations for an existing template The modifications that are made to a format template are reflected in the contracts after the template is uploaded. The changes to the format template do not affect the contract template. To apply the changes to the contract template, reapply the styles in the contract template. The modified contract template is applicable to new contracts only. The existing contracts are not affected by the updated contract template. Considerations for defining new styles Consider the following points while defining new styles: v Styles should always be based on the Normal style except for the styles of Table of Contents. v Only English characters (Aa-Zz) and numbers (0-9) are supported for file names. v Styles must be uniquely named. In Emptoris Contract Management, there is no differentiation between similar style names with different case conventions. Example: One of the two styles that are named Body Text and body text is randomly recognized in Emptoris Contract Management. v The limit for the value list entry for LanguageStyle is 50 characters. v While adding a style to the LanguageStyle value list, ensure that the name is specified correctly. You cannot edit or delete the name or style after it is saved. You can only deactivate an incorrectly named style. You can set the page layout of a contract in the Word Editor. Procedure To set the page layout, complete the following steps: 1. Open a contract in the Word Editor. 2. Place your cursor at the beginning of a clause title. 3. Click File > Page Setup. 4. Click Margins > Orientation. 5. Select Landscape. 8 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

6. In the Preview section, select This point forward from the Apply drop-down list. 7. Click OK. Style Names You must follow certain naming conventions to make your styles unique in the LanguageStyle list of values. Best practices and tips The LanguageStyle list contains all styles across all format templates that are uploaded for various organizations. By using distinct identifiers in the style names, users can select the appropriate styles. Use the following best practices and tips to name your styles. v Include the font and size of the text in the name of the style. For example: Level1_Arial10, Level2_Arial10. v Use a naming convention that makes it easier for users to select the appropriate style, such as prefixing the organization short form to the style name. v Use a prefix for the table styles to distinguish them from other styles. For example: Table_Header, Tbl_Header. Managing Styles after Upgrading the Application After you upgrade Emptoris Contract Management from an earlier version to 9.0 or later, you must complete some steps to use the existing format templates to avoid potential version compatibility issues with Word document formats. Procedure After upgrading the application, complete the following steps: 1. Re-create all format template documents by using Word 2007, Word 2010, or Word 2013. 2. Add a table style to all format templates. Table styles are necessary to avoid formatting issues for line clause tables. 3. Add the table style to the LanguageStyle list. 4. Upload the format templates into the application. Adding Styles to Format Templates You can add styles for title, paragraph, table, character formats, and numbering lists. About this task You must refer to the Microsoft Word Help for the detailed procedures of creating the styles in Word. Procedure To add styles to a format template, create the following styles. 1. Title and paragraph styles Chapter 3. Format Templates 9

2. Table styles 3. Character format styles 4. Numbered lists Deleting Styles You can delete styles by removing them from the Word document styles. Before you remove a style from the format template, ensure that it is not used for formatting in contracts. Creating Title and Paragraph Styles You can create title and paragraph styles for your format template in Word by using the best practices and tips for the naming conventions. About this task The text that you enter in the Word document becomes the name of the title and paragraph styles. Use the Word Help for more details about creating styles. Procedure To create title and paragraph styles, complete the following steps: 1. Open the Word format template. 2. Specify the name of the style. 3. Apply paragraph and formatting changes to the style. 4. Save it as a new style. Creating Table Styles Table styles are required for line clauses. About this task Use the Word Help for more details about creating styles. Procedure To create a table style, complete the following steps: 1. Open the Word format template. 2. Select Styles > New Styles. 3. Apply paragraph and formatting changes. Tip: Add a Table_ or Tbl_ prefix to distinguish the table styles. 4. Save it as a new table style. Creating Character Format Styles Character styles are applied to a group of characters, text, or words. 10 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

About this task In Emptoris Contract Management, character styles are used to apply a different style to a clause body when the Combine title and body option is selected for the clause. Procedure 1. Open the Word format template. 2. Specify the style name. 3. Apply paragraph and formatting changes. 4. Select Character for Style type. 5. Save the style. Creating Numbered Lists In Emptoris Contract Management, you cannot restart numbering for a regular numbered style. You must use an outline numbered style for restarting numbering. About this task Outline numbering is used when the first level numbering is started either through the contract template outline, or by inserting a clause in the contract language. Procedure To create numbered lists, complete the following steps: 1. Open the Word format template. 2. Specify the name of the style. 3. Select List as the Style type. 4. To support number restart for top-level clauses, create an outline numbered style group where the top level does not have numbering. The second-level style looks the same as the first-level style in the group. You can restart numbering after the immediate parent level numbering. 5. Save the style. Example You can create styles in the following set for outline numbered styles with the top level without any number. Level0_Arial10 1. Level1_Arial10 1.1 Level2_Arial10 1.1.1 Level3_Arial10 Creating Table of Content Styles You can create heading styles for your format template in Word to add a table of contents to your contract. Chapter 3. Format Templates 11

About this task The styles for the table of contents must be based on standard Word headings so that the correct items are listed in the table of contents in a contract instance. For example, you can modify and use the standard Word headings, Heading 1 and Heading 2. Procedure To create heading styles for a table of contents, complete the following steps: 1. Open the Word format template. 2. Select Styles > New Styles. 3. Select Style Type as Paragraph. 4. For Style based on, select any standard Word heading style. 5. Apply paragraph and formatting changes. 6. Save it as a new style. Configuring the Document Header and Footer You can configure header and footer in clauses and use them in contracts. Procedure You can configure the header and footer in the following ways: 1. Add a logo to the header or footer. 2. Add a logo to the first page of the contract document. 3. Embed a term within the header or footer by completing the following steps. a. Add a term to the custom properties of the document. b. Add the term that is added to the custom properties to the header or footer of the document. Adding Logo to the Header or Footer You can add an image file of up 10 KB as a logo to the header or footer of a format template. About this task Emptoris Contract Management supports EPS, JPG, and TIFF formats of images. Ensure that your image is in one of the three formats and does not exceed 10 KB. A larger file might affect application performance. Procedure To add a logo to the header or footer of a format template, complete the following steps: 1. Open the Word format template. 2. Disable track changes. If track changes are not disabled, the logo that you add might appear as redlined when you check in the file. 3. In the header or footer, add a table. 4. Add the logo in the appropriate row or column. 12 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Tip: Keep the number of rows to a minimum so that the header or footer does not use unnecessary space in the document on each page. 5. Save the document. Adding Logo to the First Page of a Contract You can format the format template by adding a logo to the first page of a contract document that will use the format template. Procedure To add a logo to the first page of a contract, complete the following steps: 1. Open the Word format template. 2. Add a logo to the header or footer. 3. Click Page Layout > Page Setup. 4. On the Layout tab, select the Different first page check box. 5. Click OK. Adding Terms to Custom Properties of a Document You can embed system or user-defined terms in the header or footer of contract templates by modifying the custom properties of the Word document. About this task You must add the terms to the custom properties before you add them in the header or footer. Procedure To add terms to custom properties of a contract, complete the following steps: 1. Open the Word format template. 2. Click File > Info > Properties > Advanced Properties. 3. On the Custom tab, specify the Name of the term. 4. Select Text from the Type drop-down list. CAUTION: Do not select a different type. It might lead to unexpected behavior in the Emptoris Contract Management application. 5. Specify the Value for the term. 6. Click Add and OK. What to do next You must now add the term to the header or footer. Adding Terms to the Header or Footer After adding terms to the custom properties of a document, you can add those terms in the header or footer. Before you begin The terms that you want to add to the header or footer of a document must be first added in the custom properties of the format template. Chapter 3. Format Templates 13

About this task You cannot edit or redline terms directly that are added in the header or footer. Emptoris Contract Management Word integration does not support updating system term values directly from a Word document. Any changes to the header or footer fields that are mapped to terms are not reflected when the document is reloaded from the server. Procedure To add terms to header or footer of a contract, complete the following steps: 1. Open the Word format template. 2. In the header or footer of the document, place your cursor at the appropriate place. 3. Click Insert > Quick Parts > Field. 4. From the Categories drop-down list, select Document Information. 5. From the Field names list, select DocProperty. 6. From the Field properties list, select the appropriate term, and click OK. Adding Styles to the LanguageStyle Value List Before you upload the format template to Emptoris Contract Management, you must add the newly defined styles in the LanguageStyle value list in Emptoris Contract Management for the styles to be available for selection in the contract language. About this task Ensure that all styles that you define in the format template are included in the LanguageStyle value list. Ensure that value list names and the style names in the format template match exactly. If they do not match exactly, the Print preview of a template or contract might not display the correct format. You can specify names of up to 50 characters for the styles. Procedure To add styles to the LanguageStyle value list, complete the following steps: 1. In Emptoris Contract Management, click Administration > Configuration > Value Lists. 2. Click LanguageStyle from the table. 3. In the Value List window, click Add. 4. Specify the name in the Value field. 5. Optional: Add Description for the style. 6. Click OK. Uploading Format Templates to Emptoris Contract Management You must upload format templates that you create as Word files to Emptoris Contract Management to use them for organizations and in contracts. 14 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Before you begin Before you upload the format templates, consider the following points. v To understand Word behavior of styles and formatting, define and apply styles in a standalone Word document. You can replicate the styles and formatting in the format template. v To ensure that the format template is correct, upload it to a test environment and test it. After successful testing, upload it to the production environment. Procedure To upload a format template to Emptoris Contract Management, complete the following steps. 1. In Emptoris Contract Management, click Administration > Application > System Settings > Language Format template. 2. Select the Organization. 3. Click the Select Format Template icon. 4. Select the format template, and click OK. Chapter 3. Format Templates 15

16 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Chapter 4. Contract Language Contract language includes the clause template and contract template language. You can format the language to suit the requirements of your organization. Formatting and Editing the Contract Language You can format and edit the contract language by adding reserved formatting marks, formatting the clause language and clause lines, applying header and footer to clauses, and using terms in clauses. Contract language size The default contract language size is set to 2 MB. For larger contract language, set the maxpostsize property in the ecm.properties file to -1. Reserved Formatting Marks Formatting marks in the contract language and clause template language are used for integrating with Word. Precautions for using reserved formatting marks Adding, deleting, or moving reserved marks causes data corruption and leads to failure in Word integration. You must ensure that you do not modify the reserved formatting marks while modifying the contract or clause template language. To view all the formatting marks in the contract language, go to Word Options > Display, and select the All Formatting Marks option. Types of reserved formatting marks The following table lists the reserved formatting marks that are available in the contract language. Table 1. Reserved Formatting Marks Formatting mark Description Restricted :::Section Break::: Section break Yes and Bookmark that appears at the start and end of paragraphs. Range bookmarks that appear at the start of a clause title and at the end of a clause body. Tab Yes Yes No Paragraph Spaces between text No No Copyright IBM Corp. 2012, 2015 17

To ensure that you do not delete any reserved formatting marks, use the Show/Hide button on the Home menu of the Word document to view the formatting marks. Formatting the Clause Language You can format the language in a clause template by applying the styles in the format and adding tables, images, and other objects. Methods of formatting The following methods are used to format the clause language. v Apply the style to the clause title and clause body in the Word Editor. v On the Clause Template Properties tab, select the Title Style and Body Style options. In this case, while editing the language in Word, do not apply any styles to the clause body or title. Tips for formatting Use the following tips for formatting the clause language. v Use styles that are defined in the format template. Do not use predefined Word styles. v Use Word formatting to format the language. For example, you can change the formatting for fonts and paragraphs, and add bullets or numbering. v If required, paste content from other Word documents. v Instead of using multiple styles for the clause language, apply formatting to the language. You can also break a clause into two and use two different styles for them. v Do not use the formatting from the contract template to the title and body style. The formatting from the contract template overrides the formatting from the clause template. Use the formatting from the clause template. v While modifying the clause template in the Word Editor, click Save to save the formatting changes. Using Word auto numbering Consider the following points to use the Word auto numbering feature to create a numbered list in the clause language. v Do not apply a style to the clause body; apply the style only to the clause title. v Auto numbering is applied to any text that is added to the clause. v Use soft returns (line breaks with Shift+Enter) to prevent auto numbering of a paragraph. Adding a Table of Contents Consider the following points to use the Word table of contents feature to add a table of contents in the clause language. v Use heading styles that are defined in the format template for the table of contents. v After you add the table of contents, a TOC reference tag is added by the application. The table of contents shows the following error message: Error! No table of content entries found. 18 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

v The TOC reference tag is updated in the contract instance to display the table of contents when the clause is used in the contract. Section Breaks in Language Section breaks are used in the contract language to separate clauses. Points to consider Consider the following points for section breaks. v Do not add or delete section breaks to add or remove clauses. Use the appropriate functions to add or delete clauses. The contracts in which you add or delete section breaks might be rejected while check-in. v If a section break is deleted offline without deleting the clause title separator, it is automatically added when the contract is checked in based on the position of the clause title separator. Tip: Use password protection to avoid the deletion of section breaks in a document. Bookmarks in Contract Language Bookmarks are used to mark terms, contract ranges, and clause titles. The language components are demarcated by bookmarks even when they have no value. Range bookmarks A range bookmark indicates the start and end position of a clause. The range bookmark contains the title and body of the clause. Bookmarks that are not supported New bookmarks, or the bookmarks that are moved from one clause to another in Word are not supported by Emptoris Contract Management. Reserved bookmarks The following bookmarks are reserved in Emptoris Contract Management. v CTS v CONTRACT v CLAUSE v CLINBODY v TBS v TBE v TRM v TITLE The Combine Title and Body Option The Combine Title and Body option removes the paragraph between the clause title and the clause body in the contract language. The clause title and body appear in the same line. The style for the clause title is applied to the first paragraph of the clause language. Chapter 4. Contract Language 19

Using the option You can set the Combine body & title option for a clause in the contract template. You can also manually remove the paragraph between the clause title and body to achieve the same effect. Distinguishing the title and body Consider the following points for the Combine Title and Body option. v Apply a character style to the clause body to distinguish it from the title. v Use line breaks (SHIFT + ENTER) instead of paragraph breaks to separate the paragraphs in the clause body. Important: Do not use this option for clauses that contain tables, ordered, or unordered lists immediately after the title. Not for line clauses The Combine Title and Body option is not applicable to line clauses, because the title of a line clause always appears on a separate line before the line clause body. Paragraph Line Spacing The paragraph line spacing in the Word documents is based on the Normal style in Word. Line spacing in Word 2003 and later versions of Word The line spacing in Word 2003 is different from the line spacing in Word 2007, Word 2010, or Word 2013. If a format template is created Word 2003, and its language is edited by using Word 2007, Word 2010, or Word 2013, multiple paragraph line spacing is applied to the language, even when the paragraph style is configured as single line. The problem occurs because the Normal style is different in Word 2003 and later versions of Word. To resolve the issue, change the Normal style in Word 2007, Word 2010, or Word 2013, to match the Normal style in Word 2003. Save the Normal file with another name. Delete the existing Normal.dotm file, and rename the saved file to Normal.dotm. For all affected clause templates, change the line spacing to single in Word 2007, Word 2010, or Word 2013, and save the template. Verify that the print preview is rendered correctly. Applying the Header and Footer of a Clause to a Contract The default header and footer from the format template is applied to the first page of a contract. However, you can change the default header and footer to the header and footer of a clause in the contract. 20 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

How to apply In the contract template, select the Header/Footer from clause option for a clause to apply the header and footer of that clause to the contract. How it works All clauses after the selected clause inherit the header and footer of the first clause. To have the header and footer according to each clause, the Header/Footer from clause option must be selected for each of the clauses. The header and footer in Word is linked to sections but displayed at page level. The header and footer of the first clause is displayed as the header and footer of the page. To display the clause header and footer on the same page as the clause, select the Start on new page option for that clause. Note: When the Start on new page option is selected from the Word Editor, the header and footer is not applied unless the clause is added as the last clause. This follows the standard Microsoft Word API behavior for inserting a document with a header or footer inside another stand-alone Word document. To resolve this issue, use the Contract Editor Language tab to add a clause. If you enable the Header/Footer from clause option for a clause that does not have the header or footer defined, the header and footer from the format template is applied. Formatting Hyperlinks You must open hyperlinks from the Word Editor instead of the Contract Editor. You can format hyperlinks to be opened in new windows. Procedure To open a hyperlink in a new window, complete the following steps: 1. In your Internet Explorer browser, click Tools > Internet Options > Advance > Browsing. 2. Clear the Reuse window when launching shortcuts check box. 3. Open a contract in the Word Editor. 4. Click the hyperlink. Testing Clause and Contract Templates You can test the clause and contract templates to verify that the style, formatting, and header and footer are displayed appropriately in the templates. You can also verify that the terms, clauses, and clause alternates are defined correctly. Before you begin You must select the appropriate owning organization of the contract template, because the format template of that organization is applicable for the contract. Procedure To test clause and contract templates, complete the following steps: 1. Create a contract instance by using the contract template. Chapter 4. Contract Language 21

2. Open the contract in the Contract Editor or Word Editor. 3. Add, delete, and edit contract terms and clauses. 4. Apply the filter for Defined Alternates, and verify the following information. a. Alternates are displayed in the Content pane. b. Correct alternates are associated with the clauses. 5. Verify that all language terms are displayed on the Terms tab. 6. Verify that all changes that are made to the term definitions are displayed correctly. 7. View the Print Preview of the contract and verify that the contract is rendered correctly. Contract Editor and Word Editor Comparison The editing options differ in the Contract Editor Language tab and in the Word Editor. For information about the editing options for various components, see the following topics. v Editing Options for Clauses v Editing Options for Terms v Editing Options for Accepting and Rejecting Changes on page 24 v Editing Options for Clause Approvals on page 25 v Editing Options for Miscellaneous Actions on page 26 Editing Options for Clauses The following table lists the editing options that are available for clauses in the Contract Editor and Word Editor. Table 2. Editing Options in Contract Editor and Word Editor for Clauses Action Description Contract Editor Word Editor Add clause Delete clause Delete blank clause Split clause Add a language clause, line clause, or blank clause in the language. Delete a language clause, or strike a line clause for deletion. Delete all blank clauses. Split a language clause. Applicable to received contracts and amendments only. Language tab > Add/Remove Clause > Add Clause Language tab > Add/Remove Clause > Delete Clause Language tab > Add/Remove Clause > Delete Blank Clauses Language tab > Select a clause > Right-click and select Split Clause 22 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Table 2. Editing Options in Contract Editor and Word Editor for Clauses (continued) Action Description Contract Editor Word Editor Merge clause with preceding clause Map clause to clause template Map clause to checklist clause template Unmap clause Merge a clause with the preceding clause. Applicable to received contracts and amendments only. Map a clause to a clause template. Applicable to received contracts and amendments only. Map a clause to a clause template from the Checklist tab. Applicable to received contracts and amendments only. Clear the mapping of a clause to a clause template. Language tab > Manage Clause > Merge With Preceding Language tab > Manage Clause > Map Clause to Template Language tab > Select a clause > Right-click and select Map Clause to Checklist Clause Template Language tab > Manage Clause > Unmap Clause Select a clause > Right-click the clause and select Map Clause to Checklist Clause Template Applicable to received contracts and amendments only. Replace clause with an alternate clause Select a predefined alternate clause instead of a clause. Language tab > Alternate Clause > Replace Clause Edit clause language Add or modify the clause language text, formatting, bulleted or numbered list, images, tables Not available Use Word features. Amendments The original clause language of a clause that is impacted by an amendment is displayed. Language tab > Manage Clause > Amendments Clause amendment impacts Shows how an amendment clause impacts the contract clauses. Language tab > Manage Clause > View Clause Impacts Editing Options for Terms The following table lists the editing options that are available for terms in the Contract Editor and Word Editor. Chapter 4. Contract Language 23

Table 3. Editing Options in Contract Editor and Word Editor for Terms Action Description Contract Editor Word Editor Insert term Insert a term. Language tab > Select a clause > Right-click the clause and select Insert Term. Edit term Edit the value of a term. Language tab > Select a clause > Right-click the clause and select Edit Term Delete term Delete a term. Language tab > Select a clause > Right-click the clause and select Delete Term Mark term Convert term to text (Unmap term) Copy terms from the Terms tab Clear terms from amended contracts Map text to existing term definitions to create terms. Applicable to received contracts and amendments only. Convert a term to text. Language tab > Select a clause > Right-click the clause and select Mark Term Language tab > Select a clause > Right-click the clause and select Unmap Term Copy terms or their properties. Terms tab > Clear the value of user-defined language terms. Applicable to amendments only. Language tab > Manage Clause > Clear Terms in Impacted Clauses Select a clause > Right-click the clause and select Edit Term Select a clause > Right-click the clause and select Delete Term. Content pane > Term Checklist tab > Right-click to select from the menu Select a clause > Right-click to select from the menu Editing Options for Accepting and Rejecting Changes The following table lists the editing options that are available for accepting and rejecting changes in the Contract Editor and Word Editor. Table 4. Editing Options for Accepting and Rejecting Changes In Contract Editor and Word Editor Action Description Contract Editor Word Editor Accept change Accept the current clause as it is displayed. Language tab > Select a clause> Right-click the clause to select from the menu Select a clause > Right-click the clause to select from the menu 24 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Table 4. Editing Options for Accepting and Rejecting Changes In Contract Editor and Word Editor (continued) Action Description Contract Editor Word Editor Reject change Accept formatting changes Reject formatting changes Accept contract title changes Reject contract title changes Accept header or footer changes Reject header or footer changes Accept untracked header or footer changes Accept untracked changes Accept all changes Reject changes to the clause language. Accept formatting changes to the clause language. Reject formatting changes to the clause language. Accept changes to the contract title. Reject changes to the contract title. Accept changes to the contract header or footer. Reject changes to the contract header or footer. Accept untracked changes for the clause header or footer. Accept untracked changes for contract title and clauses. Accept all changes to the contract. Language tab > Select a clause > Right-click the clause to select from the menu Accept/Reject > Accept Formatting Changes Accept/Reject > Reject Formatting Changes Language tab > Select a clause > Right-click the clause to select from the menu Language tab > Select a clause > Right-click the clause to select from the menu Language tab > Manage Header/Footer > Accept Changes Language tab > Manage Header/Footer > Reject Changes Language tab > Manage Header/Footer > Accept Untracked Changes Language tab > Accept/Reject > Accept Untracked Changes Select a clause > Right-click the clause to select from the menu Select a clause > Right-click the clause to select from the menu Select a clause > Right-click the clause to select from the menu OR Select a clause > Right-click the clause to select from the menu Select a clause > Right-click the clause to select from the menu Header or Footer > Right-click to select from the menu Header or Footer > Right-click to select from the menu Header or Footer > Right-click to select from the menu Editing Options for Clause Approvals The following table lists the editing options that are available for clause approvals in the Contract Editor and Word Editor. Chapter 4. Contract Language 25

Table 5. Editing Options for Clause Approvals in Contract Editor and Word Editor Action Description Contract Editor Word Editor Initiate clause approval Approve clause Reject clause Clause comments Clause properties Clause revisions Send a clause for approval. Approve the current clause. Reject the current clause. Enter comment or view comments for a clause. View or edit the properties rendered from the clause template. Compare two revisions of a clause. Language tab > Clause Approvals > Initiate Clause Approval Language tab > Clause Approvals > Approve Clause Language tab > Clause Approvals > Reject Clause Clause Info Pane > Comments tab Clause Info Pane > Properties Tab Language tab > Manage Clause > Clause Revisions Editing Options for Miscellaneous Actions The editing options for contract revisions, checking out and checking in contracts, saving contracts as PDF, and viewing the Contents pane differ in Contract Editor and Word Editor. Table 6. Editing Options for Miscellaneous Actions in Contract Editor and Word Editor Action Description Contract Editor Word Editor Contract revisions Check out contract Check in contract Save contract as PDF Show/hide Contents pane Compare two revisions of a contract. Check out contract language for offline editing. Check in the contract language that is edited offline. Save a contract as a PDF file. Show or hide the Contents pane. NA Slider NA NA Actions and Results for Terms in Contract Editor and Word Editor There are some minor differences in the way term insertion, deletion, or editing work in Contract Editor and Word Editor. The following table shows the differences of how the Contract Editor and Word Editor work for the terms. 26 IBM Emptoris Contract Management: Tips and Troubleshooting Guide

Table 7. Actions for Terms in Contract Editor and Word Editor Action Term is inserted A term that has a deleted strike through value is edited. Term is inserted Term is inserted Result Term is inserted immediately after the first term New value is specified for the term. Then the term is deleted. Term is accepted and then deleted before the contract is saved Term is not accepted. Contract is saved and the term is then deleted by the same user. Contract Editor > Language tab Both terms must be accepted separately. Both values appear as redlined. Term is removed and does not appear as a redlined term. Deleted term appears as redlined term. Word Editor Both terms can be accepted at the same time. New value is removed. Old redlined value is displayed as redlined. Deleted term appears as redlined term. Term is removed. Editing the Contract Language You can edit the contract language by using the Contract Editor or Word Editor. You can also check out the contract language from the Contract Editor and edit it offline. Components that can be edited You can edit the following components of a contract. v Clause body and title v Contract title v Terms v Document header and footer v Page format v Paragraphs v Tables v Bulleted and numbered lists Components that cannot be edited You cannot edit the following components online or offline. v Editing multiple clauses at the same time. v Modifying the data in line clauses. v Moving or copying terms. v Changing the sequence of clauses. v Adding new clauses by typing them in the contract. v Editing reserved formatting marks. Tip: You can add comments for the components that you cannot modify. Chapter 4. Contract Language 27

Formatting and Editing Considerations while Using Terms While adding terms to contracts and clauses, you must follow certain guidelines to add the terms. Adding terms to the language A term is demarcated by the TRM_ bookmark. Only internal users can add terms to clauses. Adding or deleting terms from contract language triggers clause approvals. Updating terms requires appropriate security permissions. Consider the following points while adding terms to a contract language or clause template. v Add a space before and after the term in the contract language. If the spaces are not added, the application behavior might be affected when you add a term to a table or after any other Word bookmark. v To insert a system term at the beginning of a paragraph that starts with a bulleted or numbered list, add a space character at the beginning of the bookmark of the system term. If the space is not added, a $ sign appears in the place of the value of the system term. v Move a term from one clause to another by deleting it first from the original and then inserting it in the other clause. v You can apply a new value to a term if the value matches the properties that are defined for the term definition. v You can insert terms in the document header or footer if the terms are added to the custom properties of the document. v When you edit the value of a term, the existing value for all instances is crossed out and the new value is redlined. v If currency terms are added in the language, you cannot edit the currency of the contract. v Use the same value for all instances of a term. v Delete underscore characters between term bookmarks. v If term values get corrupted, open the contract in the Word Editor, delete the term, and reinsert the value for the term. v To delete a term, select the bookmark also and then delete it. Terms in tables Consider the following points for inserting terms in tables. v Add a space before and after the term in the table. v Select the entire term to delete it. v Before deleting a row, column, or table, delete the terms in the table. v If a term in the table is placed next to the table column border, the starting bookmark of the term might appear as merged with the table after migration. Terms in contracts Consider the following points for terms in contracts. v A term has the same value in all its occurrences. A change in the value is reflected in all occurrences. 28 IBM Emptoris Contract Management: Tips and Troubleshooting Guide