IBM Emptoris Contract Management: Administration Guide

IBM Emptoris Contract Management
Administration Guide
Version 10.0.4
IBM
IBM Emptoris Contract Management
Administration Guide
Version 10.0.4
IBM
ii
IBM Emptoris Contract Management: Administration Guide
Copyright
Note: Before using this information and the product it supports, read the
information in “Notices” on page 231.
© 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
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IBM Emptoris Contract Management: Administration Guide
Contents
Copyright . . . . . . . . . . . . . . iii
Chapter 1. Introduction to the Guide . . 1
Accessing the Application .
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Chapter 2. Configuring Emptoris
Contract Management. . . . . . . . . 3
Chapter 3. Configuring Emptoris
Contract Management Objects . . . . . 7
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 . . . . . . . . . .
Negotiation Settings . . . . . . .
Language Settings . . . . . . . .
Event Settings . . . . . . . . .
Renewal Settings . . . . . . . .
Properties Settings . . . . . . . .
Workflow Settings . . . . . . . .
Deleted Contracts . . . . . . . .
Modifying System Settings . . . . .
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 . . . . .
Auto-populate Parties . . . . . . .
Line Definition Fields . . . . . . .
Adding and Editing Fields . . . . .
Line Definition Clause . . . . . . .
© Copyright IBM Corp. 2012, 2015
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Default Line Instances . . . . . . . .
Custom Properties . . . . . . . . . .
Custom Properties in the Contract Language
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
Deleting a Relationship Type . . . . .
User Interface . . . . . . . . . . .
Contract Creation Portlets . . . . . .
Contract Editor Controls . . . . . . .
External Organization Controls . . . . .
User Interface Controls . . . . . . .
Changing User Interface Settings . . . .
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Chapter 4. Configuring Contacts,
Users, and Organizations. . . . . . . 71
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.
User Groups . . . . . . . . . . . . .
User Group Applications . . . . . . . .
User Group Application in Emptoris Contract
Management . . . . . . . . . . . .
Active and Inactive User Groups . . . . .
Viewing User Groups . . . . . . . . .
User Group Properties. . . . . . . . .
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Chapter 5. Configuring Contract
Components . . . . . . . . . . . . 93
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 . .
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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
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Chapter 6. Security Administration
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Security Lists . . . . . . . . . . . . .
Assigning Users and User Groups to Security Lists
Administering Permissions to Users and Groups
Adding Users and User Groups to Permissions and
Permission Groups . . . . . . . . . . .
Organization Restricted Grants . . . . . . .
Security Options for Folders . . . . . . . .
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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 . . . . . .
Notifications.
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IBM Emptoris Contract Management: Administration Guide
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Chapter 8. The Interview Wizard . . . 183
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
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
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
Chapter 7. Notifications and
Approvals . . . . . . . . . . . . . 149
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Notices . . . . . . . . . . . . . . 231
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
Description
Configuring Emptoris Provides an overview of the procedures that are required for
Contract Management configuring the application for the first time.
Configuring Emptoris Describes the general objects in Emptoris Contract Management.
Contract Management
Objects
Configuring Contacts,
Users, and
Organizations
Describes features that relate to contacts, users, organizations, and
their access to the application.
Configuring Contract
Components
Describes templates and master object components that are used to
create contracts.
Notifications and
Approvals
Describes features that are related to notifications and approvals.
Configuring
Interviews
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.
© Copyright IBM Corp. 2012, 2015
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2. In theEmptoris Strategic Supply Management Platform, specify the time zone,
date format, number display format and preferred display language. You can
also change the password.
3. Click Contract Management to go to Emptoris Contract Management Home
page.
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IBM Emptoris Contract Management: Administration Guide
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
Description
Currencies
Create, enable, or disable currencies.
Value Lists
Define values for pre-supplied value lists, create new value
lists, and define custom pricing codes.
System Settings
Configure settings for the root internal organization.
Data Domains
Create data domains to use in user-defined fields in contract
lines.
Data Definitions
Create data definitions to apply to extended standard line
definitions in contract templates.
Custom Properties
Define custom properties to apply custom fields to all external
organizations, products, or contracts.
Relationship Types
Set up relationship types to link contracts and external
organizations.
User Interface
Configure the user interface to customize user interactions.
Internal Organizations
In the Emptoris Strategic Supply Management Platform, set up
all internal organizations along with their addresses, phones,
and contacts.
For more information, see the IBM Emptoris Strategic Supply
Management Platform Administrator Guide.
User Groups
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.
Permission Groups
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.
User Group Security
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, 2015
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Table 2. Configuring Emptoris Contract Management for the first time. (continued)
Objects
Description
User Registration Notices In the Emptoris Strategic Supply Management Platform to
define or edit user registration notices before you create more
users.
For more information, see the IBM Emptoris Strategic Supply
Management Platform Administrator Guide.
Users and User Accounts 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.
External Organizations
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.
System Settings
Define system settings for each additional organization. You can
upload format templates for contracts and set up defaults for
contract events.
Contract Folders
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.
Term definitions
Create term definitions and assign internal organizations and
security. A term definition can be shared by several
organizations.
Contract Classes
Create contract classes to classify contracts and contract
templates. A contract class can be used by any internal
organization.
Clause Types
Create clause types to classify clause templates. A clause type
can be used by any internal organization.
User-Defined Properties
Create user-defined properties for using in clause templates. A
user-defined property can be used by any internal organization.
Products
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.
Price Lists and the Prices 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.
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Line Standards
Create line definitions or extend standard line definitions.
Clause Templates
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.
IBM Emptoris Contract Management: Administration Guide
Table 2. Configuring Emptoris Contract Management for the first time. (continued)
Objects
Description
Contract Templates
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.
Approvals
Create approval rules to set up dynamic conditions and
approvals lists.
Quote Contracts (Quote
Generation)
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.
Notification templates
Define notification templates for events. You can later configure
them by organization. A notification template can be used by
any internal organization without restriction.
Notifications
Enable system event notifications for the root internal
organization and then for each additional organization.
Notifications Rules
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.
Interview Wizard
Set up step designs and interview designs for contract creation.
Process Schedules
Schedule automatic contract-related notifications, contract
change-of-status, and renewal quote contract generation. The
process schedules apply to all internal organizations.
For more information, see the IBM Emptoris Contract
Management System Administration Guide.
Reporting
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
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IBM Emptoris Contract Management: Administration Guide
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.
List Of Objects
The following objects are available in Emptoris Contract Management.
Table 3. Objects
Objects
Functions
Locales
Defines locale, time zone, date display format, and number
display format.
Currencies
Defines the currencies that you use.
Value Lists
Defines the Emptoris Contract Management drop-down list
choices.
System Settings
Defines the data definitions that you can use to define line
fields.
Line Definitions
Manages line definitions and line clause templates.
Custom Properties
Manages your own properties to apply to all organizations,
products, or contracts.
Relationship Types
Manages the types of interrelationships between contracts.
User Interface
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.
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.
© Copyright IBM Corp. 2012, 2015
7
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
Date Format
Description
Order
Select the order in which the month,
day, and year must be displayed in the
Short Date Format.
Delimiter
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.
Leading zeros
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.
Sample Date
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
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 08.30 PM to display
as 8:30 PM.
Sample Time
View a sample of the selected time
format.
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.
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IBM Emptoris Contract Management: Administration Guide
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.
Procedure
To view locales, complete the following steps:
1. On the application home page, click Administration > Configuration.
2. Click Locales.
3. Search for the appropriate locale.
4. 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.
Procedure
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 8.
3. Click OK to save your changes.
Currencies
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
Currency Properties
The following table lists the properties of currencies.
Table 5. Currency Properties
Feature
Description
Currency Three-character ISO 4217 currency code.
Currency Name of the currency or country.
name
Decimal Number of decimal positions that are allowed for prices and terms that use this
positions currency.
Standard Decimal or hexadecimal Unicode character code. For a list of these values,
symbol
consult the code charts that are available at www.unicode.org.
Euro
currency
Indicates whether the Euro also applies for this country. Values are Yes or No.
Start
date
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.
End 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.
Procedure
To view currencies, complete these steps:
1. On the application home page, click Administration > Master Files >
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 4217. 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.
Procedure
To create or modify currencies, complete the following steps:
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IBM Emptoris Contract Management: Administration Guide
1. On the application home page, click Administration > Master Files >
Currencies.
2. Click the New Currency
icon.
3. Enter the properties for the new currency or modify the properties of an
existing currency.
For information about properties, see “Currency Properties” on page 9.
4. 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.
Procedure
To activate or deactivate currencies, complete the following steps:
1. On the application home page, click Administration > Master Files >
Currencies.
2. Search for the appropriate currencies.
3. From the search results, select the currencies that you want to activate or
deactivate.
4. To select all currencies, select the Select all option.
5. 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
to select a date.
6. Click Apply.
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
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 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
Address role
Addresses of
organizations or users.
Contract status
notes category
Contract substatus.
Status update
Contract substatus
Attribute of contracts.
v Accepted
Comments
Cannot be modified in
Emptoris Contract
Management.
v Approved
Can be used to trigger
notifications.
v Authorizing
v Drafting
v Error
v Expired
v Sent to Customer
v Waiting for
Approval
v Waiting for
Response
12
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.
Entitlement unit
Unit for product
entitlement units.
External party role
Role that is assigned
to external parties.
IBM Emptoris Contract Management: Administration Guide
Primary
Cannot deactivate the
primary role.
Table 6. Predefined System Value Lists (continued)
Name
Description
Predefined values
Comments
Hold reason codes
Attribute of the hold
activity in the
Contract Editor.
Hold release reason
codes
Attribute of the hold
reversal activity in the
Contract Editor.
Internal party role
Role that is assigned
to internal parties.
Primary
Cannot deactivate the
primary role.
Language style
Attribute of clause
templates, clause titles
and body, contract
templates, and
contract titles.
Organization level
Attribute of
organizations.
Organization type
Attribute of external
organizations and
price list.
Phone type
Phone number of
users and
organizations.
Price list class
Attribute of price lists.
Product class
Attribute of products.
Product family
Attribute of price lists
and products.
Region
Attribute of price lists
and objects in the
Contract Editor.
Restore terminated
contract codes
Attribute of the
termination restore
activity in the
Contract Editor.
Can be used to trigger
approvals.
State
State or province, is
an attribute of
addresses.
Cannot be modified in
Emptoris Contract
Management.
Term unit
Attribute of products.
Cannot be modified in
Emptoris Contract
Management.
Supports a sublist.
v Day
v Month
v Year
Termination reason
codes
Attribute of the
termination activity in
the Contract Editor.
Title
Attribute of
individual objects for
organization contacts.
Unit of measure
Attribute of prices.
Chapter 3. Configuring Emptoris Contract Management Objects
13
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.
Procedure
To view and edit value lists, complete the following steps:
1. On the application home page, click Administration > Configuration > 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
specify the propeties.
, and
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.
Procedure
To create value lists, complete the following steps:
1. On the application home page, click Administration > Configuration > Value
Lists.
2. Click the New icon
.
3. Enter a name.
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IBM Emptoris Contract Management: Administration Guide
4. To define the convention of the value lists value, choose a data type. The
following data types are available:
v Text: The value can be in any form, including spaces.
v Numeric: The value must be a real number and all the decimal positions that
are entered are displayed except for trailing zeros.
v 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.
v Percent: The value must be a real number and all the decimal positions that
are entered are displayed except for trailing zeros.
5. Click OK.
Results
The value list that you created is displayed on the Value Lists tab.
System Settings
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
Negotiation Settings
Different negotiation settings can be configured for different organizations.
Chapter 3. Configuring Emptoris Contract Management Objects
15
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”
v “Execution Settings” on page 17
v “Purge Operation Settings” on page 18
Presentation Settings
Presentation settings can be configured for presenting contracts and amendments.
The following table lists the presentation settings.
Table 7. Presentation settings
Setting
Description
Organization
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.
Available presentation The following presentation methods are available for authored and
methods
received contracts and amendments.
v Online: Presentation and negotiation of contracts is done online
with external parties.
v Offline: Presentation of contracts is done offline, outside the
Emptoris Contract Management application.
v Email: Presentation of contracts is done through emails by
attaching contract files.
You can also choose not to select a presentation method.
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.
Default presentation
method
You can select the default method to be used for presenting
contracts and amendments.
Allow presentation of
batch of 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.
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IBM Emptoris Contract Management: Administration Guide
Table 8. Language document protection settings
Setting
When enabled
When disabled
Protect email
presented contracts
v Users can edit contracts that
v Users can edit contracts that
are presented through email
are presented through email
as Word documents, though in
as Word documents in an
a restricted manner.
unrestricted manner.
v Tracked changes are enabled
and cannot be disabled.
v Track changes are enabled and
can be disabled.
v Clause section breaks are
protected from editing and
user permissions that are for
the clauses are retained.
v 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.
v Permissions for clauses and
terms are ignored.
v 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.
Protect checked out
contracts
v Users can edit contracts that
are checked out as Word
documents, though in a
restricted manner.
v Users can edit contracts that
are checked out as Word
documents in an unrestricted
manner.
v Tracked changes are enabled
and cannot be disabled.
v Track changes are enabled and
can be disabled.
v Clause section breaks are
protected from editing and
user permissions that are for
the clauses are retained.
v 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.
v Permissions for clauses and
terms are ignored.
v 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.
Make contract
read-only upon
contract approval
completion
Contracts cannot be edited after
approvals until a user with
appropriate permissions makes
the contracts editable.
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.
Chapter 3. Configuring Emptoris Contract Management Objects
17
Table 9. Execution Settings
Setting
Description
Available
The following execution methods are available.
execution methods 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.
Default execution
method
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.
Instructions to my
company
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.
Instructions to
other parties
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 You can select this option for executing a batch of amendments. This
batch of
option is available only for contracts executed using the Record
amendments
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.
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IBM Emptoris Contract Management: Administration Guide
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.
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.
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.
Organizations as
External Parties
Corporate
Address
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.
Individuals as
External Parties
Legal
Address
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.
Chapter 3. Configuring Emptoris Contract Management Objects
19
List of settings
The following table lists the language settings that are configured for contracts.
Table 11. Language settings
Setting
Description
Organization
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.
Format template
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.
Default security for
blank clauses
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.
You can modify the security list for blank clauses in contracts by
adding or deleting permissions for the Blank Clause Creator
permission group.
Allow users to edit
contract during
approvals
Enabled: Approvers can edit contracts during the approval process.
Allow users to edit
clause during clause
approvals
Enabled: Approvers can edit clauses during the clause approval
process.
Ignore formatting
changes for marking
clauses as 'modified'
during online editing
Enabled: Formatting changes are not made when clauses are
modified during online editing.
Disabled: Approvers cannot edit contracts during the approval
process.
Disabled: Approvers cannot edit clauses during the clause
approval process.
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.
Information to be
Clause name: You can select this option for clauses to be displayed
displayed in the Table by clause names in the content pane of the Contract Editor or
of Contents in the
Word Editor.
contract language
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.
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IBM Emptoris Contract Management: Administration Guide
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.
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
Numbering
Contract title
None
Numbered First Level with Uppercase
Roman Numeral
Uppercase roman numeral (I, II, III, ...)
Numbered Second Level with Uppercase
Roman Numeral
Uppercase roman numeral (I, II, III, ...)
Numbered Third Level with Uppercase
Roman Numeral
Uppercase roman numeral (I, II, III, ...)
Numbered Fourth Level with Uppercase
Roman Numeral
Uppercase roman numeral (I, II, III, ...)
Numbered First Level with Lowercase
Roman Numeral
Lowercase roman numeral (i, ii, iii, ...)
Chapter 3. Configuring Emptoris Contract Management Objects
21
Style name
Numbering
Numbered Second Level with Lowercase
Roman Numeral
Lowercase roman numeral (i, ii, iii, ...)
Numbered Third Level with Lowercase
Roman Numeral
Lowercase roman numeral (i, ii, iii, ...)
Numbered Fourth Level with Lowercase
Roman Numeral
Lowercase roman numeral (i, ii, iii, ...)
Numbered First Level with Uppercase Letter Uppercase letter (A, B, C, ...)
Numbered Second Level with Uppercase
Letter
Uppercase letter (A, B, C, ...)
Numbered Third Level with Uppercase
Letter
Uppercase letter (A, B, C, ...)
Numbered Fourth Level with Uppercase
Letter
Uppercase letter (A, B, C, ...)
Numbered First Level with Lowercase Letter Lowercase letter (a, b, c, ...)
Numbered Second Level with Lowercase
Letter
Lowercase letter (a, b, c, ...)
Numbered Third Level with Lowercase
Letter
Lowercase letter (a, b, c, ...)
Numbered Fourth Level with Lowercase
Letter
Lowercase letter (a, b, c, ...)
Numbered First Level with Number
Number (1, 2, 3, ...)
Numbered Second Level with Number
Number (1, 2, 3, ...)
Numbered Third Level with Number
Number (1, 2, 3, ...)
Numbered Fourth Level with Number
Number (1, 2, 3, ...)
Non-Numbered First Level
None
Non-Numbered Second Level
None
Non-Numbered Third Level
None
Non-Numbered Fourth Level
None
Configuring Language Settings
You must configure the language settings by selecting various options and also the
formatting template.
About this task
If you select a new format template, the previous template is replaced even if you
do not save the configuration settings. You cannot revert the selection of the new
format template.
Procedure
To configure language settings, complete the following steps:
1. In the Emptoris Contract Management application, click Administration >
Application > System Settings > Language.
2. Configure all settings that are necessary for your contract language.
3. Select the appropriate organization.
4. Select the format template.
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IBM Emptoris Contract Management: Administration Guide
The owning organization that you selected determines the format templates
that you can select.
5. Save the configuration settings.
Downloading the Predefined Format Template
You can download the predefined format template available in the Emptoris
Contract Management application and modify the file for defining your styles.
Procedure
To download the predefined format template, complete the following steps:
1. In the Emptoris Contract Management application, click Application > System
Settings > Language.
2. Click the Emptoris Format Template link.
3. Save the file to a local directory.
Considerations for Defining Styles
Before you modify the predefined styles as per your requirements, or create new
styles, you must note a few points.
For new styles
Consider the following points for defining new styles.
v Create all styles except the styles that are created for the table of contents based
on the Normal style in Word.
v While adding styles to the LanguageStyle value list, make sure that you enter
the correct name in the list. You cannot update or delete a name that is
incorrectly entered. You can only make the incorrect name inactive in the list.
For naming styles
Consider the following points for naming new styles.
v Use only English characters (a-z) and numbers (0-9) for naming new styles.
v Give unique names to the styles. There is no distinction between same names
that have different case conventions.
Example: Only one style from Body Text and body text is recognized in the
application.
v Create names that are 50 characters or less in length. The limit for the value list
entry for LanguageStyle is 50 characters. Any name that is of more than 50
characters is truncated in the LanguageStyle list.
v Use distinct identifiers in the style name. A distinct name makes it easier to
select the style from the LanguageStyle list that contains all styles across all
format templates in the system.
Example: Use the font and size of the text in the name such as Level1_Arial12,
Level2_Arial10.
v Use a prefix for table styles to distinguish them from other styles.
Example: Use the prefix Table or Tbl.
Re-creating styles for application upgrade
If you have upgraded Emptoris Contract Management from a pre-9.0 version to a
9.0 or later version, you must complete the following steps.
Chapter 3. Configuring Emptoris Contract Management Objects
23
v Re-create all format templates in the application by using Word 2007 or Word
2010. Use the following guidelines.
1. Create a blank Word document.
2. Copy all contents from the existing template to the new blank Word
document, and save the new document.
3. Upload the new template to the Emptoris Contract Management application.
v Insert a table in the new format template to avoid formatting issues in the line
clause templates.
Creating Paragraph and Table Styles
You can create new paragraph and table styles in your format template.
About this task
For the title and paragraph styles, the text that you type in the Word document is
considered as the name of the style.
Procedure
To create paragraph and table styles, complete the following steps:
1. In the Word document, on the Create New Style from Formatting window,
specify the name of the new style.
Tip: Base the style on the Normal style in Word.
2. Specify the paragraph and formatting styles.
3. Save the style as a paragraph or table style.
Creating Character Format Styles
Character styles are applied to a group of characters, text, or words.
About this task
If the Combine title and body option is selected in the application, you can use
the character styles to apply a different style to the clause body. You cannot have
numbering and bullet styles in character format styles.
Procedure
1. In the Word document, on the Create New Style from Formatting window,
specify the name of the new style.
2. Select Character as the Style type.
3. Specify the formatting styles.
4. Save the style as a character style.
Restarting Numbered Lists
You can create numbered lists in a format template. However, the restart
numbering feature is not supported in Emptoris Contract Management.
Outline numbered list
To implement the restart numbering feature, you must use the outline numbered
list.
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IBM Emptoris Contract Management: Administration Guide
You can configure the outline numbered list style to be used for restarting top-level
clauses. The second-level style becomes the first level style within the group.
Example
The following example illustrates how to configure outline numbered styles for
top-level clauses.
Level0_Arial10
1. Level1_Arial10
1.1. Level2_Arial10
1.1.1. Level3_Arial10
Adding Logo to the Header or Footer
You can add a logo to the header or footer by adding a table to the header and
footer and then inserting the logo in the appropriate row or column.
About this task
For the logo, the number of rows must be kept to minimum to avoid unnecessary
space that is being used in the document. For the logo, you can use image files
with the .eps, .jpeg, and .tiff formats. The logo image file size must not exceed
more than 10 KB. A file of a larger size may affect the performance of the
application.
Procedure
To add a logo to the header or footer, complete the following steps:
1. Add a table to the header or footer.
2. Insert the logo image in the appropriate row.
3. To configure the logo to be displayed only on the first page of the contract
document, complete the following steps:
a. In the Word document, click Page Layout > Page Setup > Layout.
b. In the Headers and footers section, select the Different first page check
box.
4. Click OK.
Embedding Terms within the Header and Footer
You can add system and user-defined terms in the header and footer of a format
template.
About this task
By adding the terms, you can include contract properties such as contract name in
the header and footer of each contract. Before adding the terms in the format
template, they must first be added in the custom properties of the format template.
Procedure
To embed terms within the header and footer, complete the following steps:
1. In the format template, click File > Info.
Chapter 3. Configuring Emptoris Contract Management Objects
25
2. Click Properties > Advanced Properties > Custom.
3. Specify the name of the term.
4. Select Text from the Type drop-down list.
Note: Do not select any other type. Selecting a different type may result in
unexpected behavior in the application.
5. Add a value and click Add.
6. In the header or footer of the format template, position your cursor at the
appropriate position.
7. Click Insert > Quick Parts > Fields.
8. Select the term and click Add.
Results
Although the terms are embedded in the header and footer, you cannot modify the
terms directly in the header or footer.
Adding Styles to the LanguageStyles Value List
You must add all styles that are defined in the format template in the
LanguageStyles list for those styles to be available while creating and modifying
contracts.
About this task
The value list names of the styles and the format template names of the styles
must match exactly. If the names do not match, the Print preview of the contract
template or contract instance is not displayed appropriately.
Procedure
To add styles to the LanguageStyles value list, complete the following steps:
1. In the Emptoris Contract Management application, click Administration >
Configuration > Value Lists > LanguageStyle.
2. In the value list window, click Add.
3. Enter the names of the styles that are created in the format template. The
maximum length of a style name is 50 characters.
4. After adding all styles, click OK.
Uploading the Format Template
After you modify the downloaded format, you can upload the file as a new format
template in the application. You can use the new format template for creating
contracts for a hierarchy of organizations.
Procedure
To upload the format template, complete the following steps:
1. In the Emptoris Contract Management application, click Administration >
Application > System Settings > Language > Format template.
2. Select an Organization for the format template.
3. Select the Word file for uploading.
4. Click OK.
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IBM Emptoris Contract Management: Administration Guide
Event Settings
You can configure settings to be applied to events in Emptoris Contract
Management.
List of settings
The following table lists the settings that you can configure for events.
Table 12. Event Settings
Setting
Description
Organization
Select the internal organization for
configuring the event settings.
The organization is dependent on the
owning organization of a contract or the
organization of the contract template creator.
You can modify the organization settings for
child organizations, and whenever required,
restore the settings to match that of the
parent organization.
Default notification
Define the default notification settings for
contract events. You can use the predefined
Contract Event Notification template for the
notification settings.
External contacts and users are not included
in the default settings. You must configure
the settings for external users.
Changes to the default settings do not affect
contract event definitions or contract
templates.
Notification Sender Email Address
Configure the sender for the notification
emails. The email address that you configure
for this setting is displayed in the From line
of notifications.
This property is automatically populated by
the installer. You can change it later.
Renewal Settings
You can configure the settings for the quote generation and renewal notifications
features.
Chapter 3. Configuring Emptoris Contract Management Objects
27
List of settings
Table 13. Renewal Settings
Setting
Description
Organization
Select the internal organization for configuring the renewal
settings.
The organization is dependent on the owning organization of
the contract to be renewed or the organization of the contract
that issues the renewal notification.
You can modify the organization settings for child
organizations, and whenever required, restore the settings to
match that of the parent organization.
Default pricing method
Define the renewal pricing method that is selected by default
for new renewal terms. The pricing method is applicable
only to the first renewal of lines. For subsequent renewals,
the settings of the previous renewal terms are used.
When you select Custom price as the method, you must also
enable the Custom pricing option.
Default pricing option
When the Other Price List or Custom price options are
selected for the default pricing method, you must define the
pricing option for the renewal terms.
Default pricing factor
Define the default pricing factor for renewal terms.
Custom cotermination
You can enable or disable the custom cotermination proration
method.
Custom pricing
When the Custom price method is used, you must enable the
Custom pricing option.
You must also enable the Custom pricing class option and
define the pricing codes.
Custom pricing class
Enable the Java class for the custom renewal pricing set.
Sender email address
Configure the sender for the notification emails. The email
address that you configure for this setting is displayed in the
From line of quote generation and renewal notifications.
This property is automatically populated by the installer. You
can change it later.
Properties Settings
You can configure the commonly used Emptoris Contract Management properties.
For more information, see the IBM Emptoris Contract Management System
Administration Guide.
Workflow Settings
You must configure workflow settings for the task delegation, workday settings,
and task reminder features.
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IBM Emptoris Contract Management: Administration Guide
List of settings
Table 14. Workflow Settings
Setting
Description
Organization
Select the internal organization for configuring the task
settings.
You can modify the organization settings for child
organizations, and whenever required, restore the
settings to match that of the parent organization.
Week Starting From
Select the day for the start of the week. Monday is the
default day.
Working days
Select the days of the week that are working days for the
organization. The default days are Monday to Friday.
Delegate Permission along with
Task
Enable or disable the delegation of the permissions of
the original task owner to the new owner.
Delegate Permission Visibility
Configure the permission visibility by selecting one of
the following options.
v Editable: Permissions can be edited.
v Read Only: Permissions are read only and cannot be
edited.
v Hidden: Permissions are not displayed.
Deleted Contracts
You can access the Deleted Contract Audit Log for the deleted contracts.
For more information, see Audit Log for Deleted Contracts in the IBM Emptoris
Contract Management User Guide.
Modifying System Settings
You can view and modify system settings if you have the appropriate permissions.
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.
Procedure
To modify system settings for an organization, complete the following steps:
1. On each tab of the system settings, select the internal organization by clicking
the Selector icon
.
If you cannot select an organization on a tab, the settings configured on that
tab are applicable for all organizations.
2. Modify the properties on the tab.
3. Click Save.
Chapter 3. Configuring Emptoris Contract Management Objects
29
Data Domains
The Data Domains feature is used to define the characteristics that apply to data
definitions. When a field is added to a line definition, it inherits properties of a
data definition and its data domain.
Definition
A data domain specifies a data type and applies the minimum and maximum
values that are allowed and other constraints.
Data domain actions
The following actions can be carried out with data domains:
v Review the default data domains.
v Start the data domains feature.
v Open an existing data domain.
v Create a data domain.
v Delete a data domain.
Predefined Data Domains
A set of data domains is supplied with Emptoris Contract Management. Most of
these predefined data domains are used by system data definitions or you can use
them for user-defined data definitions.
Note: If a numeric or currency data domain has decimal places, the decimal places
are also counted in the number of characters for the data domain. For example, the
data domain currency_16 has 16 characters of which 8 are decimal places. This
means that 8 of the 16 digits are before the decimal point and the other 8 digits are
after the decimal point.
Table 15. Predefined Data Domains
Name
Label
Data Type
Characters
Description
currency_16
Currency 16
Characters
Currency
16
Currency domain with
16 characters or less of
which 8 are decimal
places.
currency_24
Currency 24
Characters
Currency
24
Currency domain with
24 characters of which 8
are decimal places.
date
Date
Date
n/a
Date domain.
Required for data
definitions that use a
list of values and a
value list of type Date.
30
number_10
Number 10
Characters
Numeric
10
Numeric domain with
10 characters or less.
Has 0 decimal places.
number_16
Number 16
Characters
Numeric
16
Numeric domain with
16 characters or less.
Has 0 decimal places.
IBM Emptoris Contract Management: Administration Guide
Table 15. Predefined Data Domains (continued)
Name
Label
Data Type
Characters
Description
number_30
Number 30
Characters
Numeric
30
Numeric domain with
30 characters or less.
Has 0 decimal places.
Default data domain for
value lists with numeric
data type to be applied
to numeric and
currency applications.
percentage_6
Percentage 6
Characters
Numeric
6
Percentage numeric
domain with 6
characters or less. Has 0
decimal places.
quantity_10
Quantity 10
Characters
Numeric
10
Quantity numeric
domain with 10
characters or less.
quantity_16
Quantity 16
Characters
Numeric
16
Quantity numeric
domain with 16
characters or less.
text_10
Text 10
Characters
Text
10
Text domain 10
characters or less.
text_50
Text 50
Characters
Text
50
Text domain 50
characters or less.
Required for data
definitions that use a
list of values and a
value list of type Text.
text_100
Text 100
Characters
Text
100
Text domain 100
characters or less.
text_250
Text 250
Characters
Text
250
Text domain 250
characters or less.
text_500
Text 500
Characters
Text
500
Text domain 500
characters or less.
text_1000
Text 1000
Characters
Text
1000
Text domain 1000
characters or less.
text_2000
Text 2000
Characters
Text
2000
Text domain 2000
characters or less.
Viewing Data Domains
Use the data domains feature to define the characteristics that apply to data
definitions. When a field is added to a line definition, it inherits properties of a
data definition, and its data domain.
Procedure
To view data domains, complete the following steps:
1. On the application home page, click Administration > Configuration > Data
Domains.
2. Search for the appropriate data domains.
Chapter 3. Configuring Emptoris Contract Management Objects
31
3. Click the name of the data domain from the displayed list.
4. View the properties of the data domain.
5. Optional: Modify the properties.
6. Close the window.
Creating Data Domains
You can create a data domain and use it in user-defined data definitions.
Procedure
To create a data domain, complete the following steps:
1. On the application home page, click Administration > Configuration > Data
Domains.
2. Click the New icon.
3. Specify a Name for the data domain.
You cannot change the name of the data domain after you save it.
4. Enter a Label.
The label determines how a data domain is displayed in the application. The
label can be changed only when the data domain is not in use by a data
definition.
5. Add Description for the data domain.
6. To define the convention of the related field’s value in the future line, choose
a Data type.
You cannot change the data type of a data domain after you save it. The
following data types are available.
v Text: The value can be in any form, including spaces. If you want to include
currency symbols, choose this option.
v Numeric: The value must be a real number. The related field displays all
the decimal positions that are entered except for trailing zeros. The hint that
is displayed for the field is based on the user’s locale.
v Currency: The value must be a real number. The related field displays a
currency symbol and all the decimal positions entered. 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.
v Date: The value must be in the mm/dd/yyyy format.
v Percent: The value must be a real number. The related field displays a
percent symbol and all the decimal positions entered.
7. For Text, Numeric, Percent, or Currency, enter the maximum number of
characters allowed.
8. For Numeric, Percent, or Currency, specify the minimum and maximum
values to use as constraints for the values of the future field.
9. Specify the Effective Start Date in the format that is displayed, or click the
Select date
icon.
After this date is reached, it cannot be changed
10. Specify the Effective End Date in the format that is displayed, or click the
Select date
11. Click the Save
32
icon.
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IBM Emptoris Contract Management: Administration Guide
Deleting Data Domains
You can delete a user-defined data domain if certain conditions are satisfied.
Before you begin
The following conditions must be met before you delete data domains:
v You have the appropriate permission.
v The data domain is not currently used by another object.
Procedure
To delete a data domain, complete the following steps:
1. On the application home page, click Administration > Configuration > Data
Domains.
2. Search for the appropriate data domain.
3. From the search results, select the data domain.
4. Click the Delete icon .
5. Click OK to confirm the deletion.
Data Definitions
Use the Data Definitions feature to define the fields of line definitions and lines.
When you apply a user-defined data definition to an extended standard line
definition, you add a user-defined field to the future line and constrain the values
that can be applied to it.
Definition
A data definition is the origin of a field that references a data domain and
determines the data type and the format of data entry. Data definitions are
referenced by line definitions and can be system data definitions or user-defined
data definitions.
Actions for data definitions
The following actions can be carried out for data definitions.
v Reviewing the system data definitions.
v Viewing data definitions.
v Creating data definitions.
v Modifying data definitions.
v Deleting data definitions.
Limitation on the number of Data Definitions in Emptoris
Contract Management
Although you can add any number of user defined data definitions in Emptoris
Contract Management, you can use only a maximum of 800 of these user defined
data definitions as fields in the line definitions. This includes custom property data
definitions that are created by selecting the Available for inclusion in lines as line
field option.
Chapter 3. Configuring Emptoris Contract Management Objects
33
If the limit is reached, the user can delete an existing data definition and add
another. A data definition can be deleted only if it is not used in any line
definition.
Note: If a user creates custom property data definitions and then clears the option
in the custom property window, the custom property data definitions are end
dated, but not removed.
System Data Definitions
System data definitions are predefined in the Emptoris Contract Management
application.
Definition
System data definitions are used to supply standard fields to the standard line
definitions. System data definitions cannot be changed.
System data definitions also include any custom property data definitions that are
created while defining an external organization custom property.
You can create user-defined data definitions to be added in line definitions.
For a list of system data definitions, see Standard Line Definitions. The names of
line definitions are the same as data definitions that are available in the system.
Viewing Data Definitions
You can view system-defined and user-defined data definitions.
Procedure
To view data definitions, complete the following steps:
1. On the application home page, click Administration > Configuration > Data
Definitions.
2. Search for the appropriate data definition.
3. View the properties of the data definition.
You can also modify the properties of a user-defined data definition if you have
the appropriate permissions.
Creating or Modifying Data Definitions
You can create a data definition and add it to an extended standard line definition.
You can also modify a data definition.
Procedure
To create or modify a data definition, complete the following steps:
1. On the application home page, click Administration > Configuration > Data
Definitions.
2. Click the New
icon.
3. In the Name box, type a unique name for the data definition.
You cannot change the name of a data definition after it is saved.
4. In the Label box, type how you want the data definition to be displayed.
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IBM Emptoris Contract Management: Administration Guide
You cannot change this value while the data definition is in use in a line
definition.
5. Specify the Description for the data definition.
6. To define the format and type of data of the data definition’s value, click
7. Select an entry type to determine how the field represented by the data
definition is populated.
The following values can be entered.
v Entered value: The user of the field can enter any value that conforms to
the data type.
.
v List of values: The user of the field must select a defined list value only.
v Both: The user can either select a defined list value or enter a value that
conforms to the data type.
8. Select an existing value list to apply.
Note: The value list that is selected must be compatible with the data type of
the data domain that is selected for the data definition and must not exceed
the data domain’s maximum character length. You cannot change this
selection while the data definition is in use in a line definition. If the data
types are not compatible, and the data definition is added to a line definition,
an error is generated when you try to edit the field value in a line.
9. Specify the Effective start date, or click the Select Date icon
.
Note: When this date is reached, it cannot be changed. Furthermore, you
cannot change this value while the data definition is in use in a line
definition.
10. Specify the Effective end date to set the last date that the data definition is
active, or click the Select date
icon.
11. Click the Save icon to save the new or modified data definition.
Line Definitions
Line definitions are the fields that form the basis of lines. Line definitions originate
from data definitions.
Uses of line definitions
Line definitions are used in the following ways:
v Creating line clause templates.
v Adding to contracts to include lines.
v Creating new lines and line clauses when a new contract is created.
Line Origins
Line definitions define the creation, formation, and behavior of lines.
Line behavior
The following points define the behavior of lines.
v Data domains define the fields through data types and other constraint values.
Data domains are assigned to user-defined data definitions.
v Data definitions define the behavior of lines.
Chapter 3. Configuring Emptoris Contract Management Objects
35
v Line definitions are created to line clause templates. Line clause templates
display the values of each instance of a line that originates from the line
definition.
v Line clause templates are included in the Outline as line clauses. You can edit
the line clauses included in the Outline.
Standard Line Fields
Standard line fields are system-defined or data definitions that are used in the
standard contract lines.
The field name of a line is the same as the data definition name. These field names
might also be used in notification templates by using certain system property tags.
If renewal terms are present in the lines, they must be completed before the
execution of a sales agreement is allowed.
The term start date, term end date, term unit, and term quantity are interrelated.
Any change to the term unit and term quantity fields affects other fields. The
preferred sequence for changing the field values is as follows.
v Term start date, term unit, term quantity, and term end date
v Term end date, term unit field, term quantity, and term start date
The following table lists the standard line fields.
Table 16. Standard line fields
36
Label
Name
Data
Domain
Entry Type
Description
Actual
Acceptance
Date
actual_acceptance_date
Date
Enter
Date on which
customer
acceptance
occurs. This
date might be
associated
with one or
more contract
events.
Actual
Delivery Date
actual_delivery_date
Date
Enter
Date on which
the actual
delivery
occurs. This
date might be
associated
with one or
more contract
events.
IBM Emptoris Contract Management: Administration Guide
Table 16. Standard line fields (continued)
Data
Domain
Label
Name
Entry Type
Description
Base Contract
Line
base_contract_line
Text 50
Characters
Enter
Line number
of the contract
line that is
used to derive
the Sales Unit
Price or
Supplier Unit
Price of the
current line.
Applies only
when the
price for the
current line
item is
percentagebased.
Discount
Percent
discount_percent
Percentage
6
Characters
Enter
Percentage to
use in the
Discount
Amount
calculation.
Default value
is 0.
Discount
Amount
discount_amount
Currency 16 Calculated
Characters
Amount to
subtract from
the Total List
Price. The
value for this
field is
automatically
calculated as
Discount
Percent * Total
List Price.
Original
Contract
Number
original_contract_number
Text 100
Characters
Populated
automatically
For a renewed
line, the
contract
number of the
original
contract. This
is populated
automatically.
Text 100
Characters
Populated
automatically
On a renewed
line in a
renewal quote
contract, the
name of the
original
product that is
renewed. This
is populated
automatically.
Original
original_product_name
Product Name
Chapter 3. Configuring Emptoris Contract Management Objects
37
Table 16. Standard line fields (continued)
Label
Name
Percentage
Factor
percentage_factor
Data
Domain
Entry Type
Description
Percentage
6
Characters
Populated
automatically or
Enter
Percentage
factor that is
used to
determine the
Total Net
price when
PercentageBased Pricing
applies to the
product.
Automatically
populated if
defined in the
price list for
the line.
Note: The
pricing
scheme
determines if
the effective
unit price or
net price is
multiplied by
the Percentage
Factor. If the
pricing
scheme is not
specified, the
effective unit
price is used.
38
Product Name product_name
Text 100
Characters
Select
Name of the
product that is
being sold or
purchased.
Select from
available
products
when a price
list is selected.
The value of
this field is
used by the
renewal term
for a sales
line, when a
renewal term
applies.
Product Name product_name_entered
Entered
Text 100
Characters
Enter
Name of the
product that is
being sold or
purchased.
This name is
manually
entered.
IBM Emptoris Contract Management: Administration Guide
Table 16. Standard line fields (continued)
Data
Domain
Entry Type
Description
product_number
Text 100
Characters
Populated
automatically
System
generated
number of the
product
selected.
Automatically
populated if a
price list or
product is
selected for
the line. This
number is
used by the
renewal term
for a sales
line, when a
renewal term
applies.
Product
Number
Entered
product_number_entered
Text 100
Characters
Enter
Number for
the product
that is being
sold or
purchased.
This number
is manually
entered.
Promised
Delivery Date
promised_delivery_date
Date
Enter
Date delivery
as promised.
This date
might be
associated
with one or
more contract
events.
Purchase Price purchase_price_list
List
Text 100
Characters
Select
Price list for
the line that is
used in a
purchase
agreement.
Purchase Unit
Price
Currency 16 Populated
Characters automatically or
Enter
Label
Name
Product
Number
purchase_unit_price
Price to use in
purchase
agreement.
Automatically
populated if
the price is
defined in the
price list or
product is
selected for
the line.
Otherwise,
enter the
amount
manually.
Chapter 3. Configuring Emptoris Contract Management Objects
39
Table 16. Standard line fields (continued)
40
Label
Name
Quantity
quantity
Data
Domain
Entry Type
Description
Quantity 16 Enter
Characters
Quantity that
is sold or
purchased for
the current
product.
Defaults value
is 1. The value
of this field is
used by the
renewal term
for a sales
line, when a
renewal term
applies.
Sales Price List sales_price_list
Text 100
Characters
Price list for
the line that is
used in a sales
agreement.
The value of
this field is
used by the
renewal term
for a sales
line, when a
renewal term
applies.
Sales Unit
Price
sales_unit_price
Currency 16 Populated
Characters automatically or
Enter
Price to use in
sales
agreement.
Automatically
populated if
the price is
defined in the
price list or
product is
selected for
the line.
Otherwise,
enter the
amount
manually. The
value of this
field is used
by the
renewal term
for a sales
line, when a
renewal term
applies.
Supplier Price
List
supplier_price_list
Text 100
Characters
Price list for
the line that is
used in a
purchase
agreement.
IBM Emptoris Contract Management: Administration Guide
Select
Select
Table 16. Standard line fields (continued)
Data
Domain
Label
Name
Supplier Unit
Price
supplier_unit_price
Supplier Price
List Entered
supplier_price_list_entered Text 100
Characters
Entry Type
Currency 16 Populated
Characters automatically or
Enter
Enter
Description
Price to use in
purchase
agreement.
Automatically
populated if
the price is
defined in the
price list or
product is
selected for
the line.
Otherwise,
enter the
amount
manually.
Name of the
price list to
use in
purchase
agreement, as
entered.
Chapter 3. Configuring Emptoris Contract Management Objects
41
Table 16. Standard line fields (continued)
42
Label
Name
Data
Domain
Entry Type
Description
Term End
Date
term_end_date
Date
Enter
Last date
when the line
item is active.
This date
might be
associated
with one or
more contract
events. This
date might
trigger the
generation of
a renewal
notification in
a defined
range of this
date. The
default value
for this field is
the (Term
Start Date +
Term Quantity
* Term Unit).
If either of
these values
are null, the
default date is
set to the
Effective End
Date for the
contract. The
value of this
field is used
for term
calculations
by the
renewal term
for a sales
line, when a
renewal term
applies.
IBM Emptoris Contract Management: Administration Guide
Table 16. Standard line fields (continued)
Label
Data
Domain
Name
Term Quantity term_quantity
Entry Type
Quantity 16 Enter
Characters
Description
Number of
Term Units
that comprise
the lines
active Term.
The value of
this field is
used for term
calculations
by the
renewal term
for a sales
line, when a
renewal term
applies.
Automatically
populated if
the Term
Quantity is
defined in the
price list or
product is
selected for
the line.
Otherwise,
enter the
amount
manually. This
field is used
to determine
the Term End
Date.
Chapter 3. Configuring Emptoris Contract Management Objects
43
Table 16. Standard line fields (continued)
44
Label
Name
Data
Domain
Entry Type
Description
Term Start
Date
term_start_date
Date
Enter
First date of
the active
term. For
example, a
support or
subscription
product might
be delivered
or fulfilled
over a period
of time. This
date might be
associated
with one or
more contract
events. The
value of this
field is used
for term
calculations
by the
renewal term
for a sales
line, when a
renewal term
applies.
IBM Emptoris Contract Management: Administration Guide
Table 16. Standard line fields (continued)
Label
Name
Term Unit
term_unit
Data
Domain
Text 10
Characters
Total List Price total_list_price
Entry Type
Description
Enter
Unit of time
for the active
term. The
value of this
field is used
for term
calculations
by the
renewal term
for a sales
line, when a
renewal term
applies.
Automatically
populated if
the Term Unit
is defined in
the price list
or product is
selected for
the line.
Otherwise,
enter the
amount
manually. If
the value is
not present, or
if the Term
End Date is
edited
manually,
defaults to
"Day". You
can select the
appropriate
unit from the
list.
Currency 16 Calculated
Characters
Total price of
the product
before
discount.
Calculated as
Quantity *
(Purchase Unit
Price or Sales
Unit Price).
The value of
this field is
used by the
renewal term
for a sales
line, when a
renewal term
applies.
Chapter 3. Configuring Emptoris Contract Management Objects
45
Table 16. Standard line fields (continued)
Label
Name
Total Net Price total_net_price
Data
Domain
Entry Type
Currency 16 Calculated
Characters
Description
Total price of
the product
after discount.
Used to
calculate the
contracts
Contract Total.
Calculated as
Total List
Price
(Discount
Amount).
Standard Line Definitions
Standard line definitions are provided in the Emptoris Contract Management
application. These line definitions contain default standard field definitions.
The following standard line definitions are provided in Emptoris Contract
Management:
v Standard Sales Price Line
v Standard Purchasing Price Line
v Standard Sales Product Line
v Standard Purchasing Product Line
v Entered Purchasing Product Line
v Entered Sales Product Line
v Entered Sourcing Line
Standard Sales Price Line or Standard Purchasing Price Line
Use this line definition to add a product and a price list that is defined by an
administrator. The following features are available for this line:
v Fixed, tiered, or percentage-based pricing calculations, when enabled in the
selected price list and price.
v Price lists that are available for selection are limited by effective dates and the
currency of the contract.
v A default replacement price list must be used in renewal quote contract lines.
This is for sales agreements only.
v All the features for a product line are applicable for the price line.
Standard Sales Product Line or Standard Purchasing Product
Line
Use this line definition to enter a price amount that is not defined in the
application by an administrator. The following features are available for this line:
v Products available for selection are limited according to effective dates.
v The product number for the selected product is populated automatically.
v Product term defaults can be used to calculate the active term for the line.
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IBM Emptoris Contract Management: Administration Guide
v Default renewal terms are generated automatically for renewable products. This
is for sales agreements only.
v A default replacement product is used in renewal quote contract lines. This is for
sales agreements only.
Entered Purchasing Product Line
With this line definition you can enter most values manually. This applies to
purchase agreements only.
Entered Sales Product Line
With this line definition you can enter most values manually. This applies to sales
agreements only.
Entered Sourcing Line
This line applies to a purchase agreement specific to an IBM Emptoris Sourcing
event. It has data specific to the Emptoris Sourcing module. In an Emptoris
Contract Management and Emptoris Sourcing integrated environment, Emptoris
Sourcing specific data values can be passed from Emptoris Sourcing to Emptoris
Contract Management. With this method you can enter most values manually.
For more information, see the latest IBM Emptoris Contract Management Bulk Load
Utilities Guide and the IBM Emptoris Suite Integration Guide.
Viewing Line Definitions
You can view line definitions and line clauses in the Lines tab of a contract.
Procedure
To view line definitions, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions > Lines.
2. Search for the appropriate line definition.
3. View the definitions on the Definitions tab and the clauses on the Clauses tab.
4. Optional: Modify the properties.
5. Click Save.
Creating and Modifying Line Definitions
You can create new line definitions and also modify standard line definitions.
Procedure
To create and modify a line definition, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions > Lines.
2. Click the New line definition
icon.
3. Specify a unique Name for the line definition.
While modifying a line definition, you cannot change the name.
4. Specify a Label for the line definition.
Chapter 3. Configuring Emptoris Contract Management Objects
47
5. Select a Category from the drop-down list.
The category determines the contract template to which the line definition can
be associated.
6. Click OK.
7. Modify the Properties of the line definition, and save the line definition.
Deleting Line Definitions and Line Clause Templates
You can delete line definitions and the line clause templates that are referenced in
the line definitions at the same time.
Before you begin
You must have the appropriate permission to delete line definitions and line clause
templates.
You can delete line definitions and line clause templates only when they are not
included in the outline of a contract template.
About this task
When you delete line definitions, all line clause templates that are referenced in the
line definitions are deleted. You can also delete only line clause templates.
Procedure
To delete line definitions and line clause templates, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions.
2. Search for the appropriate line definition.
3. Select the line definition, and click the Delete icon.
All line clause templates from the line definition are automatically deleted.
4. To delete line clause templates from a line definition, click the name of a line
definition.
5. On the Clauses tab, select the line clause template.
6. Click the Delete icon.
7. Click Save.
Line Definition Properties
You can configure the properties of line definitions from the Properties tab.
List of properties
The following table lists the properties of line definitions.
Table 17. Line definition properties
48
Property
Description
Name
Name of the line definition.
Label
Label of the line definition.
Category
Category of the line definition that can be added to the same
category of a contract template.
Guidelines
Guidelines on when and how to use the line definition.
IBM Emptoris Contract Management: Administration Guide
Table 17. Line definition properties (continued)
Property
Description
Reference URL
Full path of a document location or URL that is accessed from the
contract template search result.
Product uniqueness
Configuration to validate product uniqueness in a line definition.
If the check box is selected, you cannot add products with the same
product names and numbers to the default line instances or contract
lines. An error message is displayed when duplicate products are
found. You cannot save the line definition until the duplicate
products are removed.
When this option is selected, the product value list displays only
those products that are not already present in the lines.
Auto-populate
parties
Auto-populate lines that are based on parties while creating
contracts. For more information, see “Auto-populate Parties.”
Effective start date
Date on which the line definition becomes active.
Effective end date
Date until which the line definition is active.
Auto-populate Parties
The auto-populate parties option is applicable to lines that contain party-related
fields. The fields can be of internal or external parties.
When enabled
When the auto-populate parties option in the line definition properties is selected,
while creating contracts or adding line definitions, the following actions occur:
v A line instance is added for every internal and external party in the contract and
for all combinations of internal and external parties.
v Default line instances with default line data are added for the parties that are
not already present in the lines, and for the internal and external party
combinations that are not already present in the lines.
v The values for custom property data definitions are automatically populated
based on the external party field or the external company/individual field
present in the line. If both the external party and the external
company/individual fields are present, then the value is populated based on the
external party selected for the line.
Example
A contract contains the following internal and external parties.
v IntPartyA
v ExtPartyP
v ExtPartyQ
A line definition contains the following fields.
v Internal Party Name
v Internal Party Number
v External Party Name
v External Party Number
Chapter 3. Configuring Emptoris Contract Management Objects
49
In such a scenario, if there are no default lines, the following lines are added when
a contract is created.
v Line with the internal party IntPartyA and external party ExtPartyP.
v Line with the internal party IntPartyA and external party ExtPartyQ.
If a default line that contains IntPartyA and ExtPartyP is present, a line that
contains IntPartyA and ExtPartyQ is automatically added when a contract is
created.
Line Definition Fields
You can configure fields for line definitions from the Fields tab. You can add,
delete, and move fields, and also set the properties of the fields.
A line definition can have a maximum of 150 field definitions, with a maximum of
50 each of string, numeric, and date type.
Interdependent data definitions
The following fields are interdependent and must be added together.
v Product Name and Product Number
v Internal Party Name and Internal Party Number
v External Party Name and External Party Number
v Clause Template Name and Clause Template Text
v External Company/Individual Name and External Company/Individual
Number
Compound data definitions
Multiple fields are required to calculate compound data definitions. If the required
fields are not present, you cannot save the line definition.
The following compound data definitions are dependent on other fields.
v Product name and number (In Standard Purchasing Line and Standard Sales
Price Line)
v Total list price
v Total net price
v Percentage factor (if base contract line is specified)
v Term Quantity or Term Unit
The following fields must be added if you add Term Quantity or Term Unit.
– Term Quantity or Term Unit
– Term start date
– Term end date
Dependent data definitions
Data definitions can be simple or complex. A data definition field can be
dependent on other fields to function properly. Some data definition fields cannot
be added in the same line.
The following table lists the data definition fields that must be added with other
fields. It also lists the fields that cannot be added in the same line.
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IBM Emptoris Contract Management: Administration Guide
Table 18. Dependent data definitions
Data Definition
Must also add
base_contract_line
percentage_factor
Cannot add along with
product_name_entered
product_name
product_number_entered
product_number
sales_price_list
product_name,
product_number,
Can only be added to a Sales total_list_price
Agreement or Other type of
contract.
supplier_price_list,
sales_price_list_entered,
supplier_price_list_entered
sales_price_list_entered
sales_price_list,
supplier_price_list,
supplier_price_list_entered
Can only be added to a Sales
Agreement or Other type of
contract.
supplier_price_list
total_list_price
Can only be added to a
Purchase Agreement or
Other type of contract.
price_list
product_name,
product_number
supplier_price_list_entered
sales_price_list,
sales_price_list_entered,
supplier_price_list
Can only be added to a
Purchase Agreement or
Other type of contract.
sales_unit_price
supplier_unit_price,
sourcing_item_unit_cost
Can only be added to a Sales
Agreement or Other type of
contract.
supplier_unit_price
sales_unit_price,
sourcing_item_unit_cost
Can only be added to a
Purchase Agreement or
Other type of contract.
sourcing_item_unit_cost
sales_unit_price,
supplier_unit_price
Can only be added to a
Purchase Agreement or
Other type of contract.
total_list_price
sales_price_list,
sales_price_list_entered,
supplier_price_list_entered
quantity, unit_price
discount_percent
discount_pct_round
total_net_price
total_list_price,
(discount_amount OR
discount_percent)
supplier_item_total_price
sourcing_item_total_cost
total_list_price,
(discount_amount OR
discount_percent)
total_net_price
promised_delivery_date
sourcing_item_delivery_date
term_quantity
All term range fields.
term_unit
All term range fields.
Chapter 3. Configuring Emptoris Contract Management Objects
51
Table 18. Dependent data definitions (continued)
Data Definition
Must also add
Cannot add along with
org_address
external_company_individual_name,
external_company_individual_number
internal_party_address
internal_party_name,
internal_party_number
external_party_address
external_party_name,
external_party_number
external_company_or_individual_address
external_company_or_individual_name,
external_company_or_individual_number
internal_party_address_role
internal_party_address
external_party_address_role
external_party_address
external_company_or_individual_address_role
external_company_or_individual_address
Adding and Editing Fields
You can add and modify the existing line definition fields from the Fields tab.
Procedure
To add or edit fields, complete the following steps:
1. Open a line definition and click the Fields tab.
2. Select a field, and click the Add
icon.
3. In the Select Data Definition window, select and add the appropriate data
definitions.
4. Select one of the following options to specify whether the field is mandatory.
v Present and execute: The field must have value for the contract to be
presented and executed.
v Execute: The field must have value for the contract to be executed.
v Neither: The field can remain blank for the contract to be presented or
executed.
5. Optional: Change the order of the field.
6. Click Save.
Line Definition Clause
You can configure clauses for the line definitions from the Clauses tab. On this tab,
you can define the properties of clause templates, control the visibility of line
definition fields in a contract language, and manage the security list of clause
templates.
Adding line clauses
A line definition may have multiple line clause templates that are referenced in the
definition. When you add a line definition to a contract template or contract, you
can add line clauses to the contract language.
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Settings for line clauses
You can specify properties of line clauses, set the line clause title and visible fields,
and the security for line clauses from the different tabs available on the Clauses
tab.
Line Clause Templates
Line clause templates contain clauses. You must also have line definitions that are
defined before you create line clause templates.
Line clauses
Line clauses are placeholders in the language of authored and received contracts
and amendments. All lines from a line definition, or all active lines of amendments
or amended contracts are displayed in line clauses.
The fields available in line clauses are based on line definitions.
Line clauses have properties that include an instance-level security list. Based on
the security list, users can view and modify the line instances in contracts.
Line definitions in line clauses
The fields in line definitions can be included in line clause templates. You can
configure the fields to be displayed in the contract language.
Line clauses from a line clause template are equivalent to the label of the line
definition that was selected to create the line clause template.
Viewing Line Clause Templates
You can view line clause template of a line definition and modify its title and
fields.
Procedure
To view a line clause template, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions > Clauses.
2. Click a line clause template name.
3. View the details of the clause template.
4. Optional: Make the necessary changes.
5. Click Save.
Creating and Modifying Line Clause Templates
You can create line clause templates that are referenced in line definitions.
Procedure
To create a line clause template, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions > Clauses.
2. Click the Add
icon.
3. Specify the values for the fields on the following tabs.
Chapter 3. Configuring Emptoris Contract Management Objects
53
v Properties
v Language
v Security
4. Click Save.
Line Clause Properties
You can use the Properties tab to define the properties for line clauses.
List of properties
The following table lists the properties that you can define for line clauses.
Table 19. Line clause properties
Property
Description
Name
Name to identify the line clause.
Title style
Name of the paragraph style to be applied to the clause title. An
owning organization can define the attributes of this paragraph
style.
You can override the default value of this property when it is
included in a contract template or contract.
Body style
Name of the paragraph style to be applied to the clause body. An
owning organization can define the attributes of this paragraph
style.
You can override the default value of this property when it is
included in a contract template or contract.
Table style
Name of the table style to be applied to the line clause table. An
owning organization can define the attributes of this paragraph
style.
You can override the default value of this property when it is
included in a contract template or contract.
Line definition
Extended standard line definition name from which the fields of
the line clause originate.
This property cannot be modified.
54
Line label
Label for the extended standard line definition that is associated
with the line clause.
Locale
Locale of the line clause template that is associated with the line
clause. By default, the locale is set to the locale of the user who
created the line clause template.
Guidelines
Guidelines to assist you on when and how to use the line clause.
Reference URL
Full path of a document location or a URL that is accessed from the
Clause Template Properties window.
Notes
Administrative notes.
Created
Date when the line clause is created. This property is automatically
updated and cannot be modified.
Last modified
Date and time when the line clause was last modified. This
property is automatically updated and cannot be modified.
IBM Emptoris Contract Management: Administration Guide
Line Clause Language
From the Language tab of a line clause, you can specify the line definitions to be
visible in line definitions. You can also define the titles for the fields.
Number of fields to be used
When a line clause table is generated, the table width is calculated based on the
page size.
To avoid formatting issues, it is recommended that you use 10-15 fields in a line
clause. If more fields are required, you should create multiple line clauses.
Specifying Line Clause Titles:
You can specify titles for line clauses from the Language tab.
Procedure
To specify the title of a line clause, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions > Clauses.
2. Open an existing line clause, or create a new line clause.
3. Click the Language tab.
4. Specify the Title for the line clause.
5. Click Save.
Results
When you specify the title for a line clause, the title is displayed above the clause
body. If the title is omitted, no line is reserved for the title.
Configuring the Line Clause View:
You can configure how a line clause is displayed in the language of a contract by
displaying the hidden fields, and selecting either the name or label of fields to be
displayed.
Procedure
To configure the line clause view, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions > Clauses.
2. Open an existing line clause.
3. Click the Language tab.
4. Select one of the following options from the View list.
v All: View the selected line definition with all available fields.
v Visible: View the line definition, and all visible fields.
v Hidden: View the hidden fields.
5. Select one of the following options for the Label.
v Name: Displays the line definition and its fields by name.
v Label: Displays the line definition and its fields by label.
Chapter 3. Configuring Emptoris Contract Management Objects
55
6. For the line label to be displayed in the contract language, ensure that the
Display Line Label in Language check box is selected.
7. For the line numbers to be displayed in the contract language, select the
Display Line Number in Language check box.
8. Click Save.
Modifying the Appearance of Line Definition Fields:
You can modify the labels of line definitions, change the order of the fields, and
control the visibility of the fields in a contract language.
Before you begin
You must have the Data Definition > Update permission to modify the label of a
definition field.
Procedure
1. On the application home page, click Administration > Configuration > Line
Definitions > Clauses.
2. Create a new line definition, or open an existing line definition.
3. Click the Language tab.
4. Select a View for the line definition.
5. Modify the line definition label.
6. Select a field that you want to modify.
7. Modify the field by using the following steps.
a. Change the order of the field.
b. To display the line definition field in the line clause, select Field Appears in
Language.
c. For the line definition field to be hidden in the contract language, clear
Field Appears in Language.
d. Modify the size of the field by specifying the Column Width.
The column width is calculated as a percentage of the total width that is
available.
Note: You cannot set the column width to 0% of a visible field. If the width
is not 100%, it is automatically adjusted when the Language tab is opened
the next time.
8. Click Save.
Line Clause Security
You can modify the security list of line clauses from the Security tab. However, the
modification is applicable for all future instances of line clauses. The change of
security list does not affect the existing line clauses.
Permissions
You can add users and user groups to the security list of line clauses. Users and
user groups that are added can access the future instances of line clauses that are
based on matched permissions and permission groups. The permissions that you
include here are rendered to the underlying properties of each line clause that
originates from this template.
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You can also define class-level access to all clauses by using Security Manager.
When you define an organization-restricted security grant to a user group for a
line clause, the organizations of the contract define the access of the user group.
Default Line Instances
From the Instances tab, you can add default line instances for line definitions.
Settings for line instances
You can add line instances and set the default values for the fields in the lines.
When a line definition is used in a contract template, the default line instances are
copied over to the contract.
Adding and Modifying Default Line Instances
You can add default line instances from the Line Definition Editor: Instances tab.
About this task
The line instances that you add are copied to the contract language when the line
definition is used in a newly created contract.
To locate a line instance specific to a product, use the line Search feature.
Procedure
To add and modify default line instances, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions.
2. Specify the appropriate criteria, and click Search.
3. Click the name of a line definition.
4. On the Instances tab, click the Add Line
5. Select a field in the line.
icon.
The details of the field are displayed in the Selected Field pane.
6. Enter the value for the field or click the Value
the field.
icon to select the value for
7. Search for the value, select the appropriate value, and click OK.
8. Click Save.
Results
Consider the following points about the added and modified lines:
v When you add multiple names or addresses for the External Party Name and
External Party Address fields, multiple line instances are created, one for each
name and address.
v When you add multiple lines by selecting multiple parties or products, the lines
are saved immediately. To remove the lines, you must delete them.
v The values for custom property data definitions are automatically populated
based on the external parties selected.
v If the data type of a field definition is not compatible with the value list, an
error is displayed when you edit the field value.
Chapter 3. Configuring Emptoris Contract Management Objects
57
Deleting Line Instances
You can delete line instances from the Line Definition: Instances tab.
About this task
You can delete a single line instance or multiple line instances at the same time.
Procedure
To delete line instances, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions.
2. Click Search to view all line definitions.
3. Click the name of a line definition.
4. On the Instances tab, select a line, and click the Delete Line icon.
5. To delete all lines at the same time, click the Delete All Lines
icon.
6. Click Save.
Download, Modify, and Upload Default Line Instances
You can download the default lines into an Excel file. You can modify the
downloaded Excel file and upload the changes to Emptoris Contract Management.
Downloading Default Line Instances:
You can download the default lines into an Excel file. A blank template with the
relevant columns is downloaded as an Excel file if there are no default line
instances.
Procedure
To download the default lines instances, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions.
2. Click Search to view all line definitions.
3. Click the name of a line definition.
4. On the Instances tab, click the Download Lines
icon.
5. Click Save to save the Excel file.
Results
The default file name is <linedefinition name>_lines.xls.
The name of the worksheet is based on the name of the line definition and limited
to the first 30 characters of the name.
If there are any clause template fields on the default line instances, the clause
template language is also downloaded in the Excel file. The clause template text is
limited to 2000 characters and does not contain any terms, tables, or images, and is
available as read-only.
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IBM Emptoris Contract Management: Administration Guide
Modifying Default Line Data in the Downloaded File:
You can modify the downloaded Excel file and upload the changes to Emptoris
Contract Management. The column headings in the worksheet are similar to the
corresponding line definition added from the UI, except for the first few columns.
About this task
Consider the following points before you modify the data in the downloaded file.
v There are 10 extra rows in each worksheet to support the creation of a new line.
To create a new line instance, change the Action column to Create. If you want
to create more than 10 new line instances, copy the last row as many times as
required.
v You cannot modify the text for the clause template text field in the line instances
when you download the lines from the Line Definition Instances tab. You can
change only the clause template name.
v The Line column of the file is updated by Emptoris Contract Management and
starts at 1 for each line for a line definition. This number is set by Emptoris
Contract Management. Do not modify this number. If you are creating a new
line in the worksheet, leave this column blank. A line number is assigned by
Emptoris Contract Management after the file is uploaded.
v The data definitions in a line definition are represented by columns in the Excel
file. The following validation is provided for each cell.
– The entry is validated to ensure that the format is correct. Example: You
cannot enter text for a data definition that is associated with a number data
domain.
– The values for the List of Values data definitions are accessed as a drop-down
list. You cannot enter values that are not part of the list.
v No validation is provided in the Excel file for price lists, product names, and
product numbers.
Procedure
To modify the default line instances, complete the following steps:
1. Open the downloaded Excel document and go to the worksheet for the line
definition.
2. In the Action column, add the actions that you want to accomplish.
v No Change: No change in the existing line instance.
v Modify: Modify the line.
v Delete: Delete the line instance.
v Create: Create a line instance.
3. To add a line instance, use each row as a line and enter the line values
sequentially.
The values that you provide must match the data definition specified.
4. Save the Excel file.
Uploading Default Line Instances:
You can upload multiple default line instances simultaneously by using the Excel
files downloaded earlier from the Line Definition Editor: Instances tab.
Chapter 3. Configuring Emptoris Contract Management Objects
59
About this task
Consider the following points before you upload the default line instances:
v Some errors, such as a malformed header line, can cause the entire upload
process to fail. Other errors, such as an invalid date entry or text that exceeds
the specified length, are presented in the summary table with a reference to the
original row number in the Excel file.
v During the upload, the clause template name is validated against the clause
templates available in the system. The line is uploaded only if the template is
found in the system. The clause template text is populated automatically in the
lines based on the clause template name.
v If the data domain for the field definition is not compatible with the value list
for the field, the selected field value does not match the data domain. The value
that is selected for the field is modified to suit the data domain. For example, if
the data domain for the field definition is numeric with two decimal places and
the value for the field is numeric with three decimal places, the system rounds
the value to two decimal places. However, an error is also generated and the
line fails to upload.
Procedure
To upload the default lines instances, complete the following steps:
1. On the application home page, click Administration > Configuration > Line
Definitions.
2. Click Search to view all line definitions.
3. Click the name of a line definition.
4. On the Instances tab, click the Upload Lines
icon.
5. In the Upload Lines window, click Browse to select the source file for the lines.
6. Click OK to add the lines.
7. Click Save.
Results
A summary of the changes appears, listing lines that were uploaded successfully or
the lines that failed to upload. You can make corrections to the source file and
upload the lines again.
Custom Properties
Custom properties are user-defined properties that appear in all external
organizations, products, and contracts.
Applicable to new and existing objects
The custom properties that you define are applicable to all new and existing
objects.
Value list
You can restrict the values that are available for a custom property by defining a
list of values for the property.
For information about value lists, see “Value List” on page 11.
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Custom Properties in the Contract Language
You can add the custom properties that are defined for external organizations to
the contract lines or the contract language.
To add a custom property to the contract language, select the following options
when you create the custom property.
v To use a custom property in the contract language, select the Available for
inclusion in language as term option.
v To use a custom property in a line definition, select the Available for inclusion
in lines as line field option.
To deactivate the term definitions or data definition that is defined for a custom
property, open the custom property and clear the appropriate option. The End
Date for the selected definitions is set to the current date and they are no longer
available for selection.
To reactivate the term definitions or data definition that is defined for a custom
property, open the custom property and check the appropriate option.
Term Definitions for Custom Properties
If you select the Available for inclusion in language as term option, then system
terms are generated based on a combination of the custom property and the values
that are defined for the External Party Role (ExternalPartyRole) value list.
v The new term definition name is defined as external_[role name]_[custom
property name].
v The new term definition label is defined as External [Role Name] [Custom
Property Label].
v A term is generated for every value in the External Party Role value list
irrespective of the status of the value.
v If a new value is added to the External Party Role value list, a new term
definition is automatically generated for the custom property.
v The Amendment Activation status for the term is set as Term is updated only if
the value from which it is derived is updated.
v The term is not available for reporting by default.
v If the custom property label is changed by the user, the term definition label is
also updated.
v If you select the Available for inclusion in language as term option when you
edit existing custom properties and if a term definition with the same name
exists, an error message is displayed and the Available for inclusion in
language as term option is disabled.
Data Definitions for Custom Properties
If you select the option Available for inclusion in lines as line field, then a new
system data definition is generated for the custom property.
v The new data definition name is the same as the [custom property name].
v The new data definition label is the same as the[Custom Property Label].
v The description for the custom property is copied to the description for the data
definition.
v If the custom property label is changed by the user, the data definition label is
also updated.
Chapter 3. Configuring Emptoris Contract Management Objects
61
v The entry type is defined as Master File List and the data domain is the same as
the data domain of the custom property.
v If you select the Available for inclusion in lines as line field option when you
edit existing custom properties and if a data definition with the same name
exists, an error message is displayed and the Available for inclusion in lines as
line field option is disabled.
Viewing Custom Properties
You can view existing custom properties and modify some of their attributes.
Procedure
To view custom properties, complete the following steps:
1. Click Administration > Configuration > Custom Properties.
2. Click the name of a custom property.
3. View the property and the attributes.
4. Optional: Modify the attributes.
5. Click OK.
Creating and Modifying Custom Properties
You can create custom properties for specific object and data types. After creating
the properties, you can modify some of their attributes.
Procedure
To create and modify custom properties, complete the following steps:
1. Click Administration > Configuration > Custom Properties.
2. Click New.
3. Specify the Name and Label of the custom property.
4. Select the object for which the property is applicable from the Applies to
drop-down list. The following options are available.
v Contract: The custom property is available on the Header tab of the
Contract Editor.
v Organization: The custom property for the external organization is
available on the Administration > External Companies tab. You can also
view the property from the Parties tab of the Contract Editor.
v Product: The custom property is available on the Administration > Product
tab.
5. Select the Search check box for the custom property to be included in search
criteria.
6. Select the Amendment Activation check box for the property to be copied
from an amendment to the base contract when the amendment is activated.
7. Select the Data type from one of the following options.
v Text: Text domain with 1000 characters or less. You can include any form of
text including spaces. If you want to include numbers with punctuation,
such as currency, use the text data type.
v Numeric: Numeric domain with 32 characters or less and 10 decimal places.
You can include real numbers. All decimal positions except trailing zeroes
are displayed.
v Date: The format for the date depends on the locale set by the user.
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8. Select the Entry type from one of the following options.
v Entered value: Users can enter any value that conforms to the data type.
v List of values: Users can select from a defined list of values.
v Both: Users can select from a defined list of values, or enter a value that
conforms to the data type.
9. When you select List of values or Both, you must select the List of value by
clicking the Select Value List
icon.
10. Search and select the appropriate value.
11. Click OK.
Custom Property Term Definitions
When you add an external party to a contract, you can view the custom properties
that are defined for the external party from the External Party Dialog.
You can use the custom property term definitions for the following purposes:
v To add the external organization custom property values in the contract
language.
v To trigger approvals based on the external organization custom property values.
Note: To edit the custom properties for the selected external party, you must go to
Administration > Parties > External Companies.
When you assign a role to the external party from the Contract Editor Parties tab,
the value of the custom property is assigned to the custom property term
definition for the corresponding role.
For example, if the party role is set as Primary, then the custom property value is
assigned to the external_Primary_[custom property name] term definition.
Custom property term definitions in the contract
Consider the following points when you use custom property term definitions in
the contract:
v You can add the custom property term definitions to the Contract Editor Terms
tab or include them in the contract language.
v You can see the value of the custom property on the Terms tab, if the term
definition is already present on the Terms tab.
v You can see the value of the custom property in the contract language, if any of
the contract clauses contain the term definition.
v The term value is derived from the value of the custom property. You cannot
change the value of these terms.
v If you edit the value of the custom property from the External Organization
window, the change is not reflected in any existing contract instances of the
term. The term value is updated only when you remove the term and add it
again.
v If the external party for the contract is removed from the contract, the term
value is updated to blank.
v If the role for the external party is changed, then the term value is updated.
v If more than one external party is assigned to the same role, then the term value
contains the values of the custom property for all the external parties as
Chapter 3. Configuring Emptoris Contract Management Objects
63
comma-separated values. The term values are prefixed with the name of the
corresponding external party followed by ":-".
Note: The prefixed party names are not considered for searching, reporting, or
for approvals on the term values.
v For a Search based on term values, the custom property term definition appears
in the search results if any one of the comma-separated values matches the
search requirements.
v Contract approvals based on the custom property term definition are also
triggered if any one of the comma-separated values matches the requirements.
Custom Property Data Definitions
To include the custom property value in contract lines, you must add the custom
property data definition to the line definition.
Custom property data definitions in the contract lines
Consider the following points when you use custom property data definitions in
the contract lines:
v To use the custom property data definition in a line, you must also add at least
one of the following data definitions to the line:
– External party data definition
– External company/individual data definition
v The value for the custom property data definition depends on the external party
or the external company/individual selected for that line. You cannot edit the
value of a custom property data definition.
v If the custom property for the selected external party or external
company/individual does not have a value, the custom property data definition
value remains blank.
v If both external party data definitions and external company/individual data
definitions are present in a line definition, then the custom property data
definitions on the line are populated for the external party and not for the
external company/individual selected.
v If the external party or the external company/individual field is not present in
the line, the custom property data definition value remains blank.
v If you select multiple values when you add external parties or external
company/individuals to the lines, multiple lines are added to the line definition
and the corresponding custom property data definitions are automatically
populated.
v If the auto-populate flag is enabled, the external party-related data definitions on
the lines are automatically populated. Any custom property data definitions
present on the lines are also populated.
v While editing lines offline in a downloaded Excel file, the custom property data
definition values cannot be edited.
Relationship Types
You can create a new relationship between two objects of the class specified. You
can open one object from within the other object with the help of a relationship
type or you can use the Relationship Type feature. In addition to the relationship
types that you can create, certain system relationship types for contracts are
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IBM Emptoris Contract Management: Administration Guide
provided by default. These relationship types have particular purposes and are
used for relationships that are created automatically between two contracts.
Definition
In the Relationship Types feature, you can define classifications of relationships
between contracts or between external organizations..
Actions
You can carry out the following actions with the help of this feature:
v Viewing relationship types
v Creating and modifying relationship types
v Deleting relationship types
Viewing Relationship Types
You can view the relationship types between contracts from the Relationship Types
feature in the Administration module.
Procedure
To view relationships types, complete the following steps:
1. On the application home page, click Administration > Master Files >
Relationship Types.
2. Click the name of the Relationship Type.
3. View the properties of the relationship type.
4. Close the window after your task is completed.
Creating and Modifying Relationship Types
You can create a relationship between two objects of the same type.
Procedure
To create a relationship type, complete the following steps:
1. Click Administration > Master Files > Relationship Types > New.
2. Specify the Name of the relationship type.
3. Optional: Enter a Description for the relationship type.
4. Select the class of object from the Relates drop-down list.
The following options are available.
v Contract to Contract
v Organization to Organization
5. In the To label and From label fields, enter a pair or relationship attributes.
Example: Specify Master Agreement to in the To label and Secondary
Agreement of in the From label.
6. Specify the Effective Start Date and Effective End Date in the appropriate
format.
When the effective start date is reached, you cannot change it.
7. Click Save.
Chapter 3. Configuring Emptoris Contract Management Objects
65
Deleting a Relationship Type
You can use the Relationship Types feature to define relationships between
contracts. When you define a relationship type, it is available for creating a new
relationship between two objects of the class specified.
Before you begin
You can delete a user-defined relationship type if the following conditions are
satisfied:
v You have the appropriate permission.
v The relationship type is not currently used by a relationship.
Procedure
To delete a relationship type, complete the following steps:
1. On the application home page, click Administration > Master Files >
Relationship Types.
2. Search for the appropriate relationship type.
3. From the search results, select the relationship type.
4. Click the Delete icon.
Note: If a delete is attempted for a relationship type in use, an error message is
displayed.
5. Click OK to confirm the deletion.
User Interface
You can define the behavior of some controls on the user interface of the Emptoris
Contract Management application.
Controls for the user interface
The user interface controls appear when you create a new contract by using the
Contract Editor.
You can configure controls to be hidden or read-only. You can configure the
controls to have default values or determine the values of the controls by a
programmed exit framework that is set by the customer.
Contract Creation Portlets
You can define controls for the contract creation wizard that is displayed when
users click New on the home page.
Contract creation interactions
You can configure the behavior of the controls of the following interactions for the
contract creation wizard and set the default values.
v New Contract: When users click New > Contract on the home page, the New
Contract window is displayed.
v New Amendment: When users click New > Amendment on the home page, the
New Amendment window is displayed.
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IBM Emptoris Contract Management: Administration Guide
v New Quote: When users click New > Quote on the home page, the New Quote
window is displayed.
Template required
With this setting, you can make a template mandatory for organizations while
creating received and filed contracts, and received amendments.
You can also define a default contract template to be used while creating contracts.
When a default template is defined, the user who is creating a new contract does
not require permission to read the template.
Contract creation by using save as
You can define the following interactions for the Save as - Contract interaction.
v You can define the default contract name of a saved as contract.
v You can select or clear options by default. To set all options as selected, select
Copy. To set all options as cleared, select Discard.
Contract Editor Controls
For certain tabs in the Contract Editor, you can define whether a control is
editable, read-only, or hidden.
Contract Editor tabs
You can configure the following tabs in the Contract Editor.
v Header: You can define the properties available on this tab.
v Parties: You can define the properties available on this tab and the properties
that are displayed in the Edit Parties window.
Note: For the change in the behavior of a property to be applied, you must change
the value of the property.
External Organization Controls
For certain external organization windows, you can define whether controls are
displayed or hidden.
Controls available
The following controls are available for interactions for external organizations.
v External Organization Search: The controls in this window are available for users
for searching for external organizations. The controls set here are applicable only
for the search dialogs from which the end user searches for external
organizations. They are not applicable to the external company search dialog
accessed from Administration > Parties > External Companies.
v External Organization Properties: The controls in this window are available for
users to view the properties of external organizations. External organizations are
created in the Emptoris Strategic Supply Management Platform, and you can
only view the properties in Emptoris Contract Management.
Chapter 3. Configuring Emptoris Contract Management Objects
67
User Interface Controls
You can apply controls for the interactions of some settings on the user interface.
The settings are applicable to some fields that users are viewing and not to all
fields across all tabs. You must reapply the settings to the fields in other tabs to
reflect the settings.
Control settings
The following table lists the settings that you can use for user interactions.
Table 20. User Control Settings
Setting
Description
Editable
v Default setting for interactions.
v Provides complete control to the user assuming the user has the
necessary permissions.
v Can be configured for users to enter the value or select from a list.
v For contract creation, can be configured to have a default value.
Read Only
v Default setting for the properties that are system-specific.
v Disables user interaction.
v Default value is required for contract creation.
Hidden
v Disables user interaction and the setting is not displayed.
v Default value is required for contract creation.
v A hidden setting is applicable only for the window or tab that
corresponds to the selected interaction. It does not affect the setting
in other locations in the application.
Externally Set
v Applies only to contract creation and save as interactions.
v Disables user interaction and the setting is not displayed.
v A programmed exit framework determines the value of the property.
Changing User Interface Settings
You can change user interface settings by selecting controls for the settings and
also by specifying the default value.
Before you begin
You must have the Update permission to change the user interface settings.
Procedure
To change user interface settings, complete the following steps:
1. Click Administration > Configuration > User Interface.
2. Click the Select Organization
organization.
icon, and select the appropriate
A contact for the selected organization can perform the action that you
configure. The settings that are configured for a parent organization are
applicable to all its child organizations. When you select a new organization,
the user interface settings of its nearest parent organization are displayed by
default.
3. Select an Interaction from the drop-down list.
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4. For each Input Control, select the setting.
5. Set the Default value for the appropriate input control.
6. Repeat the steps for all interactions.
7. Click Save.
8. To restore the settings of the parent organization of the selected organization,
click Revert.
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Chapter 4. Configuring Contacts, Users, and Organizations
All contacts, users, user groups, and organizations are created from the Emptoris
Strategic Supply Management Platform.
What can you configure
Information for contacts, users, and organizations is available in Emptoris Contract
Management as read-only. You can configure only certain properties for contacts,
users, and organizations in Emptoris Contract Management.
Features Available from the Emptoris Strategic Supply Management
Platform
Features for creating users, suppliers, and organizations, and managing them are
available only from the Emptoris Strategic Supply Management Platform.
List of features
The following table lists the features that are now available only from the Emptoris
Strategic Supply Management Platform.
Table 21. Features available from the Emptoris Strategic Supply Management Platform
Feature
Description
Log in
Users can log into Emptoris Contract Management only from the
Emptoris Strategic Supply Management Platform.
Preferences:
Users can set these preferences in the Emptoris Strategic Supply
Management Platform.
v Time zone
v Date format
v Number display
format
The preferences are mapped to existing locales in Emptoris Contract
Management.
v Display language
Internal
organizations
Users can create the internal organizations for the customer and
create addresses, phones, and contacts for the internal organizations.
Suppliers (also
known as external
organizations)
Users can create suppliers and configure their addresses, phones,
and contacts.
User groups
Users can create user groups in Emptoris Strategic Supply
Management Platform. However, the permissions for the user
groups are assigned in Emptoris Contract Management.
User registration
notices
User registration notices must be added in the Emptoris Strategic
Supply Management Platform before creating users.
Users
Users are created and assigned appropriate user groups.
Note: Users and contacts are synced with Emptoris Contract
Management only if they are associated with a valid Emptoris
Contract Management organization.
© Copyright IBM Corp. 2012, 2015
71
Organizations
Organizations are internal and external organizations that are created in Emptoris
Strategic Supply Management Platform.
Internal organizations
You can find all internal organizations in the My Company section of the
Administration module.
For more information about My Company, see “My Company” on page 79.
External organizations
External organizations are the organizations with whom Emptoris customers go
into agreements by creating contracts.
For more information, see <Reference to External Companies>.
Features and Properties
Organizations have features and properties that are common to both internal and
external organizations.
Features in organizations
The following are available for organizations.
v Addresses: View and select the primary address.
v Phones: View and select the primary phone number.
v Contacts: View and select the primary contact.
v Aliases: View, create, edit, and delete aliases for organizations.
v Name: View the names of organizations.
Properties of organizations
The following table lists the properties of organizations. All properties are
applicable to internal and external organizations, unless specified.
Table 22. Properties of organizations
72
Property
Description
Number
Unique number that identifies an organization.
External ID
ID of external organization that is defined outside Emptoris Contract
Management.
Master ID
ID given to external organizations that are mastered. The ID is given in
the Emptoris Strategic Supply Management Platform.
Master Name
Name that is given to external organizations that are mastered. The
name is given in the Emptoris Strategic Supply Management Platform.
Unique ID
Unique identifying number of external organizations. The number is
generated in the Emptoris Strategic Supply Management Platform.
Is Primary
Identifies the primary external organization within a set of external
organizations that are associated with the same Master ID.
Company
Identifies whether this organization represents an external or internal
company.
IBM Emptoris Contract Management: Administration Guide
Table 22. Properties of organizations (continued)
Property
Description
Parent
organization
Displays the immediate parent organization. This field is applicable to
internal organizations only.
Legal entity
When Yes, the organization can be added to a contract as an internal
party. This field is applicable to internal organizations only.
Currency
Currency that is selected by default in new price lists and contracts.
This field is applicable to internal organizations that are legal entities
only.
Time Zone
Time zone that is applicable to the organization. This field is applicable
to internal organizations only.
DUNS number
D&B® number for your reference. This field is applicable to external
organizations only.
NAICS number
North American Industry Classification System code. This field is
applicable to external organizations only.
Website
Website of the organization. This field is applicable to external
organizations only.
Federal tax ID
Federal tax ID. This field is applicable to external organizations only.
Custom properties Custom properties that are defined by the Emptoris customer. These
are applicable to external organizations only.
Effective start date Date when the organization is created in the Emptoris Strategic Supply
Management Platform.
Effective end date
For internal organizations, this date is set when the organization is
deleted from the Emptoris Strategic Supply Management Platform.
For external organizations, this date is set when the organization is
marked as Duplicate or Discontinued in the Emptoris Strategic Supply
Management Platform.
Primary address
Primary corporate address of the organization.
Primary phone
Primary phone number of the organization.
Email
Primary email address of the organization.
Notes
Notes added for your reference.
Created
Date when an organization is created in the Emptoris Strategic Supply
Management Platform.
Last Modified
Date when an organization is modified in the Emptoris Strategic
Supply Management Platform.
Objects Related to Organizations
You can modify some properties for organizations in Emptoris Contract
Management after they are created in the Emptoris Strategic Supply Management
Platform.
Administering objects
You can administer the following objects for organizations.
v Addresses
v Phones
v Contacts
v Aliases
Chapter 4. Configuring Contacts, Users, and Organizations
73
v Relationships. Relationships are applicable to external organizations only.
Organization Addresses
You can view the addresses that are associated to organizations, and view the
properties, primary organization, and the other lists of addresses. You can also
change the primary organization.
Primary address
Only one address for each address role represented for an organization can be
designated as the Primary address.
Primary corporate address
When an organization is added to a contract, the address selected by default
depends on the address role selected in the System Settings in Administration and
the address designated as Primary for that role.
The primary corporate address of an organization is displayed as the primary
address of the organization in the organization properties.
Actions that you can take on Organizations
In Emptoris Contract Management, you can view the list of addresses, view
existing addresses of an organization, and also define a primary address for an
organization.
Procedure
You can take the following actions for organizations:
1. To view the list of addresses of an organization, complete the following steps.
a. Click Administration > Parties.
b. Click My Company or External Parties.
c. Click the name of a party.
d. Click the Open Addresses
icon.
2. To change the primary address, select the Primary radio button, and click OK.
Address Properties
You can only view address properties in Emptoris Contract Management. You can
modify the properties from the Emptoris Strategic Supply Management Platform.
List of properties
The following table lists the properties of addresses.
Table 23. Address properties
74
Property
Description
Name
Unique name of the address in an organization.
Role
Role of the address.
Street 1 and Street 2
First and second address lines.
City
City name.
County
County name.
State or Province
State or province code.
IBM Emptoris Contract Management: Administration Guide
Table 23. Address properties (continued)
Property
Description
Postal code
Zip or postal code for the address.
Country
Country name.
Effective start date
Date when the address is created in the Emptoris Strategic Supply
Management Platform.
Effective end date
Date when the address is deleted from the Emptoris Strategic Supply
Management Platform.
Created
Date when the address is created in the Emptoris Strategic Supply
Management Platform.
Last modified
Date when the address is last modified in the Emptoris Strategic
Supply Management Platform.
Organization Phones
You can view the telephone numbers that are associated to an organization and
also view the properties.
Primary phone
Every organization has a primary telephone number. The primary telephone
number is added in the Emptoris Strategic Supply Management Platform. In
Emptoris Contract Management, you can only view the telephone numbers and
their properties.
Properties
You can view the following properties of a telephone number in Emptoris Contract
Management.
v Number
v Type
Viewing Organization Phones
You can view the phones that are associated to an organization in Emptoris
Contract Management. You cannot modify the properties or change the numbers.
Procedure
To view organization phones, complete the following steps:
1. Click Administration > Parties.
2. Click My Company or External Parties.
3. Click the name of a party.
4. Click the Phones
icon.
5. Click OK.
Viewing Organization Contacts
You can view the individuals that are associated with organizations from the
Contacts list.
Chapter 4. Configuring Contacts, Users, and Organizations
75
About this task
Each organization has one primary contact. When an organization is selected in a
contract, the primary contact of the organization becomes the default primary
contact of that organization in the contract.
Procedure
To view organization contacts, complete the following steps:
1. Click Administration > Parties.
2. Click My Company or External Parties.
3. Click the name of a party.
4. Click the Contacts
icon.
5. Click OK.
Organization Aliases
Aliases are the different names that are given to an organization.
Advantages of aliases
Users have the following advantages in using aliases for organizations:
v Users can search for or generate a report for an organization by using different
alias names.
v Users do not need to add duplicate organizations to represent the same entity.
Change of name
When the name of the organization is changed in the Emptoris Strategic Supply
Management Platform, the change of name is reflected in Emptoris Contract
Management. The previous name is saved as an alias for the organization.
Actions that you can take on Organization Aliases
You can create new aliases for organizations, view the existing aliases, and also
delete aliases.
Procedure
You can take the following actions on aliases:
1. To view aliases for an organization, complete the following steps.
a. Click Administration > Parties.
b. Click My Company or External Parties.
c. Click a party name.
d. Click the Aliases
icon.
2. To create an alias for an organization, complete the following steps.
a. Open an organization, and click the Aliases
b. Click Add.
icon.
c. Specify an alternate name for the organization, and click OK.
3. To delete an alias for an organization, complete the following steps.
a. Open an organization, and click the Aliases
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icon.
b. Select the alias row, and click Delete.
c. Click OK.
External Organization Relationships
The Organization Relationships list of an external organization lists the other
external organizations associated with it. You can also create new relationships or
delete existing relationships.
You can view the properties of the related organizations from the Organization
Relationships window when you edit an organization. A relationship also allows
reporting by related organizations.
A relationship is not the same as an alias. Use a relationship when you need
separate external organizations defined in Emptoris Contract Management. Use an
alias when you only need additional names for the same organization.
External Organizations
External organizations are the companies with which the Emptoris customer
creates contracts and does business.
An external company or organization may represent a single entity or a group of
interrelated organizations.
You can create external companies in the Emptoris Strategic Supply Management
Platform. In Emptoris Contract Management, you can only view the properties of
the external organizations.
Status of External Organizations
External organizations can have the status of active, inactive, discontinued, or
duplicate. The status is changed from the Emptoris Strategic Supply Management
Platform.
Effective start and end dates
The effective start date of an external organization is the date on which the status
of the organization was set to Active in the Emptoris Strategic Supply Management
Platform.
An organization may or may not have an effective end date. If an organization has
an effective end date, it must be after the effective start date of that organization or
its parent organization.
Status and dates
The following table lists the status in the Emptoris Strategic Supply Management
Platform, and the effective start or end dates in Emptoris Contract Management
that correspond to the status.
Table 24. Status and effective start and end dates
Status in the Emptoris
Strategic Supply
Management Platform
Active
Start date in Emptoris
Contract Management
End date in Emptoris
Contract Management
Date on which the
organization is made Active.
Blank
Chapter 4. Configuring Contacts, Users, and Organizations
77
Table 24. Status and effective start and end dates (continued)
Status in the Emptoris
Strategic Supply
Management Platform
Start date in Emptoris
Contract Management
End date in Emptoris
Contract Management
Discontinued or Duplicate
Date on which the
organization is made Active.
Date on which the
organization status is
changed to Discontinued or
Duplicate.
Active after Discontinued or
Duplicate
Date on which the
organization is made Active
again.
Blank
Inactive organizations
You cannot assign inactive external organizations as the external parties of a
contract.
If an active external organization is made inactive, the contacts and contracts
remain unaffected.
Any renewal party for a contract can be active or inactive. An inactive external
organization results in an inactive external party in a newly generated renewal
quote.
External Organization Name Change
When the name of an external organization is changed in the Emptoris Strategic
Supply Management Platform, the new name is reflected in Emptoris Contract
Management.
Name change in contracts
When the name of an external organization is changed, the name is not
automatically reflected in the contracts that have the external organization as the
external party of the contract.
For the modified name to be reflected in the contracts, you must reselect the
external organization or address and save the changes. A new revision is created
with the changed name or address.
An alias for the organization name is also created in Emptoris Contract
Management when the name of the external organization is changed.
Accessing External Companies
You can use the External Companies feature to view the organizations with which
the Emptoris Customer does business. Each external organization can represent a
single entity, or several interrelated external organizations can be required to
represent a more complex entity.
Procedure
To access external companies, complete the following steps:
1. Click Administration > Parties.
2. Click External Companies.
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3. View the properties of the external parties.
My Company
Each internal organization can represent a separate business or an organizational
unit of the Emptoris Customer. An internal organization can be the parent or child
of another internal organization. Each internal organization can represent an
internal party of a contract or another entity with an interest in the contract or
component thereof.
Definition
My Company is a feature that is used to view the organizations that represent the
Emptoris Customer.
Note: Permissions are required for complete access to the feature described here.
Internal Organizations
Internal organizations are the organizations of the Emptoris customer, usually
consisting of a hierarchy of organizational units.
Owning organization
Each organization in a hierarchy may have its own requirements of settings and
contract standards. However, the owning organization determines the settings that
a contract inherits. The owning organization is the organization to which the
contract creator belongs.
Organization-restricted permissions
If the security of a clause or contract includes organization-restricted permissions,
each member of the user group that is assigned to the contract must also be a
member of the organization of the contract or of the parent organization.
Settings for owning organization
The following settings are available for an owning organization.
v Notifications
v Quote generation
v Renewal notification rules
v System settings
v User interface
Objects that are classified based on organizations
The following objects are classified based on organizations.
v Contract templates
v Clause templates
v Term definitions
v Contracts
v Clauses
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79
Limitation on the number of Internal Organizations in Emptoris
Contract Management
The maximum number of internal organizations that can be created in Emptoris
Contract Management and used in contracts as internal parties is 2040.
If you create more than 2040 organizations in the Emptoris Strategic Supply
Management Platform, the organizations are synchronized with Emptoris Contract
Management. However, you can only use the first 2040 internal organizations in
contracts as internal parties.
Note: Even if you delete some organizations from the first 2040 internal
organizations, you cannot use the newer organizations as internal parties.
Internal Organization Structure
The Emptoris Customer consists of a hierarchy of organization units and each
organization can have its own requirements about the settings in administration
and certain standards of contract creation.
Owning organization
The owning organization of a contract determines certain settings that are inherited
from the Administration module. The owning organization of a contract defaults to
the organization of the contract creator.
Security list
The security list of a contract or clause can include organization-restricted grants to
user groups. If so, each member of the user group must also be a member of one
of the organizations of the contract or be a member of its parent. The specific
organization requirement is set within each organization -restricted grant of the
security list.
Organization structure
The hierarchy of internal organizations starts with the default root organization
Emptoris, which is the top-level Emptoris Customer organization. The top
organization can have a tier of organizations that are its immediate child
organizations. Each of these organizations can themselves have child organizations,
until the entire organization is defined.
Contacts, which are individuals that are associated with an organization, can apply
at any level of the hierarchy.
Note: The position of each organization and contact in the hierarchy determines
the security and the behavior of the contracts that are created by those internal
users who have user accounts.
Parent Internal Organizations
The internal organizations in Emptoris Contract Management have a systematic
hierarchy of parent and child organizations.
Parent and child organizations
The hierarchy of the internal organizations starts with the root organization. The
root Emptoris organization is the top-level organization.
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A parent organization can have multiple child organizations. However, a child
organization can have only one immediate parent organization.
Parent organization in reports
The parent organization of an internal organization at 11:59:59 PM of a day is
considered as the parent organization of that organization for the entire day for
historical reports and data. The period when the original parent organization was
used, remains on record as the original parent organization.
Changing the parent organization
When you change the parent organization of a contract, the following changes
occur:
v The time at which the parent organization is changed is noted in reports.
v The organization for which a set of contracts and other objects are assigned are
changed in the reports.
Active and Inactive Organizations
Active organizations are those whose Effective Start Date has reached. Inactive
organizations are those whose Effective End Date has reached.
Effective start and end dates
The effective start date of an organization is the date on which the organization is
created in the Emptoris Strategic Supply Management Platform. The effective end
date of an organization is the date on which the organization is deleted.
Internal organization as a legal entity
An internal organization that is created in Emptoris Strategic Supply Management
Platform is a non-legal entity for Emptoris Contract Management and cannot be
used. To make it legal, the organization must have the currency, time zone, and
legal entity fields set.
Internal organizations in quote renewals
Internal organizations that are set as primary internal parties in contracts or quotes
can be active or inactive at the time of renewal quote generation.
Checking status
To check whether an internal organization is active or inactive, you can click the
internal organization name, and view its properties.
Viewing and Editing Internal Organizations
In Emptoris Contract Management, you can only view the properties of internal
organizations.
Before you begin
You must have the Update permission to edit the properties of internal
organizations.
Chapter 4. Configuring Contacts, Users, and Organizations
81
About this task
In Emptoris Contract Management, you can edit only aliases, time zones, currency,
and legal entity. The internal organization can be used in Emptoris Contract
Management only if the legal entity field is set to yes.
Procedure
To view and edit an internal organization, complete the following steps:
1. Click Administration > Parties > My company.
2. Click the Organization name hyperlink.
3. Modify the necessary fields.
4. Click Save.
Contacts and Users
Contacts and users are individual objects that are created in the Emptoris Strategic
Supply Management Platform and are used in Emptoris Contract Management.
Contacts
Contacts do not have user accounts. They cannot log in to the applications and
complete tasks. Contacts can be internal contacts and external contacts. Contacts
can be associated to organizations.
Internal users
Internal users are users of the internal parties. Internal users have user accounts
and act as contacts for internal organizations for customers. Internal users can
complete tasks for their specific organizations. Internal users can be associated to
user groups.
For every organization, there is a primary internal user. The primary internal user
has the responsibility for the negotiation activities for online presented contracts
for the user's organization.
However, every user may not be associated to an organization. Users may be
created only for receiving notifications or for information purposes.
Internal users can receive email notifications and can therefore receive authored or
received contracts or amendments by email.
Internal users must be given adequate permissions, and must be assigned to
appropriate user groups to complete tasks and activities for their organizations.
External users
External users are users of the external parties or companies. External users have
accounts and act as contacts for external organizations. They can complete specific
tasks for their organizations. Internal users may sometimes also act as external
party users.
For every external organization, there is a primary external user, who has the
responsibility for the negotiation activities for online presented contracts. If a
contact is assigned as the primary external user, the contract is presented offline.
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However, every user may not be associated to an organization. Users may be
created only for receiving notifications or for informational purposes.
Multiple external users can assign tasks to each other for contracts.
The permissions and security list for external users are assigned based on authored
or received contracts and amendments according to the negotiation method.
Accessing contacts and users
You can access contacts and users and view their personnel data. You can modify
the aliases of contacts and users. You can also set delegation rules for users.
Application Access for External Users
The Enable Access to Contract Management for External Users configuration
property in the Emptoris Strategic Supply Management Platform allows the IBM
Emptoris Suite customers to enable or disable access to the Emptoris Contract
Management application for external users.
Using this property, you can restrict access to the application for external users but
at the same time, keep the external users enabled so that you can use them within
Emptoris Contract Management.
After installation, you can set the Enable Access to Contract Management for
External Users option from Emptoris Strategic Supply Management Platform >
Administration > Properties > System > System Administration.
User Accounts
When user accounts are created in the Emptoris Strategic Supply Management
Platform, internal and external users can log into the applications and complete
activities that are assigned to them.
User names
Every user account is associated with a user name for the user in the application.
Each user name must be unique and identifies the user.
Accounts for internal and external users
When a user account is created for a user who is associated with an internal
organization, an internal user is created. When a user account is created for a user
who is associated with an external organization, or if no organization is specified,
an external user is created.
Internal users can be assigned to user groups. External users do not have any user
groups.
Properties of user accounts
The following table lists the properties of user accounts.
Table 25. Properties of user accounts
Property
Description
Individual
Name of the user.
Chapter 4. Configuring Contacts, Users, and Organizations
83
Table 25. Properties of user accounts (continued)
Property
Description
User name
Unique identifier of the user. The user name is used to log into
the application.
Password
Status of the password.
Suppress task
notifications to users
When selected, users do not receive any notifications for tasks
except the presentation and execution tasks.
When cleared, all notifications that relate to tasks are sent to the
user.
To edit this property, go to User name > Preferences and edit
the Send an email when a new inbox item arrives option in the
Emptoris Strategic Supply Management Platform.
Login status
Indicates whether a user can access Emptoris Contract
Management.
The status of the user is managed in the Emptoris Strategic
Supply Management Platform. When disabled, users cannot
access Emptoris Contract Management.
User groups
This option is applicable to internal users only. The user groups
that a user belongs to are displayed.
Effective start date
Date on which the user account is created.
Effective end date
Date on which a user is set to inactive or disabled for Emptoris
Contract Management.
When the user is deleted in the Emptoris Strategic Supply
Management Platform, the end date is set for that user in
Emptoris Contract Management.
Task Delegation
Task delegation is assigning a task of a user to a different user for a specific time
period.
Types of tasks that you can delegate
You can delegate the following types of tasks.
v All tasks
v Draft contract tasks
v Review contract tasks
v Approve contract tasks
v Negotiate contract tasks
Permissions and notifications
When you select a user for delegating your tasks, all your task-based permissions
that are required to accomplish those tasks are transferred to the user to whom
you delegate the tasks. The permissions are transferred for the time period that
you set for task delegation.
You can also select a user to whom you can delegate all non-task notifications for a
specific time period.
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Effective start and end dates
You must specify the time period for delegating the tasks by selecting the effective
start and end dates. You can configure an option to assign your tasks to the
delegated user at the start of the delegation time period. You can also configure the
option to reassign the remaining tasks back to you after the end date is reached.
Delegating tasks
You can delegate your tasks to a user for a specific time period.
About this task
You cannot create a delegation rule if it creates a circular reference or loop and a
warning message is displayed.
Procedure
To delegate tasks, complete the following steps:
1. Open a user.
2. Click the Delegate Tasks
icon.
3. Select the All Tasks option to delegate all your tasks to the user.
4. Select the Individual Tasks option to delegate specific tasks to the user.
5. Select the user by clicking the Select Individual
icon.
6. Select the user for sending notifications.
7. Select the Effective start date and Effective end date.
8. To assign all your tasks to the selected user on the effective start date, select
the Reassign pending tasks at start check box.
9. To reassign the tasks back to you after the effective end date is reached, select
the Reassign delegated tasks at end check box.
10. Click OK.
Canceling Task Delegation
You can cancel the task delegation rule that you have set for your tasks.
Procedure
To cancel the task delegation rule, complete the following steps:
1. Open a user.
2. Click the Cancel All Delegations
3. Click OK to confirm the cancellation.
icon.
4. Click Save.
Display Language
Display language is the language in which the application is displayed for the user
when the user logs in. You can set the display language from the Emptoris
Strategic Supply Management Platform.
Chapter 4. Configuring Contacts, Users, and Organizations
85
Supported and non-supported languages
If the display language that is selected for a user is supported in Emptoris Contract
Management, the user can access the Emptoris Contract Management user interface
in that language.
However, if the display language that is selected in the Emptoris Strategic Supply
Management Platform is not supported in Emptoris Contract Management, the
language is set to Unknown in Emptoris Contract Management. The user can view
the Emptoris Contract Management user interface in English.
For information about setting the display language, see the IBM Emptoris Strategic
Supply Management Platform Administrator Guide.
Status of Contacts and Users
You can set the status of contacts and users in the Emptoris Strategic Supply
Management Platform only. In Emptoris Contract Management, based on the status
an action is automatically taken.
Status values
A contact or user can be active, inactive, suspended, deleted, or reactivated in the
Emptoris Strategic Supply Management Platform.
Inactive user
An inactive user cannot be selected in the following circumstances:
v For new tasks or configurations and the related notifications.
v For granting security permissions.
v As an internal contact of a contract.
v As a member of approvals list.
An inactive user cannot access Emptoris Contract Management.
However, an external user can remain inactive and can receive notifications.
Status and actions
The following table lists the status of contacts or users in the Emptoris Strategic
Supply Management Platform and the subsequent action taken in Emptoris
Contract Management.
Table 26. Status and actions
86
Contact or
User
Status in Emptoris Strategic
Supply Management Platform
Action taken in Emptoris Contract
Management
Contact
Created
Contact or user created and end date
is set.
Contact
Deleted
End date set to current date.
Contact
Suspended
End date set to current date.
Contact
Reactivated
No action taken.
Contact
Enabled for Emptoris Contract
Management
End date set to blank.
IBM Emptoris Contract Management: Administration Guide
Table 26. Status and actions (continued)
Contact or
User
Status in Emptoris Strategic
Supply Management Platform
Action taken in Emptoris Contract
Management
Contact
Disabled for Emptoris Contract
Management
End date set to current date.
Contact
Converted to user and enabled for
Emptoris Contract Management
User account created and end date is
set to blank. User login is disabled.
Contact
Converted to user but not enabled
for Emptoris Contract Management
User account created, but end date is
set to current date. User login is
disabled.
User
Created
User and user account created. End
date is set to current date. User login
is disabled.
User
Activated, but not enabled for
Emptoris Contract Management
No action is taken.
User
Activated and enabled for Emptoris User login is enabled.
Contract Management
User
Suspended
End date is set to current date. User
login is disabled.
User
Reactivated
No action is taken.
User
Inactive, but enabled for Emptoris
Contract Management
End date is set to blank. User login is
enabled.
User
Active and enabled for Emptoris
Contract Management
End date is set to blank. User login is
enabled.
User
Disabled for Emptoris Contract
Management
End date is set to current date. User
login is disabled.
Accessing Users and Contacts
You can access users and contacts and view their personal data and properties.
About this task
You can access and view users and contacts from Individuals, My Company, or
External Companies.
Procedure
To access users and contacts, complete the following steps:
1. Click Administration > Individuals.
2. To view the users and contacts of an organization, complete the following
steps.
a. Click Administration > My Company or External Companies.
b. Click the name of an organization.
c. Click the Open Contacts
icon.
d. View the properties of the users and contacts, and close the window when
your actions are completed.
Chapter 4. Configuring Contacts, Users, and Organizations
87
Editing Contacts and Users
For contacts and users, you can change the alias, add or delete an alias, or change
the task delegation.
Permission required
You must have the Update permission to change aliases and task delegation.
For information about editing contacts and users, see the following topics.
v Aliases
v Task delegation
Features and Properties of Contacts and Users
You can view the features and properties of contacts and users, but cannot modify
them.
Features
All contacts and users have the following features.
v Addresses
v Phones
v Aliases
v Delegate and Cancel Task
v User Accounts
Properties
The following table lists the properties of contacts and users.
Table 27. Properties of contacts and users
Property
Description
Given name,
Middle Name,
Surname
Names help to identify contacts and users. A name need not be
unique.
Number
Identification number.
Company
Company that is associated with the contact or user.
Organization
Organization that a contact or user belongs to.
Title
Title for the user.
Manager
Internal manager. Used for search and informational purposes.
Notes
Additional notes for the contact or user.
Effective start date Date when the contact or user is set to Active in Emptoris Contract
Management.
Effective end date Date when the contact or user is set to Inactive in Emptoris Contract
Management or deleted from the Emptoris Strategic Supply
Management Platform.
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Primary address
Primary address as the legal address.
Primary phone
Primary phone number.
Email
Email ID of the user.
IBM Emptoris Contract Management: Administration Guide
Table 27. Properties of contacts and users (continued)
Property
Description
Display Language Display language as set in the Emptoris Strategic Supply Management
Platform.
Locale
Locale as set in the Emptoris Strategic Supply Management Platform.
External ID
ID of external users from an external system.
External name
Name of external users from an external system.
Created
Date on which the contact or user is created in the Emptoris Strategic
Supply Management Platform.
Last modified
Date on which the contact or user is last modified.
Date on which the contact or user is set to Inactive or disabled in
Emptoris Contract Management, or deleted from the Emptoris Strategic
Supply Management Platform may also be considered.
Addresses for Contacts and Users
Users and contacts can have multiple addresses. However, each user and contact
must have a primary address.
Primary address
The primary address becomes the legal address of a user or contact. The primary
legal address is selected by default when the user or contact is a party in a
contract.
Viewing addresses
To view the addresses of a user or contact, you can view the user or contact, and
click the Open Addresses
icon.
Phones for Contacts and Users
You can view the phone numbers of contacts and users, and their properties. Each
contact or user must have a primary phone number.
Viewing phone numbers
To view phone numbers, you can open a contact or user, and click the Open
Phones
icon.
Aliases for Contacts and Users
You can create, modify, and delete aliases for contacts and users. With aliases, you
can also search for contacts and users.
Change of name
When the name of a contact or user is changed in the Emptoris Strategic Supply
Management Platform, an alias is automatically created for that contact or user in
Emptoris Contract Management.
Activities that you can do for Aliases of Contacts and Users
You can view, create, and delete aliases of contacts and users.
Chapter 4. Configuring Contacts, Users, and Organizations
89
Procedure
You can do the following activities for the aliases of contacts and users:
1. To view aliases, complete the following steps.
a. Open a contact or user.
b. Click the Open Aliases
icon.
2. To create a new alias, complete the following steps,
a. Open a contact or user.
b. Click the Open Aliases
icon.
c. Click Add.
d. Specify the Given Name and Surname, and click OK.
3. To delete an existing alias, complete the following steps.
a. Open a contact or user.
b. Click the Open Aliases
icon.
c. Select an alias, and click Delete.
User Groups
A user group is a group of users that is used to represent one or more users in
certain applications. You can create user groups in the Emptoris Strategic Supply
Management Platform. You can also assign individuals to the user groups in the
Emptoris Strategic Supply Management Platform.
Features of User Groups
User groups have the following features:
v Predefined user groups are supplied with Emptoris Contract Management.
v User groups do not apply to external users. You can create user groups for
external users in the Emptoris Strategic Supply Management Platform. However,
these user groups are not used by Emptoris Contract Management.
User Group Applications
A user group is a group of users. A user group is used to represent one or more
users in certain applications. You can create User groups in the Emptoris Strategic
Supply Management Platform. You can also assign individuals to the user groups
in the Emptoris Strategic Supply Management Platform.
Applications of the user group
A user group is used to associate several users to the following features:
v Security lists: When you include a user group within a security list, you grant its
active members access to a feature, object class, or object instance when
represented by the associated permissions or permission groups.
v Notifications: When you include a user group within the recipient list of a
notification, you send the same email message to each of its active user
members.
v Tasks: When you select a user group to receive a task, you add the same task to
the My Tasks portlet of each active user group member, optionally filtered by
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organization. When a user group receives a task, the first user who commits the
change to the contract supersedes further action on the task by other user group
members.
All user group applications that are mentioned also allow the selection of active
users individually, rather than as members of a user group. In this case, instead of
all members of a user group being affected, the single user is granted each access,
notification, or task.
User Group Application in Emptoris Contract Management
A user group can be assigned to a clause or contract template, clause, or contract,
in either of two places.
The following table lists the features to which user groups can be assigned.
Table 28. Applications in Emptoris Contract Management
Feature
Application
Security
Gives the active user members of the user group access to
the object instance according to the permissions.
Approvals
Specifies that at least one active member from the user
group (which can be filtered according to the organizations
of its users and those of the contract) must approve the
clause or contract.
The same user group can either be included in the Security
feature of the object, and granted at least Read permission.
Otherwise, this grant is imposed by Emptoris Contract
Management for the individual user automatically when the
user accesses a contract through the task.
It is also possible to select active users individually, rather than as members of a
user group, under the same rules. In this case, instead of all active members of a
user group being affected, a single user is granted each access.
Active and Inactive User Groups
User groups can be active or inactive. You can change the status of user groups
from Emptoris Strategic Supply Management Platform.
You can view all members of a user group, including inactive members, within the
User Groups feature in Administration. The property sheets of user groups
dynamically show their current active user members only.
When a user group is assigned a task, each active user within the group is
assigned that task, or as filtered by organization. Only those members of the user
group who receive the task under these qualifications are recorded on the
Management > Activity tab of the related contract in the Contract Editor. Only
those filtered members are also available for reports on the particular task or
contract.
A user can become inactive or can be moved to a qualifying or disqualifying
organization, but there is no impact on the properties of a task that occurred in the
past. Qualifications for showing a user as part of a user group in property sheets
or reports depend on the date and time the task was issued.
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91
Viewing User Groups
You can view user groups from the Administration menu, or from within
contracts.
Procedure
To view user groups, complete the following steps:
1. Click Administration > Security > User Groups.
2. Click Search to view all user groups available in the application.
You can also search by specifying the search criteria.
3. Click the Name of the group to view name, description, users, and other details
of the user group.
4. Click OK.
User Group Properties
All user groups have specific properties that help to identify each group.
The following table lists the properties of a user group.
Table 29. User Group Properties
92
Feature
Description
Name
Unique name to identify the user group.
Description
Description of the user group.
Users
View the individuals that are assigned to the user group.
A user can be a member of more than one user group.
Effective Start Date
First date of the period when this user group is active in
Emptoris Contract Management.
Effective end date
Last date of the active period. The end date is set to the
date when the user group status is set to inactive in the
Emptoris Strategic Supply Management Platform.
Created
The date when this user group is created in the Emptoris
Strategic Supply Management Platform.
Last Modified
Date when the user group is modified in the Emptoris
Strategic Supply Management Platform.
IBM Emptoris Contract Management: Administration Guide
Chapter 5. Configuring Contract Components
Before contracts are created, the components of the contracts must be created and
managed.
Components that you can configure
You must configure the following contract components.
v Term definitions
v Clause templates
v Clauses
v Contract templates
v Contract classes
v User-defined properties
v Products
v Price lists
v Security and language integrity
Term Definitions
Term definitions are placeholders within clause templates and contracts with a set
of properties. The properties determine the behavior and possible values of terms.
The placeholders are populated with values in the contract. The values are the
terms and conditions of the agreement.
Characteristics of term definitions
v Term definitions can contain values such as names, numbers, and dates that are
specific to each contract.
v When you create a contract, you can select or type the appropriate values to
apply to its term placeholders.
v When you create a term definition in administration, you can insert it within a
clause template as a Language Term or use it in the contract for tracking
purposes as a Tracking Term.
v In addition to the term definitions, you can also view the System Terms. System
terms are predefined in Emptoris Contract Management and are indicated by the
Information icon
in the term definition object.
v System term definitions also include any custom property term definitions
created while defining an external organization custom property.
v A contract can contain only one value for a term for all the instances.
Reporting for Terms
To include a term in the reports generated by the Cognos Reports module, you
must select the Available for Reporting option for the term.
The maximum number of terms that can be selected for reporting is 300.
Multi-value terms and custom property term definitions are not supported for
reporting purposes.
© Copyright IBM Corp. 2012, 2015
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Term Data Types
You can use different data types for user-defined terms, such as text, numeric,
percent, and date.
The following data types are available for terms in Emptoris Contract
Management.
v Text: Value can be in any form that includes spaces.
v Numeric: Value must be a real number. The display of decimal positions to the
right of the decimal depends on the numeric format of the term as follows:
– General: Displays all decimal positions that are entered except for trailing
zeros. The display of the format of the numeric values depends on the Locale
that is chosen by the user for the term.
– Currency: Displays all decimal positions entered. Trailing zeros are displayed
in accordance with the minimum number of positions that are configured for
the currency of the contract in which this term appears. Values are preceded
by the currency symbol.
Note: Currency positions that are displayed depend on the currency currently
in effect on the Header tab. The currency in effect in the Administration
module is defined by the organization of the user. The currency in a contract
is initially defined by its internal party, but can be changed under certain
conditions.
v Percent: Displays all decimal positions that are entered except for trailing zeros.
Values are followed by the percent symbol.
v Date: The value must be in the Short Date Format based on the user’s locale.
Note: You can enter a term value of up to 1000 characters long. For such a large
value, the text value is displayed in a scrolling text box. A list of values is
displayed as first and last 24 characters with three dots in between.
Creating Term Definitions
You can use the Term Definitions feature to create placeholders within clause
templates and contracts. These placeholders are populated with values in the
contract. These values can be terms and conditions of the agreement.
Procedure
To create new term definitions, complete the following steps:
1. On the application home page, click Administration > Standards > Term
Definitions.
2. On the Term Definitions tab, click the New icon
.
3. Specify a Name for the term definition.
4. Specify a Label for the term to be displayed in selectors and search results.
5. Select one of the following options for Mandatory.
v Present and execute: Term must have some value when a contract is
presented and executed.
v Execute: Term must have some value when a contract is executed.
v Neither: Term can be without value.
When you select Present and execute or Execute options, the term appears in
contract language with a Mandatory status. The present and execute actions
cannot be complete until the term is populated.
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6. Select the Data and Entry type.
See the following table for the options available for the data and entry types.
Table 30. Data and Entry type for term definitions
Data type
Entry type
Options available
What you can specify
Text
Entered value
NA
Value is specified by users at the
time of contract creation.
List of values
v Default value
Both
v Display to
external parties
Specify a list of values. For more
information, see “Defining List of
Values for Terms” on page 96.
Entered value
Format:
Numeric
v General
Value is specified by users at the
time of contract creation.
v Currency
v Percent
List of values
Both
v Format:
– General
– Currency
Specify a list of values. For more
information, see “Defining List of
Values for Terms” on page 96.
– Percent
v Default value
v Display to
external parties
Date
Entered value
Value is specified by users at the
time of contract creation.
7. Click the Select Organization
icon to search for and select the
organizations to which the term definition would be applicable.
8. If the term is a tracking term and you want the term value to be updated on
the activation of an amendment, select the Always update upon Amendment
Activation check box.
If a tracking term exists in an amendment but does not exist in the base
contract, the system adds the value of the tracking term to the base contract
on the activation of the amendment.
9. For the term definition to be displayed in lists, select the Available for
inclusion in lists and/or portlets check box.
10. For the term definition to be included in reports, select the Available for
Reporting check box.
11. Specify the Effective start date and time.
Note: When the effective start date is reached, it cannot be modified.
12. Specify the Effective end date and time.
13. To define security for the Term definition, click the Term Definition Security
icon.
For more information, see “Security for Term Definitions” on page 97.
14. Click Save.
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Editing Term Definitions
When you open a user-defined term definition for editing, you can change its
properties, or change its effective end date to make it active or inactive. You can
open a system term to view it but cannot edit it.
Before you begin
You must have the Create or Update permission to edit a user-defined term
definition. Otherwise, you can only view its properties.
About this task
Consider the following points before you edit the properties of a term:
v You can edit all the properties of a user-defined term definition except the name
and the data type. You can change the format of a numeric term.
v When you change the effective end date of a term so that the term definition
becomes inactive, the term value is still displayed in related objects, but the term
cannot be reselected.
v When you change the entry type for a user-defined term definition, the change
applies the next time a contract that contains the term placeholder is opened.
However, any existing value entered or selected for the term placeholder persists
until a new value is selected or entered.
v A change to the Mandatory option of a user-defined term definition does not
affect existing objects.
Procedure
To access term definitions, complete the following steps:
1. On the application home page, click Administration > Standards > Term
Definitions.
2. Search for the term definition.
3. Click the Term Definition name.
4. Edit the properties of the term.
5. Click the Save icon
to save your settings.
Defining List of Values for Terms
You can define the values that are displayed in the list of a user-defined term
definition. These values are displayed when a user clicks a term placeholder that
originated from the term definition.
Procedure
To define a list of values for terms, complete the following steps:
1. On the application home page, click Administration > Standards > Term
Definitions.
2. Search for and select a term definition.
3. Select List of values or Both.
4. Add the Value, and click Add to List.
Note: You can enter a term value of up to 1000 characters.
5. Add values for the term as required.
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6. To change the order of a value in the list or to remove it, select the value, and
click the corresponding arrow button or Delete.
7. To define a single default value to be applicable in the list of values of a term,
highlight it and select Default value.
If you do not define a default, ‘blank’ is the default.
Tip: If you have defined an approval rule condition for the term when a clause
that contains this term is included in a contract, define a default term value
that satisfies that condition.
8. To define any selectable value for external party users in a language view,
highlight the term, and select Display to other parties.
If this option is cleared, an external party user cannot select the value. An
external party user can see it only if an internal user first selects it. If the
external party user then changes the value, the original value cannot be seen.
However, if you have selected Both, an external party user can enter any value
of the data type.
9. Click Save.
Organizations in Term Definitions
The Term Definitions feature helps you to create placeholders within clause
templates and contracts. These placeholders are populated with values in the
contract. You can define organizations for term definitions.
Purposes of defining term definitions for organization
You can define the organizations of a user-defined term definition for the following
purposes:
v To serve as search criteria.
v To control who can access term definitions in the Administration module.
v To control who can embed it into a clause or other object.
The last two cases apply only when organization-restricted security grants are
applicable.
Note: The organizations of a term definition have no effect on access to a term
placeholder. A term placeholder is the entry box or list that is displayed when a
term definition is selected to embed within a clause or contract template, clause, or
contract.
Security for Term Definitions
You can use the Security feature of a user-defined term definition to configure its
security list.
Security permissions for users
When you add a user or user group to the security list of a term definition, and
apply the Read permission through means of a matched permission or permission
group, that individual user or set of users can complete the following actions:
v Access the term definition in the Administration module. Permission to access
the terms definition feature is required.
v Select the term definition to create a term placeholder in a clause, contract,
clause template, or contract template. Permission to update the items is required.
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97
v Select the term definition as a search criterion for the listed items that reference
it. Permission to read the items is required.
You can also define class level access to terms from the Security Manager.
Note: When you define an organization-restricted security grant to a user group in
a term definition, the organizations of the term definition define the access of the
user group members. For more information, see “Organizations in Term
Definitions” on page 97.
Deleting Term Definitions
You can delete user-defined term definitions for which you have the permissions.
You cannot delete system term definitions.
Before you begin
You can delete a user-defined term definition if the following conditions are
satisfied:
v You have the required permissions.
v The term is not currently assigned to a clause template or contract template.
v The term is never used in a contract.
Note: A system term cannot be deleted.
Procedure
To delete a user-defined term, complete the following steps:
1. On the application home page, click Administration > Standards > Term
Definitions.
2. Search for the appropriate term definition, and select the term definition.
3. Click the Delete icon.
Note: If a delete is attempted for a term definition that is in use, an error
message is displayed.
4. Click OK to confirm the deletion.
Clause Types
Clause Types is a feature that is designed to administer language clause templates.
With this feature you can identify the type of clause, signature line, exhibit, or
schedule.
Features of clause types
Clause types have the following features:
v After you create a new clause type, you can assign it to language clause
templates.
v After you assign a clause type to one or more language clause templates, you
can search for those clauses by that type.
v You can also use the clause type to populate clause lists in Emptoris Contract
Management.
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v The clause type of a line clause template or its instance is determined by the line
definition it references.
Creating Clause Types
You can create clause types according to the requirements of the Emptoris
Customer. After you create a clause type, you can assign it to a clause template.
Procedure
To create clause types, complete the following steps:
1. On the application home page, click Administration > Standards > Clause
Types.
2. Specify a unique name for the clause type in Name.
3. Click Add.
Results
The created clause type is displayed in the list.
Deleting Clause Types
You can delete a clause type in the Administration module.
Before you begin
You can delete a clause type if the following conditions are satisfied:
v You have permission.
v The clause type is not currently assigned to a clause template.
v The clause type was never used in a contract.
Procedure
To delete a clause type, complete the following steps:
1. On the application home page, click Administration > Standards > Clause
Types.
2. On the Clause Types page, locate the clause type.
3. Click the corresponding Delete icon.
Note: If a delete is attempted for a clause type in use, an error message is
displayed.
4. Click OK.
Clause Templates
Clause templates are used to construct the standard language of clauses, exhibits,
and tables. You can add events and schedules to the language view of authored
and received contracts and amendments.
When the contract language is saved, clause templates are stored so that these
templates can be used in contract templates, and authored and filed contracts and
amendments.
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Accessing Clause Templates
Clause templates are used to create the contract language. You can access clause
templates from the Administration module.
Procedure
To access clause templates, complete the following steps:
1. On the application home page, click Administration > Standards > Clause
Templates.
2. Search for the appropriate clause templates.
3. Click the Name of a clause template.
4. View the properties of the clause template and make necessary changes.
5. Click Close.
Clause Tabs
When you access clause templates, you can view various tabs. The tabs contain the
properties of the clause templates.
The following table lists the tabs in a clause template.
Table 31. Clause Tabs
Tab
Description
Properties
View the basic information about the clause template. This
tab is displayed when you first open a language clause.
Language
Specify or view clause language and terms. These
properties are not displayed in the underlying properties
of an existing language clause, but are instead rendered to
a contract’s language view that you can edit directly.
Alternates
Specify alternates for the language clause. An internal
user can select an alternate clause to use instead of the
current clause in a contract. The properties do not appear
in the underlying properties of an existing language
clause but can be changed in the clause template to reflect
in all of its current clause instances.
Approvals
Define an approvals list for the language clause.
Events
Allow administrators to add events to clause templates.
User-Defined Properties.
Assign user-defined properties to the language clause.
Security
Administer the security list of the language clause
template or future language clause. The clause security
list is rendered to the underlying properties of the clause
instance whereas the template security list is not.
Clause Properties
When you access a language clause, you can use the Properties tab to define its
properties.
The following table lists the properties that are visible on the Properties tab.
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Table 32. Clause Properties
Property
Description
Name
Unique value that is displayed in Emptoris Contract
Management to identify a clause template.
Title style
Name of the style to apply to the clause title. The default can
be overridden when the clause is included in a contract
template or contract instance. It cannot be changed in the
clause’s underlying properties. Word formatting options are
not available at the clause template level.
Body style
Name of the style to apply to the clause body. The attributes
of the style are defined by the contract owning organization.
Type
Selection of an existing clause type to classify your clause for
search and identification.
Language
For future use only. The field’s value is used by the Contract
Assessment function.
Use as alternate
Specifies whether clause-level approvals are required when
both of the following circumstances occur:
v The clause is defined as an alternate.
v A user selects it as a replacement clause.
To enable this option, you must select Requires approval to
use as alternate clause.
The option can only be set in a clause template. Clause-level
approval is always required when there is a change to
language. Contract-level approval is always required when
an alternate clause is selected. Both levels of approval
require an approvals list at that level; otherwise, the
requirement for approval is canceled.
Filter clause
Specifies whether the search results for the alternate clause
or insert clause actions are filtered based on the selected
classes and regions in a contract.
To apply the filter, select the Use contract class and contract
region to filter clause in a contract check box.
If you apply this filter, select the appropriate contract classes
and contract regions. This option can only be set in a clause
template. On the contract Header page, if the contract class
and the contract region fields are blank, all clauses are
available for selection. Any change to the class and region
combination does not impact already selected clauses; the
changed combination is applied only to the future selection
of clauses.
Contract classes
Selects the contract classes that you want to apply as filters
for clause selection. This option is enabled only if you have
selected the check box for the Filter clause field.
Contract regions
Selects the contract regions that you want to apply as filters
for clause selection. This option is enabled only if you select
the check box for the Filter clause field.
Guidelines
Guidelines that appear to contract template creators and
users of authored and received contracts or amendments to
assist them on when and how to use this clause.
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Table 32. Clause Properties (continued)
Property
Description
Reference URL
Full path of the document or a URL as a reference for the
users. The reference URL can be accessed from the clause
template search result, from the Clause Template Properties
window, or from the Clause Properties window.
Notes
Administrative notes.
Organizations
Organizations that use the clause template.
Effective start date
First date of the period when this clause template is active in
Emptoris Contract Management.
Effective end date
Last date of the period.
Created
Name of the user who created the clause template.
Last Modified
Date when the clause template was last modified.
Clause Language
When you access a language clause, you can use the Language tab to define the
clause title and body, specify, or view clause language and terms.
Features of Clause Language
The clause Language tab has the following features:
v The properties of the clause language are not displayed in the underlying
properties of an existing language clause, but are instead rendered to a contract’s
language view, which you can edit directly.
v This tab does not apply to the underlying properties of a clause instance.
v Changes in the styles of a clause template that exists in the Outline are not
reflected in the contract template. However, changes in the language of a clause
template are automatically updated in all corresponding contract template. The
updated styles are also reflected while adding a clause or selecting an alternate
clause from the Word Editor toolbar.
v Contract language can be generated as PDF from the Word Editor only. PDF
generation from the Word Editor uses Microsoft Word feature to convert the
Word document to a PDF file.
v If you are using the application on the Apple Mac OS, you cannot edit the
clause template in an online mode by using Word. To edit the clause language,
you must check out the clause template and then open it in Word.
Clause Alternates
An internal user can select an alternate clause to use in a contract instead of the
current one in the language view of a contract in the Draft or In Negotiation
status.
Features of Clause Alternates
The Alternates tab has the following features:
v With the help of the clause type list, you can populate the Available Clauses
column with those clauses to which you have the Read permission.
v You can select from all clauses in the system of any type to which you have
Read permission with the help of Search clauses
.
v The Alternates column defines the alternate clauses of the current clause.
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Clause Approvals
You can use the Approvals tab in clauses to define an approvals list.
Features of Clause Approvals
Clause approvals have the following features:
v Approvers who do not already have the Contract > Read permission are
included in the contract’s security list and granted this permission upon
assignment of the task.
v A notification is sent automatically to each approvals list member when an
approval task is assigned.
Clause Events
You can view, change, add, or delete events and their notifications to clause
templates.
Properties
The following table lists the properties of clause events.
Table 33. Properties of clause events
Property
Description
Name
Unique name of the event.
Description
Description of the event.
Source
Clause that is the source of the event.
Date
The following options are available.
v Specify event date: Provided at the time of contract creation.
v Use contract date: Provide an event date and term date that is
based on term or property.
Recurrence
When enabled, you can specify the pattern, and the time when it
ends. By default, recurrence is disabled.
Actions
Define the actions for notifications, request review task, and create
related contract task.
When you enable notifications, you can select the priority and the
notification template. You can also select the recipients of the
notification.
When you enable the request review task, you can select the user to
assign the task to, and add comments.
When you enable the create related contract task, you can configure
the contract task and add approval levels.
Clause User-Defined Properties
After you open a language clause, you can use the User-Defined Properties tab to
assign existing user-defined properties to it. These user-defined properties function
as variables within the underlying properties of a clause in the language view.
These variables and their values serve as your internal reference for the clause.
Features of the User-Defined Properties tab
The Clause User-Defined Properties Tab has the following features:
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v You can define values for the user-defined properties in a clause template or
within the underlying properties of a clause.
v A value that is entered in a clause template is the default value and is inherited
by all future clauses that originate from this template.
v A value that is entered from the underlying properties of a clause instance
applies only to that clause instance.
Clause Security
You can use the Clause Security tab to administer the security list of the language
clause template or future language clause. You can configure access to the clause
template or to the future clauses that result from it.
Features of the Clause Security tab
The clause Security tab has the following features:
v When you add a user or user group to the templates security list, you give the
user or user group access to the clause template based on the matched
permissions or permission groups.
v When you add a user or user group to the clauses security list, you give the
user or user group access to the clause template’s future clauses based the
matched permissions or permission groups.
v The grants that you include in the Clauses section are rendered to the
underlying properties of each clause that originates from this template.
v You can define class-level access to clause templates or clauses with the help of
Security Manager.
v When you define an organization-restricted security grant to a user group within
the Clauses list, the organizations of the contract define the access of the user
group members.
v When you define an organization-restricted security grant to a user group within
the Template list, the organizations of the clause template define the access of
the user group members.
Clause Visibility Permissions
The clause visibility feature is applicable to only authored contracts and
amendments, and received contracts and amendments. If the feature is disabled,
you can view all the clauses of a contract if you have access to the Language tab.
Purpose of Clause Visibility Permissions
The clause visibility feature helps you to complete the following actions:
v Display only relevant clauses within the contract to users that need to view or
update them.
v Hide confidential information, and display it to only certain users.
Note: If the clause visibility feature is enabled, users cannot view a clause unless
you assign them permissions to view the clause.
Enabling the feature
This feature is turned off by default. To enable the feature, you need to set the
clause.visibility.enable property in the ecm.properties file on the Emptoris
Contract Management server to true.
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If the clause visibility feature is enabled, you must explicitly assign the Clause >
Language > Read permission to users for them to view the clause. After you
enable the feature, you need to modify the security model to properly control the
visibility of clauses on the language tab.
For more information, see the IBM Emptoris Suite Installation Guide.
Permissions
You can add one of the permissions or permission groups as described in the
following table.
Table 34. Permissions for Clause Visibility
Objective
Permissions
Permission Groups
View clauses
Clause > Language > Read
Read Clause
View and Update clauses
Clause > Language > Read
Update Clause
Clause > Language > Update
Creating Clause Templates
You can create and save clause templates from the Administration module.
Procedure
To create clause templates, complete the following steps:
1. On the application home page, click Administration > Standards > Clause
Templates.
2. On the Clause Templates tab, click the New
icon.
3. Enter a unique Name for the clause template.
4. Specify the effective start date or accept the default date.
When this date is reached, it cannot be changed.
5. Click OK.
6. Specify the information on all the tabs.
7. Click Save.
Modifying Clause Templates
You can use the Clause Templates feature to construct the standard language of the
clauses, exhibits, tables, add events and schedules that comprise the language view
of authored and received contracts and amendment.
Procedure
To modify clause template, complete the following steps:
1. You can type clause text manually or copy and paste from a file.
2. Use Microsoft Word to insert tables, images, or objects, or apply bold, italic, or
underlining to selected text.
The editing that you accomplish in the clause template supplements the
paragraph styles that are selected on the Properties tab. The paragraph styles,
which include font settings, are applied to the text when the clause template is
used to create a clause within a contract.
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3. Use the regular procedure that is used to insert a header or footer in Word to
insert a header or footer in the clause language.
4. Use the Clause Template Language tab or the Emptoris Contract Management
toolbar in the Word Editor to embed a term within the clause body.
5. Click Save.
Defining Clause Title and Body
When you open a language clause, you can use the Language tab to define the
clause title and body. You can define whether the clause title and body appear on
the same line in a clause or on separate lines.
About this task
In the editing area of the Word layout, if bookmarks are visible according to your
Microsoft Word settings, the title is represented by the upper entry to the left of
the “][” mark, initially represented as “Title". The body definition area is
immediately below it, initially represented as “Body”. You can separate the clause
title and body by different character formats or by adding a colon between them.
You can choose not to include both the title and body in a clause language. If
either is missing, no line is reserved for the missing element when you print the
contract. A clause that does not have a title is displayed by the clause template
name.
Procedure
To define the clause title and body, complete the following steps:
1. Open a clause template.
2. On the Language tab, keep the Title and Body in separate paragraphs.
Tip: Avoid over-typing the bookmark indicator.
3. Specify the title and body.
When the clause is included in a contract template or contract, you can
combine these items as necessary.
CAUTION:
Do not remove or move clause title bookmarks with the CTS_ prefix to
different locations. This affects the document structure and the clause
language check-in might not happen correctly.
4. Click Save.
Modifying Clause Language
You can modify the clause language by specifying the clause text, inserting header
and footer, embedding terms, inserting tables, images, objects, and applying
character and paragraph styles.
Procedure
To modify the clause language, complete the following steps:
1. Open a clause template in the Contract Editor or Word Editor.
2. Specify the clause text by entering it manually, or by copying it from a file and
pasting it in the clause.
3. Use Word to insert tables, images, or objects.
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4. Use Word to apply character formatting such as bold, italics, underlines, and
paragraph formatting.
The paragraph styles, which include font settings, are applied to the text when
the clause template is used to create a clause within a contract.
Multi-column formatting is supported only in the Word Editor and not in the
Contract Editor.
5. Use Word to insert the header and footer.
6. Embed terms in the clause.
7. Click Save.
What to do next
Preview how the clause language appears by including the clause template in the
Outline of a contract template.
Embedding Terms in Clause Language
You can embed a system or user-defined term placeholder in the clause language if
you have permission. If you embed a new term in a clause, the term is also
displayed on the Terms tab in the Contract Editor. If you embed a new term within
a clause template, the term is also displayed beneath the Terms tab of a contract
template in which the clause template is listed.
About this task
You cannot insert terms in the clause language when you edit the document
offline.
Procedure
To embed a user-defined or system term, complete the following steps:
1. Open a clause template in the Contract Editor.
2. On the Language tab, position the cursor at the place where the term is to be
inserted.
3. Right-click and select Insert Termfrom the context menu.
4. To add the term from the Word Editor, click the Word Editor
icon.
5. Bring a clause into focus, and position your cursor in the clause body where
you want the term to be displayed.
6. On the Emptoris Word Editor toolbar, click the Select Term
icon.
7. Search and select the term, and click OK.
8. Continue to embed new terms as necessary.
9. Click Save to save your changes.
Checking Out Clause Language
You can check out the language of a clause template for offline editing by using
Microsoft Word.
About this task
You cannot insert terms when you edit a document offline.
Chapter 5. Configuring Contract Components
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Procedure
To check out clause language, complete the following steps:
1. Open a clause template in the Contract Editor.
2. On the Properties tab or the Language tab of the clause template, click the
Check out Language
icon.
3. Review the information in the Check Out Language window.
4. Click OK to continue.
5. In the Save as window, select the folder where you want to save the language.
When you use the Safari web browser on Mac OS, the pop-up window the
downloading is not generated. The clause language file is directly downloaded.
6. After the download is complete, close the Clause Template Editor.
7. To cancel the check-out of the clause language, on the Language tab, click the
Cancel Check Out
icon.
What to do next
Use Microsoft Word to open and edit the file that you downloaded.
Note: The clause template is still available on the Language tab in the Contract
Editor as read-only and no changes can be made to the language.
Checking in Clause Language
You can check in a checked-out revision of a clause template language.
Procedure
To check in a checked-out revision of clause template language, complete the
following steps:
1. Open the clause template that has the clause language checked out in the
Contract Editor.
2. On the Language tab, on the toolbar, click the Check In Language
icon.
3. In the Check-in window, enter the full path of the document to be checked in
or click Browse to select the file.
4. Click OK.
Results
The system now processes the document and checks it in. All the changes that
were made to the offline document are verified and the following actions are
completed:
v Terms that are deleted offline are listed in the confirmation page.
v If deleted, the clause title bookmark is recovered and placed at the beginning of
the document.
v Edited text and formatting changes that are done offline are preserved and
reflected on the clause template language.
v All tracked changes are accepted.
When the check-in is successfully completed, a confirmation message is displayed.
You can now edit the clause template online.
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Defining Alternate Clauses
You can select an alternate clause to use instead of the current one in the language
view of a contract that is in the Draft or In Negotiation status.
Before you begin
You must have the appropriate permissions to select alternate clauses.
Procedure
To define alternate clauses, complete the following steps:
1. Open a clause template.
2. On the Alternates tab, select a Clause Type from the list.
3. To search for clauses regardless of type, click the Select Clauses
icon.
4. From the Available Clauses column, select an alternate clause.
5. To move the selected clause to the list, click the Right arrow
.
6. To move all displayed clauses to the selected list, click the Double right arrow
icon.
7. To change the order in which the alternate clauses are displayed for users who
have permission to see them, select the clause, and click the Up arrow
Down arrow
or
.
8. Click Save.
Defining Contract Level Approval Lists
You must define contract level approval lists in contract templates for contracts
that are created from the templates.
About this task
Approvers who do not already have Contract > Read permission are included in
the contract’s security list automatically and granted this permission upon
assignment of the task. A notification is sent to each member of the approvals list
when an approval rule-related task is assigned.
Procedure
To define contract level approval lists, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Approvals tab, click the Add
levels.
icon to add the appropriate number of
4. To add users or user groups to the approvals list under each level, click next to
the level.
A user is indicated by the User
group
icon. A user group is indicated by the User
icon.
You can add only active users or user groups. You must add at least one user
or user group for each level.
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5. To view the properties of an approver, click the user or user group name.
6. To remove an approver or a level from the list, select the approver or the row,
and click the Delete icon.
7. To qualify which members of a user group receive the Approve Contract task,
select the name, and select an option from the following group members list.
v All: The task is assigned to all active user members.
v Owning Organization Contacts: The task is assigned to those active user
members who are also contacts of the contract’s owning organization.
v Contracting Organization Contacts: The task is assigned to those active user
members who are also contacts of the contract’s contracting organization.
v Affiliated Organization Contacts: The task is assigned to those active user
members who are also contacts of any affiliated organization of the contract.
v Contract Organization Contacts: The task is assigned to those active user
members who are also contacts of any organization of the contract.
8. Click Save.
Results
After you apply an appropriate group members option to each user group in the
list, the group member selection is displayed and the 'Including Parent' text is
displayed for the selected user group name.
Viewing Events
You can open and modify an event that has not occurred yet. You can open an
already completed event in read-only mode.
Procedure
To view events, complete the following steps:
1. Open a clause template.
2. Click the Events tab to view all currently defined events.
Note: All dates that are configured in the events feature refer to the notification
time configured in the Process Schedules feature, according to the time zone of
the Emptoris Contract Management host, which might differ from your own.
3. Click the event name to view it.
Creating and Modifying Events
You can create default contract events in a contract template. The events that you
define are displayed on the Management > Events tab in the Contract Editor of a
contract that originates from this template.
Procedure
To create a new event or modify an existing event, complete the following steps:
1. Open a clause template.
2. On the Eventstab, click the Add
3. Enter the properties for the event.
4. To save the event, click OK.
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icon.
Configuring Request Review Tasks
When you configure events in a clause template, you can create request review
tasks for the events.
Procedure
To configure a request review task in a clause template, complete the following
steps:
1. Open a clause template.
2. Add an event for the clause.
3. Select Enabled for the Request Review Task.
4. Click Properties, and complete the following steps.
a. Click the Add User
to.
icon to add users to assign the request review task
b. Click Comments to add comments.
c. Restrict the visibility of the comment to your organization only by selecting
the My company only option.
d. For making the comment visible to all users, select the All parties option.
e. Click OK.
5. Click OK to complete the creation of the request review task.
Creating Related Contract Tasks
While creating an event in a clause template, you can create a contract template
that refers to the clause template that you are creating.
Procedure
To create a related contract task in a clause event, complete the following steps:
1. Open a clause template.
2. Add an event for the clause.
3. Select Enabled for the Create Related Contract Task.
4. Click Properties, and complete the following steps.
a. On the Properties tab, specify the Contract name.
b. Select the Contract category and Contract origin.
c. Select the Select Contract Template
icon to select the contract template.
d. Select the Create attachment from template language check box to attach
the template language to the contract.
e. Select the Relationship for the contract.
f. Select the items that you want to be copied from the clause template to the
contract template.
g. For Internal Contact, select the Base Contract's Internal Contact, or select a
user.
h. Click Comment to add comments.
i. On the Approvals tab, add the approval levels by clicking the Add Level
icon.
j. Search for and add the appropriate users or user groups.
k. For user groups, select the group members, and select the Include Parent
check box to include the parent organization.
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l. Select a level, modify the Level Number, and click Update.
m. Click OK.
5. Click OK to complete the creation of a contract template.
Copying Events
Authorized users can create new events by using the properties and content of an
existing event.
Procedure
To copy events, complete the following steps:
1. Open a clause template.
2. On the Events tab, select the All option from the Show drop-down list.
3. Click the Copy Events
icon.
4. Click OK.
Deleting Events
You can delete an event that has not yet occurred. If a specific clause is deleted
from the contract and the associated event is not yet triggered, the corresponding
event is automatically deleted.
About this task
All dates that are configured in the Events feature refer to the notification time that
is configured in the Process Schedules feature according to the time zone of the
Emptoris Contract Management host, which can differ from your own.
Procedure
To delete events, complete the following steps:
1. Open a clause template.
2. When you view the events, select the appropriate event.
3. Click the Delete icon.
4. Click OK to confirm the deletion.
Assigning User-Defined Properties to Clauses
You can use the User-Defined Properties tab to assign user-defined properties to
clauses.
Procedure
To assign user-defined properties to clauses, complete the following steps:
1. Open a clause template.
2. On the User-Defined Properties tab, in the Available column, select a
user-defined property.
Note: The order of the user-defined properties does not affect operation.
3. To move the highlighted user-defined property to the selected list, click the
Right arrow
icon.
4. To move all displayed user-defined properties to the selected list, click the
Double Right arrow
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Note: You must enter a default value for each user-defined property. An
internal user can override this value within a clause instance, with permission.
5. Click the Save icon.
Administering Security for a Language Clause
You can use the Security tab to administer the security list of clauses.
Procedure
To administer security for a language clause, complete the following steps:
1. Open a clause template.
2. After you create a new language clause or open an existing one, click the
Security tab.
3. Specify the users, user groups, and permissions for the clause.
4. Click the Save icon.
Assigning Clause Visibility Permissions
The clause visibility feature is applicable to only authored contracts and
amendments, and received contracts amendments.
Procedure
To assign clause visibility permissions, complete the following steps:
1. Open a clause template.
2. In the language view, focus on the clause, and access the clause properties.
3. Go to the Security tab.
4. Go to the Clauses subtab. (This step is for clause templates only.)
5. Add user or user groups in the Users section.
6. Select the user, and add the permissions or permission groups.
For more information, see “Clause Visibility Permissions” on page 104.
7. Click Save.
Using Clause Templates in Line Definitions
You can use a clause template as a data definition in a line definition. The text for
the clause template is displayed in the lines in the contract. Only a clause template
that is already defined in Emptoris Contract Management can be used in a line
definition. The clause template data definitions can be added to a line definition
only at one instance. On the Line Definition Editor: Instance tab, the clause
template text is reloaded each time a line definition is opened.
Before you begin
To add a clause template to a line definition, you must add the following data
definitions to the line definition:
v Clause Template Name
v Clause Template Text
About this task
Consider the following points to add a clause template in a line definition.
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v The first 2000 characters of a clause template text are displayed in the line
instance. If there are more than 2000 characters, a "[Truncated...]" tag is
displayed.
v If the clause has a title, a new line character is added between the title and the
body.
v All terms are removed from the clause template text when the text is added to
the line instance.
v The tables in the clause language are not removed. They are converted to text
that is demarcated with a single space. Hence it is recommended that if you
plan to use the clause template in a line, you should not include any tables in
the clause text.
v For clause templates that can be added to lines, it is recommended that you do
not include any objects in the clause text.
v The clause template text is available as read-only on the Line Definition Editor:
Instance tab. However, it can be edited when the default line instance is added
to the contract language.
v On the Contract Editor Lines tab, you can edit the value for the clause template
text. This change is limited to the contract instance and is not reflected in the
clause template.
v A clause template that is used in a default line instance cannot be deleted.
Procedure
To add a clause template to a default line instance, complete the following steps:
1. Open a line definition.
2. On the Instance tab, select the value for the Clause Template Name.
Results
The clause template text is automatically added to the line instance as plain text.
Downloading and Uploading Default Line Instances
You can download and upload default line instances that contain clause template
fields. However, there are some restrictions to the actions.
When you download the default lines into an Excel file, for any clause template
fields on the default line instances, the clause template language is also
downloaded in the Excel file. This Clause Template Text is limited to 2000
characters and does not contain any terms, tables, or images. If there are more than
2000 characters, only the first 2000 characters are displayed and a “[Truncated...]”
tag is displayed.
This Clause Template Text is available as read-only. In the downloaded Excel file,
you cannot modify the Clause Template Text for the default line instances.
However, you can change the value of the Clause Template Name.
After you upload the lines, the Clause Template Name is validated and the Clause
Template Text is populated automatically.
Deleting Clause Templates
A clause template contains the standard language of a clause and includes the legal
language, terms, and other properties. You can delete clause templates if you have
the appropriate permissions and if it is not in use.
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Procedure
To delete a language clause template, complete these steps:
1. Search for the clause template, and select it.
2. Click the Delete icon.
Note: If a delete is attempted for a clause template in use, an error message is
displayed.
3. Click OK to confirm the deletion.
Testing Clause Templates
Whenever a clause or contract template is changed, you can verify the result by
testing the clause template.
About this task
The following options for testing clause templates are available:
v Previewing the Language through a contract template.
v Creating a contract instance.
v Adding a clause template to an existing contract instance.
Procedure
To test clause templates, complete one of the following steps:
1. To preview the language through a contract template, complete the following
steps.
a. Open the contract template.
b. Click Language > Print Preview.
Note: Ensure that the owning organization in the template corresponds to
the organization with the .docx format template to be tested. Search and
select for another organization, if needed.
c. Open the contract and view it to ensure that it resembles the current
contract.
2. To create a contract instance, complete the following steps.
a. Open a contract and view the instance for viability and acceptability.
b. Open the contract language in the Word Editor and do some regression
testing, such as changes, additions, and deletions.
c. In the Contents pane, filter the clauses with Defined Alternates.
d. Verify that all clauses that have alternates are displayed.
e. Click each clause to be sure that the alternates for each clause are correctly
associated.
f. Check the terms by opening the Terms tab.
g. Verify whether all the terms in the language are showing as language terms,
and any changes that are made to term definitions are shown correctly.
3. As an optional test, add a clause template to an existing contract instance to
confirm that the style and formatting that is specific to the clause template is
successfully included in the clause add function.
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Contract Classes
When you create a new contract class, you can assign it to contract templates or
contracts. When you assign a contract class to one or more contracts, you can
search for them by that class. A contract class can also be used to trigger an
approval rule.
Definition
Contract classes are used to administer the names that you use to classify contracts
or contract templates.
Actions
With contract classes, you can complete the following actions:
v Access Contract Classes
v Create Contract Classes
v Delete Contract Classes
Note: You cannot change the name of a contract class. To accomplish a change of
name, delete the old contract class and then create a new one.
Accessing Contract Classes
The Contract Classes feature helps to administer the names that you use to classify
contracts or contract templates. When you create a new contract class, you can
assign it to contract templates or contracts. When you assign a contract class to one
or more contracts, you can search for them by that class.
Procedure
To access contract classes, complete the following steps:
1. On the application home page, click Administration > Standards.
2. Click Contract Classes.
Results
The Contract Classes feature is displayed.
Creating Contract Classes
You can create contract classes according to the requirements of the Emptoris
Customer or organization. When you create a new contract class, you can assign it
to a contract template.
Procedure
To create contract classes, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Classes.
2. Enter a unique name for the contract class in the Name.
3. Click the Add icon
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Deleting Contract Classes
You can create contract classes according to the requirements of the Emptoris
Customer or organization. When you create a new contract class, you can assign it
to a contract template.
Before you begin
You can delete a contract class if the following conditions are satisfied:
v You have the required permissions.
v The contract class is not currently assigned to a contract template.
v The contract class was never used in a contract.
Procedure
To delete contract classes, complete these steps:
1. On the application home page, click Administration > Standards > Contract
Classes.
2. Select the appropriate contract class.
3. Click the Delete icon.
Note: If a delete action is attempted for a class in use, an error message is
displayed.
4. Click OK to confirm the deletion.
Contract Templates
You can use the Contract Templates feature to construct the basis of future
contracts. Authored or amendment contracts require contract templates. However,
for received, filed, or stand-alone quotes, templates are optional. Renewal quote
contracts also use them, but only indirectly, from the contract that is renewed.
Definition
A contract template is a template that is designed to enable certain behavior in a
contract that originates from it. Specifically, a contract that originates from a
contract template, or a contract that amends or renews a contract that originated
from a contract template, can contain lines or a “mandatory” property in terms. A
contract template also provides certain default properties that can be changed in
the contract that originates from it. A contract template’s category and contract
type for which it is suitable determine the category and type of contracts that you
can create from it.
Accessing Contract Templates
You can access the contract templates from the Administration module. You can
search for contract templates, and change properties of existing contract templates.
You can also create new contract templates.
Procedure
To access contract templates, complete the following actions:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Search for and select a contract template.
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3. Modify the properties of the contract template, and click Save.
4. Click Close.
Contract Template Tabs
You use the Contract Templates feature to construct the basis of future contracts.
Whereas authored or amendment contracts require contract templates, for received,
filed, or stand-alone quote contracts, they are optional. Renewal quote contracts
also use them, but only indirectly, from the contract renewed.
List of Contract Template Tabs
The contract template has the following tabs:
Table 35. Contract Template Tabs
118
Tabs
Description
Language
Defines the sequence and default paragraph styles of the
clauses and shows how the contract is displayed. The
properties are rendered to the language view of the
contract when it is an authored or received contract or
amendment.
Terms
Includes previously defined terms. The properties are
rendered to the Terms tab of the contract. Certain
properties continue to affect all contracts that originated
from this template.
Lines
Defines line definitions and line clause templates. Line
definitions can be added to a contract template. When the
contract template is selected during contract creation, its
line components are copied from the contract template to
an authored, received, filed, or quote contract. After you
create a contract, the lines are available for selection on
the Lines tab in the Contract Editor. An amendment
contract can only use the line definitions and line clause
templates of the executed contract that it amends.
Attachments
Adds attachments. Selects a particular attachment to be
used as a language attachment for filed contracts. The
attachments, except the one that is marked for language
attachment, are copied to the Attachments tab of the
contract.
Approvals
Defines the contract-level approvals list. The properties
are rendered to the Approvals tab of the contract when no
approval rule applies.
Events
Defines contract events. The properties are rendered to the
Events tab of the contract.
Folders
Defines default shared contract folders to store the
contract in the Repository. The properties are rendered to
the Folders tab of the contract.
Security
Administers the security list of the contract template and
the security list to be rendered to the Security tab of the
contract.
Summary
Configures contract summary and previews the summary
in PDF format. The properties are rendered to the
Summary tab of the contract.
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Contract Template Language
In a contract template, you can use the Language tab to configure how the future
language view is displayed. The language properties result in the initial
appearance of the Language tab in the Contract Editor of authored and received
contracts or amendments that originate from this template.
Characteristics of the contract template language
The contract template language has the following characteristics:
v Any clause templates that are included in the contract template are listed in the
Outline column.
v You can assign one or more clauses to the contract template in the order that
you want them to appear in a future contract. You can also reorder or remove
clauses in the contract template. When you define the clauses, you can set up
their properties.
v When a contract is created, users can add or remove clauses and can use Word
to change clause behavior such as numbering, page breaks, or paragraph styles.
Actions on the Language tab
You can do the following actions on the Language tab of a contract template:
v Edit the Outline or apply properties to clauses within it. Preview the future
contract language as a Word document.
v Preview the future contract language as a Word document.
Contract Template Terms
In a contract template, you can use the Terms tab to add terms to the contract
template.
Features of the tab
The contract template Terms tab has the following features:
v The terms that you include are displayed as Tracking Terms on the Terms tab in
the Contract Editor for contracts that originate from this template.
v In a contract template, you can group terms, add them or remove them, but
values are not yet applicable.
v You can also view the language terms that are already included within clauses
that are contained in the Outline. The Outline is accessed from the Language
tab.
v You can set the mandatory options for a tracking term or language term so that
the term in a contract originating from this template must contain a value before
presentation or before both presentation and execution of a contract.
v A contract can contain only one instance of a term.
v A change to the mandatory option of a term within a contract template does not
affect existing objects.
Contract Template Lines
In a contract template, you can use the Lines tab to add line definitions.
Characteristics of Contract Template Lines
The contract template Lines tab has the following characteristics:
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v When you add a line definition, the associated line clauses are copied to the
Lines > Clauses tab. These line definitions are copied to the authored, received,
filed, or quote contracts that originate from this template and can be used later
to create new lines.
v Line definitions are copied to the authored, received, filed, or quote contracts
that originate from this template and can be used later to create new lines.
v When a contract template is used to create an amendment contract, any data on
the Lines tab of that template is ignored. However, all line definitions and line
clauses in the executed contract that it amends are available in the amendment
contract.
Contract Template Lines Actions
You can take the following actions on the Lines tab.
v Add line definitions to the contract template
v Delete line definitions from the contract template
Contract Template Attachments
In a contract template, you use the Attachments tab to add external files as
attachments to the contract template.
Features of Contract Template Attachments Tab
The Attachments tab has the following features.
v The files that you include are displayed as attachments on the Attachments tab
in the Contract Editor of contracts that originate from this template.
v You can set the visibility of the attachments for external users.
v You can also select one of the attachments to be used as a language attachment
for filed contracts.
v Large attachments can have an impact on the performance and are not
advisable.
v The recommended file size limit for a single attachment is 10 MB, and for
multiple attachments is 100 MB.
v Increasing the limits can cause response time issues and also failure of the
keyword search index process or email presentation.
v Revision history for attachments is not maintained at the contract template level.
v To view an attachment, you must configure your browser properly and an
application that is associated with the attachment file type must be installed on
your computer.
Contract Template Approvals
In a contract template, you can use the Approvals tab to view or define the
approval levels. You can define the users and user groups for each level in the
approvals list for future authored and received contracts or amendments.
The approvals list that you define can determine the contract-level approvals list
assigned to a contract that originates from this template. Although a dynamic
approval rule can override this default, defining a list at the contract template level
ensures that a contract-level approvals list is always applicable when any
properties of a contract change.
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Contract Template Events
In a contract template, the events that you define are displayed on the
Management > Events tab in the Contract Editor of a contract that originates from
this template. When you administer events in a contract template, you can add,
edit, or delete them, but, these contract events are usually incompletely defined. A
contract instance contains events that are defined in all the clauses that are
included in the contract.
Impact of Contract Clause Modification on the Events tab
Modifying a clause in the contract affects the Events tab of the contract in the
following ways:
v If a specific clause is deleted from the contract and the associated event is not
triggered yet, the system deletes the event from the Events tab of the contract.
v If a clause is added to the contract by the Insert Clause > Clause Template or
from the Select Alternate Clause feature, the associated events are added from
the clause template to the Events tab of the contract.
v When alternate clauses are used, the associated events are replaced.
v If a clause is inserted in an amendment through the Insert Clause > Original
Clause, the associated events are automatically added.
v For a received contract, when a clause is mapped to a clause template, the
associated events are copied to the Events tab of the contract. If the clause is
unmapped, the associated events are deleted from the contract.
v If a filed contract is created with the language attachment from the contract
template language, the associated events are copied over to the Events tab of the
corresponding contract instance.
Contract Template Folders
The Folders tab of the contract template defines the default shared contract folders
according to which the contract is stored in the Repository.
Features of the Folders tab
The Folders tab has the following features:
v You can define the default shared contract folder assignments in a contract
template.
v The list of contract folders that are defined is copied to the Management >
Folders tab in the Contract Editor of a contract when it is created from this
template.
v You can add, edit, or delete folder assignments in a contract template.
Contract Template Security
You can configure access to the contract template or to the future contracts that
result from it from the Security tab.
Features of the Contract Template Security tab
The Security tab of a contract template has the following features:
v When you add a user or user group to the templates security list, the user or
user group have access to the contract template when defined in the matched
permissions or permissions groups.
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v When you add a user or user group to the contracts security list, the user or
user group have access to the contract template’s future contracts if defined in
the matched permission or permission group.
v The grants that you include in the contracts section are rendered to the Security
tab in the Contract Editor of each contract that originates from this template.
v You can define class-level access to contract templates or contracts with the help
of Security Manager.
Note: When you define an organization-restricted security grant to a user group
in the contracts list, the organizations of the future contract define the access of
the user group members. When you define an organization-restricted security
grant to a user group in the template list, the organizations of the contract
template define the access of the user group members.
Contract Template Summary
You can configure the contract summary on the Summary tab.
Features of the Contract
The contract template summary has the following features:
v You can select field types and the corresponding fields and terms that you want
to display in the summary report.
v You can reorder the fields, and add line separators or text boxes in between two
fields.
v You can send the summary as an attachment along with a specific notification to
view the important contract fields at a glance.
v You must configure these options in the notification template.
Note: If the clause visibility feature is enabled, depending on the permissions that
are assigned to your user account, you can or you cannot view certain clauses on
the Summary tab.
Contract Template Properties
In a contract template, you can use the Properties tab to administer its identifying
characteristics or to view its system properties. Most of the properties that you
defined are rendered to the Header tab in the Contract Editor of the contracts that
originate from this template, unless otherwise noted.
The following table lists the properties on the Properties tab of a contract template.
Table 36. Contract Template Properties
122
Field
Description
Name
A unique value that is displayed in the Emptoris Contract
Management for identifying the template.
Title
Value that is displayed at the top of the language view of an
authored or received contract or amendment. You can change
the title in the contract instance.
Title style
Name of the paragraph style to apply to the title, by default.
The attributes of the paragraph style are defined by the
contract owning organization.
Category
Category of contract that this template can generate.
Class
An existing contract class for classifying the contract for easy
search and identification.
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Table 36. Contract Template Properties (continued)
Field
Description
Suitability
Contract type or types that can use this template. The
selection of the type controls the ability to select the template
during the respective contract creation process. It does not
limit the properties that you can apply to the contract
template. You can include any properties that you want in the
template, but only the properties applicable to the contract’s
type are copied upon contract creation.
Default negotiability
Applies to an authored or received contract or amendment
that is presented online or by email only, if allowed. Choose
the default option that is selected when an internal user
presents the contract and chooses online or email.
Guidelines
Guidelines for contract creators to assist them on when and
how to use this contract template. Available from contract
template search results.
Reference URL
A full path of the document or a URL as a reference for the
users. The reference URL can be accessed from the contract
template search result by clicking the Guidelines button.
Notes
Administrative notes.
Organizations
Organizations that use the contract template. These
organizations are used as search criteria for the contract
template and to control access to user group members with
organization-restricted security grants. The organizations that
you select here do not affect the contract instance, which has
its own organizations.
Effective start date
First date of the period when this contract template is active
in Emptoris Contract Management.
Effective end date
Last date of the period mentioned.
Offset contract deletion
date by
The offset value and the number of days, months, or years.
Contract deletion date is calculated based on the offset value
from its effective end date. You can change the offset value
within the contract instance.
Created
Name of the user who created the contract template
Last modified
Date when the contract template was last modified.
Contract Template Outline Properties
Contract outline properties are the properties that are used to modify the
formatting of the contract language. Outline properties are specified on the
Language tab of a contract template.
Contract Template Outline Properties
A contract template has the following outline properties.
Table 37. Outline properties
Feature
Description
Title style
Name of the style to apply to the clause title. When you
first add a clause template to a contract template, the
clause template’s title style is selected by default.
Applicable only if the clause has a title.
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Table 37. Outline properties (continued)
Feature
Description
Body style
Name of the style to apply to the clause body. When you
first add a clause template to a contract template, the
clause template’s body style is selected by default.
Applicable only if the clause has a body.
A body style must also be applied to the line clause to
define the text style.
Table Style
Displays the name of the default table style for the line
clause as set in the line clause template. You can select
another style to apply to the line clause table.
When you first add a line clause template to a contract
template, the table style set here is selected by default.
Note: If a non-table style is applied to a line clause, that
style is ignored and a default table style is applied to the
line clause table.
Combine title and body
Starts the clause body of the highlighted clause on the
same line as its title, which is separated by a space. This
feature does not apply to a line clause, because its title is
always displayed on a separate line before the line
clause body.
Note: The feature is not recommended for clauses that
contain a table after their title, because the title can be
displayed after the table and this can adversely impact
the integrity of the contract.
To place the clause number and title (whichever is
applicable) on a separate line, you must clear this option.
A clause can also be edited manually to append its body
after its title after it is included in a contract.
To avoid style conflicts when you select this option, you
must apply a character style for the clause body. This
character style needs to be defined in your format
template. The clause title can be any paragraph style of
your choice.
You can use line breaks (SHIFT + ENTER) instead of
paragraph breaks to separate paragraphs within the
clause body. This option is not recommended if the
clause body starts with a table.
Start on new page
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Inserts a page break before the highlighted clause, such
as for a schedule or line clause. To allow automatic
pagination according to the page size and margins that
are defined in the format template, clear this option.
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Table 37. Outline properties (continued)
Feature
Description
Header/Footer from Clause
Applies the header or footer that is defined in the clause
template to the selected clause section. The subsequent
pages retain this header or footer even if they contain a
new clause.
The first page of the contract always has the header and
footer from the format template. If this option is selected
for the first clause on the first page, the header and
footer from the clause are applied only from the second
page.
If this option is not selected, the header or footer from
the format template is applied.
If this option is selected for a clause and if the clause
does not have any header or footer that is defined, the
header or footer from the previous section is applicable.
Apply Original Formatting
Applies the Word styles of the original clause to the
clause you choose as an alternate for it. This option is
available for alternate clauses only.
Creating Contract Templates
You can create a new contract template suitable for an authored/received contract
or amendment from scratch by associating existing clause templates, Terms,
contract folders, user groups, and other properties to it.
Procedure
To create contract templates, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Click the New
icon.
3. Specify a unique name that identifies the contract template.
4. Specify the title to use when this contract template is used for authored and
received contracts or amendments.
5. Specify the category of this contract template.
Note: This value cannot be changed in an existing contract template.
6. Specify the effective start date or accept the default.
After this date is reached, it cannot be changed.
7. Click OK to open a new window with the Properties tab in focus.
8. After specifying all properties, click the Saveicon.
Modifying Contract Templates
You can modify certain properties of existing contract templates.
Procedure
You can complete the following tasks while modifying contract templates:
v Define clauses
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v Preview language
v Adding or removing user-defined terms
v Changing mandatory options of terms
v Adding and deleting line definitions
v Viewing and printing attachments
v Adding and selecting attachments
v Removing and replacing attachments
v Defining contract level approval list
v Administering security
v Configuring and previewing contract summary
Defining Clauses
In a contract template, you can use the Language tab to configure the view of the
future language. You can define clauses for that template.
Procedure
To define clauses, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Contract Template Language tab, select either the Clause Templates or
the Line Clauses option.
You can select from active clause templates to which you have Read permission
or from the line clause templates that are defined in the current contract
template. You can include multiple line clauses of a single-line definition in the
Outline. To add a line clause of the same type as the one already included in
the Outline, you must first remove the existing one.
4. Search for a clause.
5. Select a Clause type or extended standard line definition from the list.
6. To locate a language clause template regardless of type, click the Search for
Clauses
icon.
7. To add clauses to the Outline, from the Available Clauses column, select a
clause.
To select multiple clauses at the same time, press and hold the Ctrl key.
8. Move the selected clause or clauses to the Outline by clicking the Right arrow
.
9. Click Save.
Previewing Language
You can preview the language of a future contract with styles and formatting
applied to it from the contract template.
Procedure
To preview the contract language from the contract template, complete the
following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
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2. Open a contract template in the Contract Template Editor.
3. On the Language tab, click the Print Preview
icon.
4. Click the Select Organization
icon to select the internal organization for
which you want to preview the language.
5. Click the Download button.
Note: Any modifications that you make in the downloaded future contract
document are not saved to the contract template. To modify the future contract,
edit the Outline.
What to do next
You can upload a new format template for the organization or its nearest parent
organization.
Grouping Terms
in a contract template, you can use the Terms tab to add terms to the contract
template for tracking purposes. The terms that you include are displayed as
Tracking Terms on the Terms tab of the Contract Editor of contracts that originate
from this template. When you administer terms in a contract template, you can
group them, add them or remove them, but values are not yet applicable.
Before you begin
To add a new term definition, you must have the Contract Template > Terms >
Create or the Contract > Terms > Create permission. You can add more than one
instance of the same term in different groups except in the Unassigned group.
Procedure
To group terms, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Terms tab, click the Term Grouping
icon.
Note: The term groups that are defined in the contract template are displayed
after the grouping is done. If grouping is not done, all the existing terms are
added to an Unassigned group.
4. Select the Unassigned group to view all the terms under the Term definitions
column.
5. Click the term to view the term definition properties.
6. To add a new term, click the Term Definitions icon.
7. In the Term group field, type a unique name for the group and click Add.
8. To update the group name, complete the following steps.
a. Select the group name in the Term groups column.
b. Edit the name in the Term Group field, and click Update.
The Update button is enabled when the term group name is selected.
c. Click the selected group name to enable the Add button.
The new group is added above the Unassigned group.
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9. To move terms to the group, complete the following steps:
a. Highlight the Unassigned Term group.
b. In the Term definitions column, select a term.
To highlight more than one term, press and hold the Ctrl key or the Shift
key to select objects in a sequence.
c. Drag the selected terms and drop them into the newly added group.
d. To move the highlighted terms to the upper term group, click the Upper
Term icon and to move the highlighted terms to the lower term group,
click the Lower term icon.
10. Change the order of the terms by selecting the term in the Term definitions
column, and clicking the Up or Down arrow icons.
11. To delete a term definition from that group, select the term in the Term
definitions column, and click the Delete icon.
If the deleted term is not present in any other group, the term is moved to the
Unassigned group.
12. Change the order of the term group by selecting the term group in the Term
Groups column, and clicking the Up or Down arrow icons.
13. To delete a term group, select the term group in the Term Groups column,
and click the Delete icon.
Terms that are not present in any other group, the term is moved to the
Unassigned group.
14. Click OK, and Save.
Attaching User-Defined Terms to Templates
The Terms tab includes terms that are defined by users that can be attached to
templates.
Procedure
To attach user-defined terms to templates, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Terms tab, select the term group name to which you want to add the
new term and click the Add
icon.
Note: All user-defined terms that are not already in the contract template are
displayed. If the term group name or any term is not highlighted, then the new
term gets added to the unassigned group.
4. Select the check boxes of the required terms and click Add Selected.
5. Click OK.
6. To commit your changes, click the Save icon.
Changing Mandatory Options Of Terms
When you create a new contract template or open an existing one, you can use the
Terms tab to add Terms to the contract template for tracking purposes. Certain
options that are mandatory for terms can be modified.
Procedure
To change the mandatory options of terms, complete the following steps:
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1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Contract Template Terms tab, to expand the term group, click the
Expand
icon.
4. To specify whether the value of the current term must be populated before an
action is allowed, choose one of the following options from the Mandatory list:
v Blank: Term does not need to be populated for either of the following actions
to occur.
v Present and execute: Term must be populated to enable presentation or
execution.
v Execute: Term must be populated to enable execution.
5. Click the Delete icon.
6. Click OK to confirm the deletion.
Removing User-Defined Terms from Contract Templates
You can delete user-defined terms from contract templates if you have the
appropriate permissions.
Before you begin
To remove a term that is displayed in the language view from the contract, first
remove it from the clause or remove the clause from the contract.
Procedure
To remove user-defined terms from contract templates, complete the following
steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Terms tab, to expand the term group, click the Expand
icon.
4. Select the term that you want to delete.
5. Click the Delete icon.
6. Click OK to confirm the deletion.
Adding Line Definitions to Contract Templates
In a contract template, you can use the Lines tab to add line definitions. When you
add line definitions, associated line clauses are copied to the Lines > Clauses tab.
These line definitions are copied to the authored, received, filed, or quote contracts
that originate from this template. Afterwards, they can be used to create new lines.
Procedure
To add line definitions to contract templates, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Lines > Definitions tab, click the Add
icon.
4. Specify the search criteria, and click Find.
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5. From the search results, click the name of the line definition that you want to
add.
6. On the Lines > Definitions tab, click the Line definition.
7. On the Lines > Clauses tab, click the Line clause.
8. Click OK.
Results
The line definition is added to the Lines > Definitions tab. Associated line clauses,
if any, are added to the Lines > Clauses tab. The line definition editor opens in
read-only mode. You can view the line definition, and its clauses and any default
line instances.
Deleting Line Definitions from Contract Templates
You can delete line definitions from contract templates from the Contract Editor.
Procedure
To delete line definitions from contract templates, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Lines > Lines tab, select the line definition that you want to delete.
4. Click the Delete icon.
Note: To view guidelines and reference URL of a line definition or a line clause
template, select it, and click the Line Definitions
icon.
5. Click OK to confirm the deletion.
Viewing and Printing Attachments
You can view and print attachments in contract templates from the Contract Editor.
Procedure
To view and print attachments, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Attachments tab, click the name of the file that you want to view.
4. In the File Download window, click Open to view the file.
Note: The browser automatically associates a known file type with the
corresponding application in which the file can be opened. If the file type is
unknown, you must manually select the appropriate application in which the
file can be opened.
5. After you finish viewing the attachment, close the window.
6. On the Attachments tab, click the Print icon for the file that you want to print.
7. In Print window, click Print.
Adding Attachments to Contract Templates
You can add attachments to contract templates from the Contract Editor.
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Procedure
To add attachments to contract templates, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Attachments tab, click the Attach File(s)
4. Click Add File(s).
icon.
5. Browse and select the files, and click Open.
6. Click OK and Save.
Results
The names of the file or files are displayed on the Attachments tab. The Visible to
All check box is selected by default, which implies that a file when attached to the
contracts and amendments that are created by using this contract template, is
available to external parties. You can change the setting when the contracts or
amendments are in "Draft" status.
Selecting Language Attachments
You can select one of the attachments as a language attachment for filed contracts.
For other contracts, the attachment is copied over to the Attachments tab as a
general attachment in the Contract Editor.
Procedure
To select language attachments, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Attachments tab, select the Is a Language Attachment check box for the
attachment that you want to specify as a language attachment for filed
contracts.
4. To save your changes, on the main toolbar, click Save.
Replacing Attachments
You can replace attachments with other ones in contract templates from the
Contract Editor.
Procedure
To replace attachments, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. Click the name of an attachment file that you want to replace.
4. Click the Update
icon.
5. Click Browse and select the new file.
6. Click OK to use the new file.
7. After the attachment file name is displayed on the Attachments tab, click the
Save icon.
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Removing Attachments
You can remove attachments from a contract template from the Contract Editor.
Procedure
To remove attachments, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Attachments tab, click the name of the file that you want to remove.
4. Click the Delete icon.
5. Click OK to confirm your deletion, and click Save.
Defining Contract Level Approval Lists
You must define contract level approval lists in contract templates for contracts
that are created from the templates.
About this task
Approvers who do not already have Contract > Read permission are included in
the contract’s security list automatically and granted this permission upon
assignment of the task. A notification is sent to each member of the approvals list
when an approval rule-related task is assigned.
Procedure
To define contract level approval lists, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Approvals tab, click the Add
levels.
icon to add the appropriate number of
4. To add users or user groups to the approvals list under each level, click next to
the level.
A user is indicated by the User
group
icon. A user group is indicated by the User
icon.
You can add only active users or user groups. You must add at least one user
or user group for each level.
5. To view the properties of an approver, click the user or user group name.
6. To remove an approver or a level from the list, select the approver or the row,
and click the Delete icon.
7. To qualify which members of a user group receive the Approve Contract task,
select the name, and select an option from the following group members list.
v All: The task is assigned to all active user members.
v Owning Organization Contacts: The task is assigned to those active user
members who are also contacts of the contract’s owning organization.
v Contracting Organization Contacts: The task is assigned to those active user
members who are also contacts of the contract’s contracting organization.
v Affiliated Organization Contacts: The task is assigned to those active user
members who are also contacts of any affiliated organization of the contract.
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v Contract Organization Contacts: The task is assigned to those active user
members who are also contacts of any organization of the contract.
8. Click Save.
Results
After you apply an appropriate group members option to each user group in the
list, the group member selection is displayed and the 'Including Parent' text is
displayed for the selected user group name.
Administering Security for Contract Templates
You can configure access to the contract template or to the future contracts that
result from it from the Security tab.
Procedure
To administer security for contract templates, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. Click the Security tab.
4. Specify the properties, click the Save icon.
Configuring and Previewing the Contract Template Summary
You can configure the contract summary by the Summary tab in a contract
template. You can select field types and the corresponding fields and terms that
you want to display in the summary report. You can reorder the fields, and add
line separators or text boxes in between two fields. You can send the summary as
an attachment along with a specific notification to view the important contract
fields at a glance. You must configure these options in the notification template.
About this task
If the clause visibility feature is enabled, depending on the permissions that are
assigned to your user account, you may or may not be able to view certain clauses
on the Summary tab.
Procedure
To configure and preview the contract template summary, complete the following
steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Open a contract template in the Contract Editor.
3. On the Summary tab, click the Configure Contract Summary
icon.
4. Select a Field type.
The Modified/replaced clauses or Selected clauses field types are not
applicable for filed contracts or amendments. When you add these field types
for other types of contracts, the Display contents of the selected clauses,
Display contents of the replaced clauses, and Display contents of the
modified clauses check boxes are displayed in the Selected fields column.
These check boxes are applicable for only those two field types.
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5. From the list of Available fields column, select a field and move it to the
Selected fields column, by using the Add Selected
To move all fields, click the Add All
icon.
icon.
6. Configure the summary by completing the following steps.
a. Remove fields from the Selected fields column.
b. Change the order of the fields.
c. Add separators between fields by selecting a field and clicking Separator.
d. Add text between fields by selecting a field, and clicking Small text or
Large text.
With Small text, you can add 100 characters and with Large text, you can
add 1000 characters.
7. Add terms to the contract template summary by clicking the Select Term
icon.
8. Click OK.
9. On the Summary tab, click the Preview Contract Summary
icon.
10. Open the PDF file, or save it to a local directory.
11. Click OK.
Deleting Contract Templates
You can delete contract templates if you have the appropriate permissions and if
the template is not used for any contracts.
Procedure
To delete a contract template, complete the following steps:
1. On the application home page, click Administration > Standards > Contract
Templates.
2. Search for and select a contract template.
3. Click the Delete icon.
Note: If a delete is attempted for a contract template in use, an error message
is displayed.
4. Click OK to confirm the deletion.
User-Defined Properties
You can create user-defined properties and assign them to clauses and clause
templates. User-defined properties are for your own use and are not necessary for
the Emptoris Contract Management functionality.
Definition
User-defined properties are properties that function as informational fields within a
clause instance in a language view. These properties and their values serve as your
internal reference for the clause and contract that contain them.
You cannot change the name of a user-defined property. To accomplish a change of
name, delete the old user-defined property and then create a new one.
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Tasks related to user-defined properties
You can complete the following tasks for user-defined properties.
v Access user-defined properties
v Create user-defined properties
v Delete user-defined properties
Creating User-Defined Properties
You can create user-defined properties for use by the Emptoris Customer or your
organization. When you create a new user-defined property, you can assign it to
any number of clause templates.
Procedure
To create user-defined properties, complete these steps:
1. On the application home page, click Administration > Standards >
User-Defined Properties.
2. Enter a unique name for the property in the Name field.
3. To define the entry convention of the property’s value in a clause template or
underlying properties of a clause instance, choose one of the following options.
v Text: Value can be in any form that includes spaces.
v Numeric: Value must be a real number with up to 20 positive decimal
positions and up to 10 negative decimal positions.
v Boolean: Value must be Yes or No.
v Date: Value must be in the mm/dd/yyyy format.
4. Click Add.
Deleting User-Defined Properties
You can create user-defined properties and then assign them to clauses and clause
templates. The user-defined properties function as informational fields within a
clause instance in a language view. These properties and their values serve as your
internal reference for the clause and contract that contains them.
Before you begin
You can delete a user-defined property when the following conditions are satisfied.
v You have the required permissions.
v The user-defined property is not currently assigned to a clause or clause
template.
v The user-defined property was never used in a contract.
Procedure
To delete user-defined properties, complete these steps:
1. On the application home page, click Administration > Standards >
User-Defined Properties.
2. Select a user-defined property.
3. Click the Delete icon.
Note: If a delete is attempted for a user-defined property in use, an error
message is displayed.
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4. Click OK to confirm the deletion.
Products
You can associate product objects to lines of a contract to supply certain values to
those lines.
Definition
Products are the items that you buy and sell. When you create products, you must
define the product classes that you want to use to classify them.
You can relate each product with a price within one or more price lists. Within
each product, you can define certain defaults that apply to renewal terms in a sales
agreement.
Accessing Products
You can use the Products feature to administer the products that you buy and sell.
You can associate product objects to lines of a contract to provide certain values to
those lines.
Procedure
To access products, complete the following steps:
1. On the application home page, click Administration > Master Files > Products.
2. Search for the appropriate products.
3. From the search results, click the Product number.
4. View the product information in a new browser window, and click Close.
Product Properties
You can view the properties of products from the Administration module.
The following table lists the product properties.
Table 38. Product Properties
136
Features
Description
Notes
Administrative notes for the current product. This
property is only visible from this administrative feature
and is not copied to the contract.
Price List
Price lists and prices that are associated with this
product.
Number
Unique ID to identify this product.
External Source
External source name that is maintained outside
Emptoris Contract Management.
External ID
External source ID derived outside Emptoris Contract
Management.
Name
Unique name that you use to identify the product.
Product Version
Product version for your reference.
Product Class
Class to which the product applies. With this feature,
you can select the product by its class.
Product Subclass
Further classification of product class.
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Table 38. Product Properties (continued)
Features
Description
Product Family
Family to which the product belongs. With this feature,
you can define a market-driven set of products for your
reference.
The Product is for
Determines whether the product is to be associated
with buy or sell price lists.
From Date
First date of the period when this product is active in
Emptoris Contract Management.
To Date
Last date of the period when the product is active.
Term Quantity
Default number of term units to determine a future
line’s active term.
Term Unit
Unit of time by which the product’s active term can be
measured. A line can list a product that is delivered or
fulfilled over a period, such as a support service or
subscription.
Entitlement Term
Number of units and type of units available for
consumption that is covered by the product. For
example incidents, calls, or hour-related commitments
that are delivered or fulfilled over a period.
Automatically create renewal
terms
Shows whether the product can be renewed and
whether it is available on the Contract Editor Renewals
tab of a contract.
Replacement Product
Product to substitute in a renewal quote contract when
the current product is renewed. The replacement
product must share the original, specified, or
replacement price list that is used for the renewal quote
contract with the original product. That requirement is
because only a price list that contains the original
product can be specified in the renewal terms, and the
final renewal price list must contain the replacement
product. Otherwise, an error occurs.
Custom Properties
Custom properties that are defined by the Emptoris
Customer.
Created By
User who created the product and the date on which it
was created.
Last Modified By
Name of the user who last modified the product and
the date on which it was last modified.
Creating Products
You can use the Products feature to administer the products that you buy and sell.
You can associate product objects to lines of a contract to supply certain values to
those lines.
Procedure
To create products, complete the following steps:
1. On the application home page, click Administration > Master Files > Products.
2. Click the New icon.
3. Enter the Product properties.
For more information, see “Product Properties” on page 136.
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Note: Custom properties might be defined by the Emptoris Customer that you
must specify.
4. Click the Save icon.
Deleting Products
The Products feature helps you to administer the products that you buy and sell.
You can associate product objects to lines of a contract to supply certain values to
those lines.
Before you begin
You can delete a product if the following conditions are satisfied.
v You have the required permissions.
v The product is not currently used by another object.
Procedure
To delete products, complete the following steps:
1. On the application home page, click Administration > Master Files > Products.
2. Search for the appropriate product, and select the product.
3. Click the Delete icon.
4. Click OK to confirm the deletion.
Price Lists
You can set up different price lists for your various markets and geographic areas.
Before you create price lists, you must define the price list classes to classify them.
You must also create the products for the price lists
You must also have the products for which you define price lists already
configured in the application.
Accessing Price Lists
You can access price lists from the Administration module. You can add or change
prices and certain other properties that include the effective date range to make the
price list or price active or inactive.
Procedure
To access price lists, complete the following steps:
1. On the application home page, click Administration > Master Files > Price
Lists.
2. Search for and select the appropriate price list.
3. On the Price List Detail tab, view all the properties.
4. Optional: Modify the properties of the price list, and click Save.
Price List Details
You can use the Price List Detail tab to define the properties of the price list and
the default properties of its prices.
The following table lists the details of price lists.
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Table 39. Price List Details
Feature
Header
Name
Unique name that is used to identify the price list.
Description
Description of the price list for your reference.
Price list for
Purpose of the price list. To use this price list in a
purchase agreement, choose Buy. To use this price list
in a sales agreement, choose Sell.
Start date
First date of the period when this price list is active in
Emptoris Contract Management. Enter dates in the
form that is shown or click the Select Date
icon.
Promotion description
Description of the program or promotion to which this
price list applies, for your reference.
Currency
Select a currency. This currency must match the
contract for which it is selected.
Replaced by
If an effective end date is applicable, select a price list
to use instead of the renewal quote contract that
references the current price list after its end date.
Organization type
An organization type to which the price list applies.
Product Family
A product family to which the price list applies. You
can match prices to products only of the specified
family.
Region
A sales region to which the price list applies. You can
search for the price list by this value.
Pricing scheme
Select the default pricing scheme of prices within this
price list:
v Fixed: A single price per unit of measure applies to a
product within this price list.
v Tiered: The unit price of a product is determined by
its quantity. Specified quantity ranges each have set
prices.
v Percentage: The unit price of a product is based on a
percentage of the unit price of another product that
is specified within another line.
v Additional pricing options are selectable when you
configure the renewal of a line instance.
Percentage of Original Price List
Applies to derived price lists only. When you first
select a price list, all of its price objects are copied
along with it. To change all of these copied prices by a
percentage, type a percentage value. This entry is
multiplied by the price values within the copied price
objects to arrive at the price values for the new price
list.
Price list externally viewable?
Not used.
Class
A class to which the price list applies. You can select a
price list by its class.
Created by
Name of the user who created the price list and the
date on which it was created.
Last modified by
Name of the user who last modified the price list and
the date on which it was last modified.
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139
Price Properties
You can use the Price Lists feature to manage the Emptoris Customer’s price lists
that you use to define lines within contracts. You can configure different price lists
for your various markets and geographic areas.
Price Properties
The following table lists the properties of prices.
Table 40. Price Properties
Feature
Description
Product Name
Product to which this price is applicable when this
product and price list are selected within a line.
Product Number
Product number that is inherited from the product.
Product Version
Product version that is inherited from the product.
Unit of measure
Unit of measure to which the price is applicable.
External Source
Source code that is maintained outside Emptoris
Contract Management.
External ID
Source ID maintained outside Emptoris Contract
Management.
Begin date
First date of the period when this price is active in
Emptoris Contract Management.
End date
Last date of the period mentioned.
Currency
Currency that is used for all prices within this price list.
By default, it is the currency of the organization of the
user who created this price list.
Pricing Scheme
Pricing scheme that is inherited from price list. You can
change this value with the help of the following options:
v Fixed: A single price per unit of measure applies to a
product within this price list.
v Tiered: The unit price of a product is determined by
its quantity. Specified quantity ranges have set prices,
which are per-unit.
v Percentage: The unit price of a product is based on a
percentage of the unit price of another product within
another line. The base unit price can be before or after
any discounts, as specified. Additional pricing options
are selectable when you configure the renewal of a
line instance.
List price
For Fixed Pricing: List price to apply to the product
within the line.
Add/Manage Tiers
For Tiered Pricing: Start by entering the quantity range
for the first tier and its price per Unit of Measure.
Percentage-based pricing
For Percentage Pricing: Type the percentage to use. You
can edit this value within a particular line instance.
Choose one of the following options.
v Pre-discount: Use the pre-discount unit price of the
based - on line.
v Post-discount: Use the unit price of the based - on line
minus any percentage discount that is specified within
that line.
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Creating Price Lists
When you create price lists, you must define all price list properties independently
and create all new price objects to associate with them.
Procedure
To create price lists, complete the following steps:
1. On the application home page, click Administration > Master Files > Price
Lists.
2. Click the New
icon.
3. Select New Price List.
4. Specify the details on the Price List Detail tab.
For more information, see “Price List Details” on page 138.
Note: Properties in bold are mandatory.
5. Click the Save icon.
Creating Derived Price Lists
When you use an existing price list to create another one, the original price list is
copied along with all price objects associated with it. You can change the price list
properties to apply to all related price objects.
Procedure
To create a price list that is derived from another price list, complete the following
steps:
1. On the application home page, click Administration > Master Files > Price
Lists.
2. Click the New icon > Derived Price List.
3. Enter the search criteria in the Search Pane, and click Search.
4. From the search results, click Derive for the price list that you want to use as
your basis.
A copy of the price list you selected is displayed in a new browser window.
The original price list is not affected.
5. Modify the properties of the new price list.
For more information, see “Price List Details” on page 138.
Tip: When you first select a price list from which to derive the new price list,
all of its price objects are copied along with it. To change all of these copied
prices by a percentage, type a percentage value in the Percentage of original
price list. You can carry out this action for a price increase or discount or to
apply an exchange rate because you want to use a new currency.
6. To edit prices manually or to create new ones for the current price list, click the
List of Prices tab.
7. When all mandatory properties are complete, to save the new price list, click
the Save icon.
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Opening Existing Prices in the Current List
When you create a price list or open an existing one, you can apply prices to it. To
apply prices, you must search for active product objects according to the effective
date range of the current price list. You can open existing prices in the current list.
Procedure
To open existing prices in the current list, complete the following steps:
1. On the application home page, click Administration > Master Files > Price
Lists.
2. On the List of Prices tab, click the Open icon for a price.
3. For details on the properties that you can modify, see “Price Properties” on
page 140.
4. When all the mandatory properties are complete, to save a new or changed
price, click the Save icon.
Creating New Prices for Current List
You can use the Price Lists feature to manage the price lists of the Emptoris
Customer. The price lists are used to define lines within contracts. You can
configure different price lists for your various markets and geographic areas.
Procedure
To create new prices for the current list, complete the following steps:
1. On the application home page, click Administration > Master Files > Price
Lists.
2. When you open a price list, on the List of Prices tab, click the New
icon.
3. Specify the properties as described in “Price Properties” on page 140.
4. When all mandatory properties are complete, to save a new or changed price,
click the Save icon.
5. Continue adding prices as necessary.
6. When you are finished adding prices, click the Save icon.
Deleting Price Lists
The Price Lists feature helps you to manage the IBM Emptoris Customer’s price
lists that you use to define lines within contracts. You can delete prices if they are
not used for any product.
Procedure
To delete a price within a price list, complete the following steps:
1. On the application home page, click Administration > Master Files > Price
Lists.
2. On the List of Prices tab, search for the price, and select it.
3. Click the Delete icon.
4. Click OK to confirm the deletion.
5. To delete a price list, search for the price lists, and select it.
6. Click the Delete icon.
7. Click OK to confirm the deletion.
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Language Integrity
The language integrity check mechanism detects any issues in the document that
might potentially lead to unexpected errors in the application.
When is it done
Language integrity check of a document is done when the contract language is
edited online by using the Contract Editor Language tab or the Word Editor, or
offline after the document is checked out.
Language Integrity Checks
Contracts are checked while the contract language is edited to detect issues that
might cause unexpected errors.
Items that are checked
The following items are checked during a language integrity check.
v All clauses are delimited with clause bookmarks.
v All clauses contain bookmarks to delimit clause title.
v All clauses are separated with only one section break.
v Term instances that are added in the clauses can be located in the language
document.
v Clause order or sequence is not changed.
v Presence of any additional bookmarks that resemble reserved application
bookmarks.
v Recovery of any deleted section breaks and bookmarks that are used as
delimiters for contract title and clauses.
v All clauses or contract titles where such a recovery takes place are listed under
Structural Changes in the check-in summary page.
v Removal of inserted section breaks or bookmarks that resemble application
bookmarks. The insertion or removal is such section breaks or bookmarks is not
listed under Structural Changes in the check-in summary page.
Properties for Controlling Language Checks
You can use the properties in the ecm.properties file to control the language
checks.
List of properties
The following table lists the properties that you can use for controlling language
checks.
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Table 41. Properties for language checks in the ecm.properties file
Property
Description
disable.language.integrity.check
Use this property to enable or disable the
language integrity check mechanism.
The default value is false, which means the
language integrity check mechanism is
enabled by default.
Note: Use of the
contract.language.disable.integrity.check
property is discontinued. You must use the
disable.language.integrity.check
property to enable or disable the language
integrity check mechanism.
ignore.language.integrity.errors
Use this property to ignore the language
integrity errors that are detected while
saving changes.
The default value is true, which means
changes are saved with errors. When the
value is set to false, changes are not saved.
disable.language.integrity.check.result.display Use this property to enable or disable the
display of language integrity check errors to
the user.
The default value is false, which means the
language integrity errors are displayed to
the user if the language integrity check is
enabled.
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Chapter 6. Security Administration
You can configure the security for clause templates, contract templates, and define
the security for future clause and contract instances. You can also configure the
security for term definitions.
Configuring security
The security of an object instance is configured within the instance. Objects that
use security are contract folders, clauses, and contracts. Class-level security for
these objects is managed through the Security Manager.
Permissions
For more information on security and permissions required to access the various
Emptoris Contract Management features, see the IBM Emptoris Contract Management
System Administration Guide.
Security Lists
You can view the security list from the Security Manager feature or from the
Security tab of an object.
Views in a security list
A security list has the following views:
v Users: Lists all users and user groups that are currently in the security list.
v Permissions: Lists all permissions and permission groups that are currently
included in the list.
You can assign users and user groups and then grant permissions, or assign
permissions and permission groups and then assign users and groups. You can
also define how each user's organization further restricts access to a feature or
object that is represented by the permission.
Number of lists
Term definitions, clause templates, line clause templates, contracts, and contract
folders have one security list.
Language clause templates and contract templates have two security lists.
Security list of language clause or contract templates
A language clause or contract template has the following security lists.
v Template: Determines who can access the template, choose, and view the
template during clause and contract creation.
v Clauses or contracts: Represents the initial security list for future clauses or
contracts. It also includes the default permissions that are granted to the creator
of the clause or contract.
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Security list of a line clause template
The security list of a current line clause template is the initial security list for a
future line clause. The security of a line clause template is defined by the security
list of its contract template.
Assigning Users and User Groups to Security Lists
You can assign users and user groups to the security lists of term definitions,
clause templates, contracts and contract templates, contract folders, and language
clause templates.
Procedure
To assign users and user groups to security lists, complete the following steps:
1. On the application home page, click Administration > Security > Security
Manager.
2. Select the Users option for View by.
3. Click the Add Users
icon.
4. Search for the appropriate user or user group.
You can locate a user in a user group, and view all permissions including the
inherited class-level grants by clicking Inspect. You can view the permissions of
the specific object by using this button.
5. Select the user or user group, and click OK.
6. To remove a user or user group, select the user or user group, and click the
Delete icon.
7. Confirm the deletion by clicking OK.
8. Click Save.
Results
You can modify the permissions of the newly added users or user groups.
Administering Permissions to Users and Groups
You can assign permissions and permission groups to users and user groups for
term definitions, clause templates, line clause templates, contracts, contract
templates, contract folders, and language clause templates.
About this task
Permissions are always active. You can add as many permissions as you want.
However, you can assign only active permission groups.
Procedure
To administer permissions to users and groups, complete the following steps:
1. On the application home page, click Administration > Security > Security
Manager.
2. Select the Users option for View by.
3. Select a user or user group in the Users column.
4. View the properties of a permission or permission group by clicking the name.
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5. Click the Add Permissions
groups.
icon to add new permissions or permission
6. Search for the appropriate permission or permission group.
7. Select the permission or permission group, and click OK.
8. To remove a permission or permission group, select the permission or
permission group, and click the Delete icon.
9. Confirm the deletion by clicking OK.
10. Click Save.
Adding Users and User Groups to Permissions and Permission
Groups
You can add new users and user groups to existing permissions and permission
groups.
Procedure
To add users and user groups to permissions and permission groups, complete the
following steps:
1. On the application home page, click Administration > Security > Security
Manager.
2. Select the Permissions option for View by.
3. Select a permission or permission group.
4. Click the Add Users
icon.
5. Search for the appropriate user or user group.
6. Select the user or user group, and click OK.
7. To delete a user or user group, select the user or user group, and select the
Delete icon.
8. Confirm the deletion by clicking OK.
9. Click Save.
Organization Restricted Grants
An organization-restricted grant excludes all members of a user group that are not
contacts of the object's organization or child organizations from accessing the object
or performing the operation.
When can you create an organization-restricted grant
You can assign a user group that contains users from different organizations to a
permission or permission group. If an object to which the permission is granted
supports organization-restricted grants, you can configure such a grant.
Organization restriction settings
The following options are available to create organization restriction grants.
v Any organization: No organization restriction.
v Assigned organizations only: Each member of the user group must be a contact
of the organization of the object.
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v Assigned and parent organizations only: Each member of the user group must
be a contact of the object organization or its parent organization.
Objects that support organization-restricted grants
The following objects support organization-restricted grants.
v Contracts
v Contract templates
v Clauses
v Clause templates
v Term definitions
The organization-restricted grants of clause templates, contract templates, and
clauses take effect in a contract according to the contract's organization.
The organization-restricted grants of term definitions are based on the
organizations in the term definitions.
Examples
If a contract is assigned to organizations A, B, and C, and the Assigned
Organizations option is selected, only members of the user group who are contacts
of either of these organizations can access the contract.
If organization D is the parent of organization A, and if the Assigned and Parent
Organizations only option is selected, members of the user group who are contacts
of organization D can also access the contract.
Security Options for Folders
You can change the security list of a contract folder and all its child folders.
List of options
The following options are available for folder security.
v This folder only: Apply the current security list to the current folder only. You
can maintain a separate set of grants for the child folders.
v This and all contained folders: Apply the current security list to the current and
all its child folders. The existing security list of the child folders is overwritten
by the security list of the parent folder.
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Chapter 7. Notifications and Approvals
You can configure notifications to be sent automatically when certain system
events, contract, quote, and renewal events occur. You can also define the approval
rules that can be configured for contracts and amendments.
Notifications
Notifications are issued for system, contract, and user account events that occur in
Emptoris Contract Management. You can also initiate a notification on demand
while viewing a contract.
Purpose
Notifications are issued to let recipients know that their actions are required for the
events. Notifications can also be sent for information purposes.
Contents
Notifications originate from templates that define the contents in the notification
messages. The contents include properties from the source event.
Some notification templates are predefined in the application. You can also create
your own templates for notifications.
Tasks
Some tasks are triggered from events. These tasks are automatically assigned to
specific users and notifications are sent to the users to inform them about the tasks.
Even when tasks are assigned, you can disable the notifications that are sent to the
users.
From field in notification emails
The From field in notification emails contains the sender's email address as set in
the System Settings.
v To set the Notification sender email address for contract events, go to
Administration > Application > System Settings > Events.
v To set the Sender email address for renewal events, go to Administration >
Application > System Settings > Renewals.
To use a default email address, set the following properties in the Administration
> Application > System Settings > Properties tab.
v Set the MailSender property to the default email address.
v Set the overrideUserEmailWithDefault property to true.
If you use the MailSender property to set the address in the From field, then the
Reply To field contains the sender's email address.
Note: To prevent a notification email from being tagged as spam, use the domain
address of the hosting server in the email address for the notification sender.
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Features that Trigger Notifications
Notifications derive from notification templates. The templates contain properties
from the various events that occur in the application. The events trigger
notifications.
Application features that trigger notifications
The following application features trigger notifications in the application:
v System events: Tasks and notifications are issued when system events are
enabled or disabled.
v Contract events: Notifications are issued when events that are based on specific
dates in contracts occur.
v System settings: Notifications are issued when the following system settings are
configured:
– Quote generation: Sender
– Renewal notification: Sender
– Contract event: Sender and notification defaults
– Workflow: Task reminder workday settings and task delegation permission
defaults
v Clause and contract templates: Notifications are defined for approval lists and
events that originate from the clause and contract templates.
v Quote generation: Notifications are configured to be sent by the owning
organization when renewal quotes are generated.
v Notification rules: Notifications are configured to be sent by the owning
organization when the contract substatus changes or quotes expire. Notifications
are also sent for task reminders and projected contract expiration.
v Process schedules: Notifications are issued for scheduled batch processes.
Interactive notifications
While viewing contracts, you can send notifications to contacts, users, and user
groups.
Recipients of Notifications
When notifications are sent, specific users receive the notifications. The
notifications are about tasks that need completion from the users or for information
purposes
The following table lists the recipients and the notifications that they receive.
Table 42. Recipients of notifications
Contract
Notifications events
Contract
notify
Quote
generation
Notification User
rules
account
Primary
Party
Internal
Contact
X
X
X
X
X
Primary
Party
External
Contact
X
X
X
X
X
Recipient
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Table 42. Recipients of notifications (continued)
Contract
Notifications events
Contract
notify
Internal
Party Role
X
X
X
X
External
Party Role
X
X
X
X
Internal
User
X
X
X
X
X
External
User
X
X
X
X
X
Internal
Contact
X
X
X
X
X
External
Contact
X
X
X
User Group X
X
X
X
X
Recipient
Quote
generation
Notification User
rules
account
Task
Owner
X
Task
Initiator
X
Task
Owner's
Manager
X
X
Notifications on Mobile Devices
You can use mobile devices to review and approve tasks. From mobile devices,
you can approve, reject, or add comments to tasks.
Tasks that you can do from mobile devices
You can do the following tasks from mobile devices.
v Contract approval
v Clause approval
v Internal or external party review contract
Conditions for accessing tasks on mobile devices
The following conditions must be fulfilled for accessing tasks on mobile devices.
v The Emptoris Contract Management application must be configured for mobile
device usage.
For information about configuring the application for mobile device usage, see
the IBM Emptoris Contract Management System Administration Guide.
v Users must have appropriate permissions to access the application from mobile
devices.
v Tasks that are accessible on mobile devices must be mapped to the appropriate
notification templates.
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Configuring notification templates
For tasks to be accessible on mobile devices, you must configure the notification
templates by adding tags for compatible URLs to the notification emails.
Add the following tags to the notification templates.
v For single task: ##TASK_URL##
v For multiple tasks: ##TASKS##
Notification Templates
Notification templates contain the text of notifications that are sent during the
lifecycle of a contract. Notification templates include properties that contain values
from some system property tags.
Default templates
A set of templates corresponding to certain events are provided in theEmptoris
Contract Management application.
The default templates also contain tags that generate hyperlinks to the login page
or link a specific contract in the email meesages.
You can modify these default templates or use the content in these templates to
create customized notification templates.
Note: After creating a template, you cannot change the name of a template. You
must delete the template to create a template with a different name.
Formats
For notification templates, HTML and Text formats are created. You must apply
changes to the template to both formats, because changes to one format are not
automatically reflected in the other.
If you do not specify any content for HTML and Text, notifications are still sent
but are with no content.
If HTML is allowed in the outgoing and incoming email servers, an HTML version
of the notification is delivered. Otherwise, the Text version is delivered.
White spaces in content
Tabs, spaces, and carriage returns are considered white space characters.
If the HTML format contains non-white space elements, the HTML format is sent.
If the HTML format does not contain non-white space elements, the Text format is
sent.
Accessing Notification Templates
You can view notification templates but cannot modify their names.
Procedure
To access notification templates, complete the following steps:
1. Click Administration > Configuration > Notification Templates.
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2. Search for the appropriate notification template.
3. Click the Name of the template.
4. View all the properties, and modify the required ones.
5. Click OK.
Predefined Notification Templates
The predefined notification templates are linked to the system events. You can
create customized templates for other events that occur in the application.
List of predefined notification templates
The following predefined notification templates are available in the application.
v Accept/Decline Contract Email Presentation Notice
v Clause Approval Notice
v Clause Approval Canceled No Users Found Notice
v Clause Approval Canceled Notice
v Contract Approval Notice
v Contract Approval Canceled Notice
v Contract Approval Canceled No Users Found Notice
v Contract Converted Notification
v Contract Event Notification
v Contract Online Presentation Notice
v Contract Ready for Review Notice
v Filed Contract Execution Notice
v First E-Signature Notice
v First Ink Signature Notice
v Negotiable Contract Email Presentation Notice
v Quote Execution Notice
v Record Signed Contract Notice
v Registration Notice
v Second E-Signature Notice
v Second Ink Signature Notice
System Properties in Notification Templates
You can include some system properties in the subject line, the HTML format, or
the text format of a notification template.
Example
The following properties are included in a notification template that is used to
present a quote to an external party.
v Internal and external party name and address
v Internal and external contact names and telephone numbers
v Line fields
v Effective dates
v Total amount of the contract
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Inserting System Property Tags
You can insert system property tags in the subject line, or the HTML or text format
of notification templates.
Procedure
To insert system property tags, complete the following steps:
1. Click Administration > Configuration > Notification Templates.
2. Search for an existing template, or create a new template.
3. On the HTML or Text tab, select the tag from the Tags list.
4. Copy the tag from the Copy tag field to the HTML or Text field.
5. Add the following tags.
v For direct login or LDAP:
Add the ##LOGIN_URL## tag to include a link to the Emptoris Contract
Management application login page.
Add the ##CONTRACT_URL## to include a link to a specific contract. The link
redirects the user to the login page and when the user logs in, the contract is
automatically opened.
v For single sign-on: Include a URL to direct users to the enterprise login page.
v Sign the notification by using the following options.
For notification senders that are configured by using the system settings, or
that use the system sender, use the INTERNAL_PRIMARY_CONTACT tags.
For all other notifications, use the SENDER tags.
6. View the notification format by clicking the View HTML or View Text tabs.
7. Click Apply and OK.
Defining Custom Subject Lines
Custom subjects lines can include system properties.
Procedure
To define custom subject lines, complete the following steps:
1. Click Administration > Configuration > Notification Templates.
2. Search for an existing template, or create a new template.
3. On the HTML or Text tab, place your cursor at the first line of the body.
4. Add the following syntax.
**SUBJECT**<Subject body>**/SUBJECT**
5. Replace the <Subject body> with the text or system property tags to represent
the subject line of the notification message.
The following examples illustrate the use of syntax for customizing the subject
line.
**SUBJECT**##CONTRACT_NAME##**/SUBJECT**
**SUBJECT**Presenting to you: ##CONTRACT_NAME##**/SUBJECT**
**SUBJECT**Registration Notice**/SUBJECT**
6. Ensure that on the Email Template tab, the Subject field is blank.
Any value in the Subject field overrides the customized subject line that you
create.
7. Add other details to the notification template, and click OK.
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Tabs on Notification Templates
A notification template has five tabs. You can configure the notification templates
in the HTML and Text formats and preview the configured formats.
List of tabs
The following tabs are available for notification templates.
v Email Template: Define properties of the notification template.
v HTML: Define the HTML format of the template.
v View HTML: Preview the HTML format.
v Text: Define the Text format of the template.
v View Text: Preview the Text format.
Email Template Tab:
You can define the properties of the notification template on the Email Template
tab.
Properties on the Email Template tab
The following table lists the properties available on the Email Template tab.
Table 43. Properties on the Email Template tab
Property
Description
Name
Name for the template. Name cannot be changed after you create the
template.
Subject
Subject line that appears in the email notification. You can specify
customized subject lines in the HTML and Text formats. For customized
subject lines, you must keep this field blank, because any value in this
field overrides the customized value.
Attach
Choice to attach the latest available versions or saved drafts of the
following items in the email notification.
v Contract attachments
v Contract language in Word format
v Contract summary in PDF format
Irrespective of the option you select, for the email or negotiable
presentation method, the contract language and related files are always
attached in the Word format in the notification.
Note: Recipients must have appropriate permissions to open and view
the attachments that are sent in the email notifications.
Locale
Locale for the notification template.
By default, the locale is set to the locale of the template creator.
Contract
summary
language
You can select this option only if you have opted to attach the contract
summary in the notification email.
You can select the language for the summary.
Attachment size
The recommended file size for attachments is 10 MB.
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Some email servers, firewalls, virus scanners, and spam filters can reject email
attachments by the type of file, or size. Ensure that the size of your contract and
attachments does not exceed the maximum size of the servers.
Increasing the default size can also result in response time issues, and failure of the
keyword search index process or of email presentation.
HTML and Text tabs:
On the HTML and Text tabs, you can specify the body of the notification for the
HTML and Text formats. You can add tags and also customize the subject line.
Properties that you can define
On the HTML and Text tabs, you can specify the following properties.
v Insert system defined properties.
v Add HTML formatted text in the HTML format body and plain text in the Text
format body.
v Import specifications from an external file.
View HTML and View Text tabs:
You can preview the notification template formats on the View HTML and View
Text tabs.
On the View HTML and View Text tabs, you can preview how an HTML or Text
notification message appears. You can use these tabs to confirm the placement of
your tags.
Creating and Modifying Notification Templates
Notification templates are used to administer the text of notifications that are
associated with system and contract events, user account, quote generation, and
renewal notification. Notification templates are the basis for the notification
messages that are sent during the lifecycle of a contract or at defined events.
Notification templates can include certain system property tags.
Procedure
To create or modify notification templates, complete the following steps:
1. Click Administration > Configuration > Notification Templates.
2. Click the New
icon.
3. Specify the necessary information on all the tabs.
4. Click OK to save the settings.
Importing Notification Specifications:
You can import notification specifications for the HTML and Text formats.
Procedure
To import notification specifications, complete the following steps:
1. Click Administration > Configuration > Notification Templates.
2. Search for a notification template, or create a new template.
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3. On the HTML or Text tab, click Import.
4. Click Browse to select a file, and click OK.
Controlling the Display of Line Clause Tables:
You can control the look and feel of system generated line clause tables in
notifications by using the ##LINE## tag.
Procedure
To format a line clause table, complete the following steps:
1. Open a notification template.
2. On the HTML tab, define the following CSS styles.
v LineLabel: Style that is applied to the line definition label.
v TDheadingCOLUMN: Style that is applied to each cell in the heading row.
The heading row is the first row of the line clause table.
v LineInstanceFieldC: Style that is applied to each cell that contains the line
instance data.
Example
The following line clause table is generated in a notification email.
<table><tr><td class="StdSpacer"> </td></tr><tr><td
class="LineLabel">Line Clause
Label</td></tr><tr><td><table><tr><td
class="TDheadingCOLUMN">Line</td><td
class="TDheadingCOLUMN">Product Name</td><td
class="TDheadingCOLUMN">Internal Party Name</td><td
class="TDheadingCOLUMN">Internal Party Number</td><td
class="TDheadingCOLUMN">Clause Template Name</td><td
class="TDheadingCOLUMN">Clause Template Text</td><td
class="TDheadingCOLUMN">text_entered</td><td
class="TDheadingCOLUMN">date1</td></tr><tr><td
class="TDheadingRowNumber">1</td><td
class="LineInstanceFieldC">907E</td><td
class="LineInstanceFieldC">Internal_SubOrg1</td><td
class="LineInstanceFieldC">Internal_SubOrg1</td><td
class="LineInstanceFieldC">AME-Preamble</td><td
class="LineInstanceFieldC">Contract Amendment</td><td
class="LineInstanceFieldC">value of text entered</td><td
class="LineInstanceFieldC">1/21/2013</td></tr><tr><td
class="TDheadingRowNumber">2</td><td
class="LineInstanceFieldC">Subassembly PC4321b</td><td
class="LineInstanceFieldC">IBM Emptoris</td><td
class="LineInstanceFieldC">2012</td><td
class="LineInstanceFieldC">AME-Signature</td><td
class="LineInstanceFieldC">Amendment Signatures</td><td
class="LineInstanceFieldC">some value</td><td
class="LineInstanceFieldC">
1/22/2013</td></tr></table></td></tr></table>
Deleting Notification Templates
You can delete only those notification templates that are currently not in use, or
that are not used in any contracts.
Before you begin
You must have the appropriate permissions to delete notification templates.
Chapter 7. Notifications and Approvals
157
Procedure
To delete a notification template, complete the following steps:
1. Click Administration > Configuration > Notification Templates.
2. Search for the appropriate notification template.
3. Click the Delete icon for the notification template.
4. Click OK to confirm your deletion.
Enabling and Disabling Notifications for System Events
You can enable or disable the notifications for system events only when you have
the Update permission.
About this task
You can enable automatic notifications for an organization by assigning an existing
notification template to the system event. The notification template defines how the
email message appears when the event occurs.
Notifications that are defined for internal organizations are also applicable to their
child organizations. You can modify the notifications for a specific organization or
reinstate the default notification that is applicable from the nearest parent
organization.
Procedure
To enable or disable a notification for a system event, complete the following steps:
1. Click Administration > Configuration > Notifications.
2. Click the Select Organization
icon to select the internal organization.
3. Open a notification event by clicking the name hyperlink.
4. In the Notification Event window, click the Select Notification Template
icon.
5. Select Enabled to enable the notification.
6. Select Disabled to disable the notification.
7. Click OK.
Notification System Events
Some system events trigger notifications that are sent to specified users. Predefined
notification templates are assigned to system events for the notifications.
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List of notification system events
The following table lists the system events that trigger notifications.
Table 44. Notification system events
Action that
initiates the
notification
Sender
Recipients
Accept/
Decline
Contract
email
Presentation
Notice
Present by
email
Internal
contact
Default:
External
contact
Approval
Authored or
Chain Impact received
Notification
contracts and
amendments
None
New
Last approver Approval
approval rule
initiator
due to
changes in
the contract
by approver
Clause
Approval
Notification
Clause
Approval
Notice
Initiate
approval or
approve
clause
Predefined
System event Contract type template
Accept/
Decline
Contract
email
Presentation
Notification
Authored or
received
contracts and
amendments
Authored or
received
contracts and
amendments
Accept/
decline to
external
contact
Others
Approval
initiator or
approver
Users or user
groups that
are listed in
the approval
Last approver chain.
Clause
approval
initiator after
clause level
approvals are
completed.
Clause
Approval
Canceled
Notification
Authored or
received
contracts and
amendments
Clause
Approval
Canceled
Notice
Cancel
approval
process
System
sender
Clause
approval
initiator
Clause
Approval
Canceled No
Users Found
Notification
Authored or
received
contracts and
amendments
Clause
Approval
Canceled No
Users Found
Notice
Cancel
approval
process
System
sender
Clause
approval
initiator
Clause
Changed
During
Approval
Authored or
received
contracts and
amendments
None
Approver
edited the
clause
Last approver Contract
approval
initiator and
all previous
approvers in
the approval
chain.
Contract
Activation
Notification
Any
None
Executed
contract
becomes
active or
expired
System
sender
Internal users
of the
contract.
Chapter 7. Notifications and Approvals
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Table 44. Notification system events (continued)
Predefined
System event Contract type template
Contract
Approval
Notification
Any
Contract
Approval
Canceled
Notification
Action that
initiates the
notification
Recipients
Contract
Approval
Notice
Initiate
approval or
approve
contract
Approval
initiator or
approver
Users or user
groups
Any
Contract
Approval
Canceled
Notice
Cancel
approval
process
System
sender
Contract
approval
initiator
Contract
Approval
Canceled No
Users Found
Notification
Any
Contract
Approval
Canceled No
Users Found
Notice
Cancel
approval
process
System
sender
Contract
approval
initiator
Contract
Approval
Rejected
Notification
Any
Contract
Approval
Rejected
Notice
Approver
rejects the
contract
Approver
Contract
approval
initiator
Contract
Approved
Notification
Any
Contract
Approved
Notice
Contract
Approved
Final
Approver
Contract
approval
initiator
Contract
Conversion
Notification
Authored or
received
contracts and
amendments
Contract
Converted
Notification
Convert to
filed contract
System
sender
Internal party
primary
contact and
review task
owners
Contract
Expiration
Notification
Any
None
Contract
expires
System
sender
Internal
contact
Contract
Hold
Notification
Any
None
Place contract User who
on hold
performs the
action
Others
Contract
Hold
Released
Notification
Any
None
Reverse On
Hold status
of contract
User who
performs the
action
Others
Contract
Online
Presentation
Notice
Authored or
received
contracts and
amendments
Contract
Online
Presentation
Notice
Present
online to
primary
external
contact
Presenter
Sent to
primary
internal
contact and
optionally to
external
contact
Decline to
internal
contact
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Contract
Last approver approval
initiator after
clause level
approvals are
completed.
Table 44. Notification system events (continued)
Predefined
System event Contract type template
Action that
initiates the
notification
Contract
Ready for
Initial
Company
Review
Authored or
received
contracts and
amendments
Contract
Ready for
Review
Notice
Contract
Termination
Notification
Any
Contract
Deletion
Notification
Contract
Changed
During
Approval
Sender
Recipients
Present
online to
external
contact for
the first time
Presenter
Optionally
sent to
external
contact
None
Contract is
terminated
System
sender
Others
Any
None
Contract is
deleted
System
sender
Internal
contact
Any
None
Approver
edited the
contract
Last approver Contract
approval
initiator and
all previous
approvers in
the approval
chain
External
Authored or
Party Decline received
Contract Task contracts and
amendments
None
External
User who
party user
performs the
declines task action
from another
external party
user
External
party user
who issued
the task
External
Party Finish
Review
Contract Task
Authored or
received
contracts and
amendments
None
External
party user
finishes
review task
External
party user
who issued
the task
External
Party
Reassign
Contract Task
Authored or
received
contracts and
amendments
None
External
User who
party user
performs the
reassigns the action
task to
another
external party
user
Selected
external party
user
External
Authored or
Party Review received
Contract Task contracts and
amendments
None
External
party user
requests
review
Selected
external party
user
External
Party
Withdraw
Contract Task
Authored or
received
contracts and
amendments
None
External
User who
party user
performs the
recalls task
action
from another
external party
user
External
party user
who
originally
owned the
task
Filed
Contract
Execution
Notification
Filed
contracts
Filed
Contract
Execution
Notice
Execute filed
contract
External or
internal
contacts. Also
sent to
Others.
User who
performs the
action
User who
performs the
action
User who
performs the
action
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Table 44. Notification system events (continued)
Predefined
System event Contract type template
First
E-Signature
Notification
Authored or
received
contracts and
amendments
First
E-Signature
Notice
Action that
initiates the
notification
Sender
Execute by
User who
e-sign
performs the
method as
action
the first party
and internal
user.
Recipients
External
contact
Internal
contact
Others
Execute by
e-sign
method as
the first party
and external
user
First Ink
Signature
Notification
Authored or
received
contracts and
amendments
First Ink
Signature
Notice
Execute by
User who
ink sign
performs the
method as
action
the first party
and internal
user.
External
contact
Internal
contacts
Others
Execute by
ink sign
method as
the first party
and external
user.
162
Internal Party Any
Decline
Contract Task
None
Internal user
declines task
from another
internal user
User who
performs the
action
User who
issued the
task
Internal Party Any
Finish
Review
Contract Task
None
Internal user
finishes
review
contract task
User who
performs the
action
Internal user
who issued
the task
Internal Party Any
Reassign
Contract Task
None
Internal user User who
reassigns task performs the
to another
action
internal user
Selected
internal user
Internal Party Any
Review
Contract Task
None
Internal user
requests
review
User who
performs the
action
Selected
internal users
or user
groups
Internal Party Any
Withdraw
Contract Task
None
Internal user
recalls task
from another
internal user
User who
performs the
action
Internal user
who
originally
owned the
task
Negotiable
Contract
email
Presentation
Notification
Accept/
Present by
Decline email email Presentation
Negotiable
Notice
Internal
contact
External
contact
Authored or
received
contracts and
amendments
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Others
Table 44. Notification system events (continued)
Predefined
System event Contract type template
Action that
initiates the
notification
Quote
Execution
Notification
Quotes
Quote
Execution
Notice
Execute quote User who
contract
performs the
action
External or
internal
contact.
Others.
Record
Signed
Contract
Notification
Authored or
received
contracts and
amendments
Record
Signed
Contract
Notice
Execute
User who
contract by
performs the
record signed action
contract
method.
External or
internal
contact.
Others.
Restore
Terminated
Contract
Notification
Any
None
Reverse
contract
termination
User who
performs the
action
Internal
contact.
Others.
Second
E-Signature
Notification
Authored or
received
contracts and
amendments
Second
E-Signature
Notice
Execute by
e-sign
method as
the second
party and
internal user.
User who
performs the
action
External
contact
Sender
Recipients
Internal
contact
Others
Execute by
e-sign
method as
the second
party and
external user.
Second Ink
Signature
Notification
Authored or
received
contracts and
amendments
Second Ink
Signature
Notification
Execute by
ink sign
method as
the second
party and
internal user.
User who
performs the
action.
External
contact
Internal
contact
Others
Execute by
ink sign
method as
the second
party and
external user
Simultaneous Authored,
Amendment received, or
Executed
filed
amendments
None
Execute
amendment
User who
performs the
action
Internal
contacts of
each
amendment
that is in
process for
the base
contract.
Notification Rules
Notification rules are used to generate batch notifications according to the
substatus of contracts, quote end date, effective end date, or reminders for pending
tasks.
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Notification template
Notification rules require notification templates. You must define the notification
template that is required for the notification rules.
Eligibility of contracts
Notification rules can be set for contracts only if they are eligible. The eligibility of
contracts is based on their status. A contract need not be renewable or a renewal
for another contract to be eligible.
Running rules
When the Notification Rules batch process is run, all rules are evaluated for a
contract that is eligible. For each rule that is satisfied for a contract, a notification is
issued. Notification rules are applied in no particular order. A contract may satisfy
nil to multiple number of notification rules.
Status Based Rules
Contracts must be eligible for notification rules. The eligibility of contracts is based
on their status.
Status of contracts
You can configure and monitor notification rules for the contracts that have the
following status values.
v Draft: Monitor the quote end date for quotes and substatus for all types of
contracts.
v In Negotiation: Monitor the substatus.
v Executed: Monitor the effective end date.
v Active: Monitor the effective end date. For active or expired contracts,
notifications reference the amended contracts only.
v On Hold: Monitor the effective end date.
Terminated and Termination Pending contracts are not eligible for monitoring by
notification rules.
Accessing Notifications Rules
You can view the notification rules that are defined for an organization from the
Notification Rules feature.
Procedure
To access notification rules, complete the following steps:
1. Click Administration > Renewals and Reminders > Notification Rules.
2. Click the Select Organization
icon to select the internal organization.
3. Click the Rule Name to view the details of the rule.
4. In the Notification Rule Detail window, modify the properties of the rule, and
click OK.
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Results
You can view all notification rules that are defined for the selected internal
organization. You can add new rules and delete existing rules.
Adding Notification Rules
You can add notification rules for an internal organization that generate
notifications during a batch process.
Procedure
To add a notification rule, complete the following steps:
1. Click Administration > Renewals and Reminders > Notification Rules.
2. Select the internal organization by clicking the Select Organization
icon.
3. Click Add Rule.
4. Specify the Rule Name.
5. Select Active or Inactive as the status of the rule.
6. Select the Parameter.
For more information about parameters, see “Parameters for Notification
Rules.”
7. Click the View Notification Properties
template and modify the properties.
icon to select the notification
8. Specify the number of days in which the contract expires.
9. Click OK.
Parameters for Notification Rules
While adding a notification rule, you must specify parameters for the eligibility of
contracts for which notifications are sent.
Contract Expiration
You must select the parameter and the value for the attribute.
Specify the effective end dates based on the notification rules batch process date
plus a specific number of days. This enables notifications for eligible contracts
about to expire within the indicated threshold.
Quote Expiration
Specify the quote end dates based on the notification rules batch process date plus
a specific number of days. This enables notifications for eligible contracts about to
expire within the indicated threshold.
Contract Substatus
Select a substatus and enter the minimum number of days that it has remained
within that substatus as of the notification rules batch process date. This enables
notifications of eligible contracts that satisfy that criterion.
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165
Task Reminder
Select a task and set a time frame for the task after which users receive a
notification for the outstanding task. The delay in the task is calculated based on
the workdays setting in the system settings. Notifications are issued for delayed
tasks within the indicated threshold.
Deleting Notification Rules
You can use the Notification Rules feature to delete the notification rules that are
configured for contracts.
Procedure
To delete a notification rule, complete the following steps:
1. Click Administration > Renewals and Reminders > Notification Rules.
2. Select a notification rule row.
3. Click the Delete icon.
4. Click OK to confirm the deletion.
Approvals
Approvals are required for specific actions for contracts. You must define approval
rules that apply to contracts and amendments in certain conditions.
Approval rules and rule sets
Approval rules and rule sets must be defined for contracts and amendments. An
approval rule can have more than one rule set.
The rule set is evaluated based on the conditions in the set. When the conditions
are satisfied, the individual rules are evaluated. You can then add approvers for
the rules and rule sets.
Approval list
The approval list for a contract or amendment is determined after the clause-level
approvals are complete. An approval list for a contract or amendment is a
combination of the following lists.
v Approval chain that is automatically created by the system. The chain is based
on the rules that are triggered in a rule set.
v Approval list that is defined within a contract template or instance.
Rule Set
A rule set consists of contract conditions, and is invoked only if the conditions
defined in the set are satisfied.
Features of rule sets
Rule sets have the following characteristics:
v A rule set can contain multiple approval rules.
v Approvers are not directly added to a rule set. An approval chain is created by
the system that is based on the rules that are triggered within the rule set.
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v Only one rule set is invoked for a contract. If conditions of multiple rule sets are
satisfied for the contract, the rule set that appears first from the top is applied to
the contract.
v If the rule set that you want to apply does not appear first from the top, you can
change the sequence of the listed rule sets and place the rule on the top.
v On the Approvals Administration page, rule sets are listed in the left pane and
a rule set is preceded by a folder icon
v You can click the plus sign
associated with the rule set.
.
before the folder icon to view the rules that are
Note:
If you migrated from a previous version of Emptoris Contract Management, the
previously defined approval rules are grouped and placed under a rule set named
Migrated Rule Set. By default the Contract Conditions for the Migrated Rule Set
are defined in such a way that the rule set always gets invoked for a contract.
Rule Set Examples
Rule sets are required for defining approval rules. Each individual rule in a rule set
is evaluated for contracts and amendments.
Purpose
The following examples provide instances of how to define your rule sets.
Rule set 1 with three conditions
The following table illustrates a rule set with three conditions.
Table 45. Rule set 1 with three conditions
Contract conditions
Selected options
C1
Contract origin:
v Authored contract
v Authored amendment
v Received contract
v Received amendment
C2
Contract category:
v Purchase agreement
v Sales agreement
C3
Modified from Standard: No
You can combine conditions in the following way:
(C1 AND C2) OR C3
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167
Rule set 2 with three conditions
The following table illustrates another rule set with three conditions.
Table 46. Rule set 2 with three conditions
Contract conditions
Selected options
C1
Contract origin:
v Authored contract
v Authored amendment
C2
Contract category: Purchase agreement
C3
Owning organization:
v Corp-Finance
v Emptoris, Inc.
Rule applies: Assigned Organizations
You can combine conditions in the following way:
(C1 OR C2) AND C3
Rule set 3 with two conditions
The following table illustrates a rule set with two conditions.
Table 47. Rule set 3 with two conditions
Contract conditions
Selected options
C1
Contract origin:
v Authored contract
v Filed contract
C2
Contract category: Purchase agreement
You can combine conditions in the following way:
C1 AND C2
Rule Set Scenario
A rule set provides a way to group approval rules. It consists of contract
conditions, and is started only if the conditions defined in the set are satisfied.
Rule Set Scenario 1
Assume that a contract contains the following properties.
v Contract Origin is Authored Contract
v Contract Category is Sales Agreement
v Owning Organization is IBM Emptoris, Inc.
v Contract is Modified From Standard
In this case, since both C1 & C2 conditions for the rule set are true for this contract
and the Combine Conditions of the rule set also holds true, Rule Set 1 is started for
the contract.
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Rule set Scenario 2
Assume that a contract contains the following properties.
v Contract Origin is Authored Contract
v Contract Category is Purchase Agreement
v Owning Organization is Emptoris, Inc.
v Contract is Modified From Standard
In this case, the Combined Conditions of Rule Set 1 and Rule Set 2 both hold true
for the contract. Rule Set 1 is started for the contract by default because the rule set
is listed before Rule Set 2. If you want to start Rule Set 2 for the contract, you must
change the sequence of the rule sets and place Rule Set 2 before Rule Set 1.
Creating Rule Sets
A rule set consists of contract conditions, and is started only if the conditions
defined in the set are satisfied. A rule set can contain multiple approval rules.
Approvers are not directly added to a rule set. An approval chain is created by the
system that is based on the rules that are fired within the rule set.
Procedure
To create a new rule set, complete the following steps:
1. Access the Approvals Administration feature.
2. Click the New Rule Set
icon.
3. Specify a Name for this rule set.
4. Create or modify contract conditions.
5. Click Save
to save the rule set.
Results
The newly created rule set is listed in the left pane in the order in which they are
created.
Changing the Sequence of Rule Sets
Rule sets are listed on the Approvals page in the order in which they are created. If
a rule set’s conditions are satisfied for a contract, the rule set is invoked for the
contract. At a time, only one rule set can be invoked. In case multiple rule sets
satisfy the contract conditions, the rule set that is displayed first from the top is
invoked. You can sequence the rule sets and place the rule set that you want to
apply on the top.
Procedure
To sequence rule sets, follow these steps:
1. Access Approvals Administration feature.
2. Click
.
3. Select a rule set.
4. Click the up
list.
or down
arrow to change the position of the rule set in the
5. Click OK.
Chapter 7. Notifications and Approvals
169
Results
The updated rule set list is displayed in the left pane under Approval Rules.
Approval Rules
You must define approval rules to set up dynamic contract-level approvals.
Definition
Approval rules consist of one or more approval conditions and an approval list.
Each approval rule must have a unique name.
While defining an approval rule, you can associate multiple rule sets with the
approval rule. When the rule set is called and the conditions that are defined in the
rule are satisfied, approvers from the rules are added to the approval chain.
Conditions for Approval Rules
Conditions for approval rules consist of a term, an operator, and a value. An
expression of a condition can be used in multiple rules. However, each condition
must be unique within a single rule.
Example
Contract_Total Above (>) 1000
When multiple conditions are used to define a rule, by default the conditions are
combined by using the AND logic. You can modify the conditions to use the AND,
OR, and NOT operators.
The following sections describe the parameters that are used for defining
conditions.
Terms
Create a condition that is based on term value.
You can use any system term or user-defined term added in the contract. You must
specify a comparison operator for the terms parameter. The term has three data
types: number, text, or date.
v The comparison operators for number are Equals, Not Equal, Above, At or
Above, Below, At or Below, Between, Not Between, Belongs to list, Not in list.
v The comparison operators for text are Starts with, Ends with, Contains, Equals,
Belongs to list, and Not in list.
v The comparison operators for date are After, On or After, Before, On or Before,
Equals, Not Equal, Between, and Not Between.
You can create a list of value for terms in the approval rule. Values in the defined
list are checked for the condition to be satisfied.
Tip: To define a range of values, define two conditions, one with the At or Above
operator and the other with the Below operator.
You can create a date term by comparing it with the current system date and
specifying a plus or minus offset in days.
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For a custom property term definition, if more than one external party is assigned
to the same role, then the term value contains the values of the custom property
for all the external parties as comma-separated values. In this case, the Contract
Approvals based on the custom property term definition are triggered if any one of
the comma-separated values matches the requirements.
Contract origin
Create a condition that is based on the following types of contract origin.
v Authored contract or amendment
v Received contract or amendment
v Filed contract or amendment
v Quote
Contract category
Create a condition that is based on the following contract categories.
v Purchase agreement
v Sales agreement
v Other
Modified from Standard
Create a condition that is based on whether the contract is modified from standard
- only changes to clause title or body in the language are considered as Modified
from Standard.
Note: When a clause is modified in the contract language, the contract language is
marked as Modified from Standard. The flag is not removed after approvals are
triggered and completed. The approvals for a rule that uses the Modified from
Standard condition are retriggered each time the contract approvals are triggered.
Organizations
Create a condition that is based on a specific organization. You can use the
following types of organizations.
v Owning organization
v Contracting organization
v Internal party
Note: For owning organization, contracting organization, and internal party, you
can specify whether the condition is for a selected organization, or for the selected
organization and its child organizations.
Approval Lists for Approval Rules
An approvals list is a list of levels of users or user groups that make an approval
chain for contracts and amendments.
Approval levels
Levels determine the approval chain. When multiple rules within a rule set are
triggered, approvers from all the rules are added to the approval chain.
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171
The position of an approver is determined by the level with which the approver is
associated. The approvers are added incrementally to an approval chain based on
the level.
Routing of an approval task through the sequence of approval levels is automatic.
Approval for each clause or contract happens in between approval levels and in
parallel within a level. For example, approvers of level 1 must approve a task
before it goes to level 2. Within level 1, an approver can approve a task without
waiting for others from the same level for the approval.
Approval Rule Examples
Approval rules contain conditions that are used to evaluate contracts that are
based on specific parameters.
Purpose
The following examples provide instances of how to define your approval rules.
Rule 1
The following table illustrates an approval rule with five conditions.
Table 48. Approval Rule 1 with five conditions
Contract conditions
Approval levels
C1 Term: Contract_Class Equals (=) Special
v Level 1: UserGroupA
C2 Term: Contract_Region Equals (=) East
v Level 2:
C3 Term: Date_Term At or Above (>=)
01/01/2008
– UserA
– UserB
C4 Term: Number_Term > 100000
v Level 3: UserC
C5 Internal Party:
v Level5: UserD
v Fin-Corp, Inc.
v Emptoris, Inc.
You can combine the conditions in the following way:
(C1 OR C2 OR C3 OR C4) AND C5
Rule 2
The following table illustrates an approval rule with two conditions.
Table 49. Approval Rule 2 with two conditions
Contract conditions
Approval levels
C1 Term: Contract_Class Equals (=) Special
v Level 1: UserGroupA
C2 Term: Contract_Region Equals (=) East
v Level 3:
– UserA
– UserB
You can combine the conditions in the following way:
C1 AND C2
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Approval Rule Scenarios
Approval rules contain conditions that are used to evaluate contracts that are
based on specific parameters.
Purpose
The following scenarios provide instances of circumstances to create approval
rules. Use the scenarios with reference to the rules given in the “Approval Rule
Examples” on page 172 topic.
Example 1
A contract contains the following non-system terms.
v Date_Term: 02/15/2000
v Number_Term: 100,000
v String_Term: "Mr. Jones"
The contract also contains the following system properties.
v Contract_Class: "Special"
v Contract_Region: "East"
v Internal_Party: "Emptoris, Inc."
The conditions in this contract satisfy rule 2 from Table 49 on page 172. The
approval lists from rule 1 and rule 2 are applied to the approval chain.
Example 2
A contract contains the following non-system terms.
v Date_Term: 02/15/2001
v Number_Term: 100,000
v String_Term: "Mr. Jones"
The contract also contains the following system properties.
v Contract_Class: "Special"
v Contract_Region: "East"
The conditions in this contract satisfy rule 2 from Table 49 on page 172. The
approval list from rule 2 is applied to the approval chain.
Accessing Approval Rules
You can view, create, and delete approval rules from the Approvals feature.
Procedure
To access approval rules, complete the following steps:
1. Click Administration > Configuration > Approvals.
2. Click the name of an approval rule or rule set in the left pane.
A rule set is defined by the Folder
icon. To view the properties of a rule in
rule set, you must expand the rule set, and select it. The properties of the rule
are displayed in the right pane.
3. Optional: Modify the properties of the rule.
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4. Click Save.
Properties of Approval Rules
Rules in approvals contain specific properties that are filled when you create new
rules or modify existing ones.
List of properties
The following table lists the properties of approval rules.
Table 50. Properties of approval rules
Property
Description
Name
Unique name of the rule set or rule.
Created by
Name of the user who created the rule or rule set.
Last Modified by
Name of the user who last modified the rule or rule set.
Description
Brief description of the rule.
Rule Sets
List of all defined rule sets.
Approvals
Members of the approval list.
Approvers Specified
List of options to add approvers.
When you select the Externally Set option, you cannot
specify approvers and conditions. You must use a user exit
to determine the list of approvers.
Group Members
List of organization filters that you can apply to user
groups for specifying the members.
Modify Level Number
Number of the selected level.
Contract Conditions
Conditions of a contract to select the approval list.
Combine Conditions
Option to combine conditions by using the AND, OR, and
NOT operators. When the field is left blank, by default the
AND operator is used.
Adding Conditions
You can add conditions to a new and existing rules and rule sets
Before you begin
Consider the following points before you create and combine conditions.
v When you do not specify any combination of conditions, the conditions are
combined by the AND operator.
v All defined conditions must be included in the expression for combined
conditions.
v You can use lower or upper case to combine conditions.
v You can use a contract condition for multiple times in the expression.
v You can use white spaces between conditions and operators.
v The NOT operator must be preceded by the AND or OR operators. Examples:
– (C1 AND C2) OR C3 NOT C4 (Invalid expression)
– (C1 AND C2) OR C3 AND (NOT C4) (Valid expression)
– (C1 OR C2) NOT C3 OR C4 (Invalid expression)
– (C1 OR C2) AND (NOT C3) OR C4 (Valid expression)
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Procedure
To add conditions, complete the following steps:
1. Open an existing rule or rule set, or create a new rule or rule set.
2. Select the parameter from the Contract Conditions drop-down list. The
following options are available.
v Terms
v Contract origin
v Contract category
v Modifed from Standard
v Owning organization
v Contracting organization
v Internal party
3. Click Add.
4. Add a term by clicking the Select term
icon.
5. Add the Contract Origin parameter, and select the appropriate contract types.
6. Add the Modified from Standard parameter, and select Yes or No.
7. Add the Owning Organization by clicking the Add Organization
to select the appropriate organization.
icon
8. Add the Contracting Organization by clicking the Add Organization
icon to select the appropriate organization.
9. Add the Internal Party by clicking the Add Organization
icon to select
the appropriate internal party.
10. For owning organization, contracting organization, and internal party, select
the option to assign the rule to the assigned organization or to the assigned
organization and its child organizations.
11. Specify the combine conditions.
12. Click Save.
Defining Approval Lists
You can create different approval levels and add users and user groups to the
levels. All levels together becomes the approval list.
About this task
Every level that you add must have at least one user or user group. An approval
level cannot remain blank.
You can only add active users or user groups to the approval list.
Procedure
To define an approval list, complete the following steps:
1. Create a new approval rule, or open an existing approval rule.
2. Click the Add Level
3. Click the Add Users
icon to add an approval level.
icon to add users or user groups.
4. Search for the appropriate users or user groups.
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A user is indicated by the User
icon and a user group is indicated by the
User Group
icon.
5. Select the user or user group, and click OK.
6. To assign Approve Contract task to specific group members, select the user
group that you have added, and select and option from the Group members
drop-down list.
The options in the drop-down list are as follows:
v All
v Owning Organization Contacts
v Contracting Organization Contacts
v Affiliated Organization Contacts
v Contract Organization Contacts
7. Click Save.
Deleting Rule Sets or Approval Rules
When you delete a rule set or approval rule, there is no impact on any of the
approvals in progress, you merely prevent this rule set or rule from being selected
in the current or future contract revisions.
Procedure
To delete a rule set or approval rule, follow these steps:
1. Click Administration > Configuration > Approvals.
2. Select the rule set or approval rule that you want to delete.
3. Click the Delete icon.
4. Click OK to confirm the deletion.
Quote Generation Rules
Quote generation rules are evaluated in a sequence. The first, top-most rule is
considered and other rules are ignored.
Owning organization
The quote generation rules of the owning organization of a newly generated quote
are considered. The initial owning organization of the renewal quote contract is
determined by its original contract.
Defaults of quote generation
A new renewal quote might satisfy one or zero quote generation rules. Quote
generation defaults determine the behavior of renewal quote contracts that satisfy
no rules. Defaults are also based on the initial owning organization of the newly
generated renewal quote and include additional settings that apply to all renewal
quote contracts that include coterminated ones.
When Emptoris Contract Management is installed for the first time, before you
define quote generation rules, you must define the defaults for the top
organization at least.
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Batch quote generation process
When the batch process runs, quote generation rules that are defined determine the
behavior of the new renewal quotes. You cannot manage the Quote Generation
features while the quote generation or generate quotes batch process is in progress.
Primary internal contact
A quote generation rule specifies who becomes the new contract’s primary internal
contact and who receives notifications, among other settings. The primary internal
contact that is specified receives the Draft Contract task.
Properties of Quote Generation
You can use the quote generation feature to specify the behavior of the generation
of quotes. When the quote generation batch process runs, quote generation rules
that are defined determine the behavior of the new renewal quote. A quote
generation rule specifies who becomes the new contract’s primary internal contact
and who receives notifications, among other settings.
Features and Properties
The following tabs are displayed when you start the Quote Generation feature.
v Rules: Defines the rules that are used to handle newly generated renewal quotes.
This feature appears in the foreground when you first start Quote Generation.
v Defaults: Defines the defaults that are used to generate renewal quotes, handle
cotermination, and handles newly generated renewal quotes that do not
otherwise satisfy the criteria of a quote generation rule.
Quote Generation Rule Details
When the Quote Generation batch process runs as scheduled or on-demand, and
an Executed or Active contract’s line’s term end date falls within a defined range, a
renewal quote contract is generated. After generation, the initial owning
organization of a newly generated renewal quote contract is matched with the set
of quote generation rules that are defined for that organization.
Details of the Quote Generation Rule
Table 51. Quote Generation Rule Details
Feature
Description
Rule Name
Name to identify the quote generation rule.
This value must be unique.
Quote validity
Delimits the quote date range of the new
renewal quote contract as the quote
generation batch process date plus x number
of days.
Internal contact
The internal user who becomes the primary
internal contact and receives the new
renewal quote contract in My Tasks and My
Contracts portlets.
Owning organization
A new owning organization to apply to the
renewal quote contract.
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Table 51. Quote Generation Rule Details (continued)
Feature
Description
Notification
A notification that announces the new
renewal quote contract. You can select a
notification template that contains properties
of the renewal quote contract.
Parameter
Includes attributes related to the generated
renewal quote contract such as Contract
class, Organization, Organization type,
Region and value.
Status
The Active or Inactive status that is selected.
An inactive quote generation rule is not
evaluated.
Accessing Quote Generation Rules
After the generation of a renewal quote, its initial owning organization is matched
with the set of quote generation rules that are defined for that organization. The
initial owning organization of the renewal quote contract is determined by its
original contract.
Before you begin
When Emptoris Contract Management is first installed, you must define defaults
before you define quote generation rules.
Procedure
To access quote generation rules and define the organization to configure, complete
the following steps:
1. On the application home page, click Administration > Renewals and
Reminders > Quote Generation.
2. Select the internal organization by clicking the Select Organization
icon.
When the organization configured here matches the initial owning organization
of the renewal quote contract, the rules that are displayed are evaluated. The
uniquely defined settings of each internal organization also apply to its child
organizations by default. When you first select a new internal organization to
configure, the quote generation rules of its nearest available parent appear by
default.
3. When you change the organization’s settings, click Restore to restore the
default settings.
Details of Quote Generation Defaults
You can use the Quote Generation Defaults tab to specify the rules to handle the
generated renewal quotes that do not satisfy any quote generation rules, and to
trigger notifications for them. You also need to specify certain quote generation
and cotermination settings.
The following table lists the defaults of quote generation.
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Table 52. Quote Generation Defaults Details
Feature
Description
Contract expires in x days
Searches for executed sales agreements for lines
that have term end dates within the range of the
scheduled quote generation batch process date
plus x number of days.
This is the default date allowance for batch quote
generation. You can specify an explicit date range
with the help of the On-demand Generate Quotes
Process.
Default quote validity
Delimits the quote date range of the new renewal
quote contract as the quote generation batch
process date plus x number of days. This quote
date range also applies to coterminated renewal
quotes.
Default internal contact
Selects the internal user who becomes the primary
internal contact and receives the new renewal
quote contract in My Tasks and My Contracts
portlets.
Default owning organization
Chooses a new owning organization to apply to
the new renewal quote contract.
Default notification
Notification that announces that a new renewal
quote is generated renewal. You can select a
notification template that contains properties of
the renewal quote contract.
Error notification
Notifies users when errors occur in a quote
generation or cotermination process. You can
select a notification template that contains
properties such as the error substatus and error
message.
Defining Default Quote Generation Settings
You can use the Quote Generation Defaults tab to specify the rules to handle the
generated renewal quotes that do not satisfy any quote generation rules, and to
trigger notifications for them.
Procedure
To define default quote generation settings, complete the following steps:
1. On the application home page, click Administration > Renewals and
Reminders > Quote Generation.
2. Click the Defaults tab.
3. Select the internal organization for which you want to configure defaults by
clicking the Select Organization
icon.
When the organization configured here matches the initial owning organization
of the new renewal quote contract including a coterminated one, some default
settings become applicable. The initial owning organization of a renewal quote
contract is determined by its original contract. The uniquely defined settings of
each internal organization also apply to its child organizations by default.
When you first select a new internal organization to configure, the quote
generation defaults of its nearest available parent appear by default.
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4. Complete the default details as described in “Details of Quote Generation
Defaults” on page 178.
5. If you make changes to an organization’s settings, and want to reinstate the
defaults from the parent, click Restore.
6. Click Save to save your settings.
Reordering Quote Generation Rules
Quote generation rules are evaluated against a renewal quote from top to bottom.
The first enabled rule to match a renewal quote contract handles contract settings
and a notification. Otherwise, the Quote Generation Defaults are applicable. The
remaining rules are ignored.
Procedure
To change the order of priority of quote generation rules for the organization,
complete the following steps:
1. On the application home page, click Administration > Renewals and
Reminders > Quote Generation.
2. Select an organization and click a rule name on the left to highlight it.
3. Click the Move Up icon
order of the rules.
4. Click the Save icon
or Move Down icon
icons to modify the
to save the settings.
Adding Quote Generation Rules
You use the Quote Generation Rules tab to define rules that handle newly
generated renewal quotes. You can examine the properties of a generated renewal
quote contract with the help of the quote generation rules and initiate certain
behavior as a result. You can assign properties to the renewal quote contract and
trigger notifications for it based on whether it currently satisfies a rule.
Procedure
To add a quote generation rule to the current organization, complete the following
steps:
1. On the application home page, click Administration > Renewals and
Reminders > Quote Generation.
2. Select an organization, and click the Add rule
icon.
3. Select the appropriate properties.
For details on the properties of the quote generation rule, see “Quote
Generation Rule Details” on page 177.
4. Click the Save icon
to save your settings.
Deleting a Quote Generation Rule
When the Quote Generation batch process runs as scheduled or on-demand, and
an Executed or Active contract’s line’s term end date falls within a defined range, a
renewal quote contract is generated. After the generation, the initial owning
organization of a newly generated renewal quote contract is matched with the set
of quote generation rules that are defined for that organization.
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Procedure
To delete a Quote generation rule, complete the following steps:
1. On the application home page, click Administration > Renewals and
Reminders > Quote Generation.
2. Select an organization and click the quote generation rule row to highlight it.
3. Click the Delete icon.
4. Click OK to confirm the deletion.
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Chapter 8. The Interview Wizard
Use the Interview Wizard feature of IBM Emptoris Contract Management to
customize and simplify the process of creating a contract.
Overview
The Interview Wizard is a question and answer driven contract configurator. When
an internal user runs the interview, the wizard guides the user through a simple
process of answering a series of pre-defined questions. The result is a contract for a
specific business requirement.
You can use the features of the Interview Wizard to accomplish the following tasks:
v Define the contract creation processes in the manner that best suits the users and
business purposes.
v Create a configured process flow where the steps to create a contract logically
depend on the response to questions in the previous steps.
v Use calculations and logic controls to manipulate the answers that are provided
by the users and determine the contract properties.
v Duplicate interviews that are completed or in process.
v Review completed interviews.
Advantages
Using the Interview Wizard provides the following advantages:
v A simpler, yet more effective contract creation process.
v A broader automation of the contract creation processes.
v A reduction in contract creation error and correction rates, hence increasing the
efficiency and improving the quality.
v A reduction in the costs of making any business process changes regarding
contract creation.
v The contract creation processes can evolve as needed, thus minimizing the need
for extra user training.
v A greater variety and flexibility in the methods for contract creation.
v Contract can be created concurrently with minimal impact on performance in
high volume, low complexity environments.
v Business users can easily create contracts where standard terms are usually
being negotiated.
Prerequisites
Before you can create an interview or the components of an interview, you must
set up the following Emptoris Contract Management components:
v Contract Terms
v Clause Templates
v Line Definitions
v Contract Templates
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To create an interview or the components of an interview, users must have a
working knowledge of the Emptoris Contract Management application.
Interview Wizard Components
When you use the Interview Wizard to create a contract, you select and run an
interview. This interview is made up of an interview design and the various step
designs in the interview design.
Interview Design
An interview design is a reusable definition of an interview. It references a series
of step designs in a specific order. It can also be configured to display steps that
are conditionally based on the responses that are provided for previous steps.
The interaction between the steps is defined by using navigation actions, which are
either explicit or implied by the sequence of step designs in the interview design.
Navigation actions can also be used to set various values in the contract.
After you create an interview design, you can select it to start a new interview.
Step Design
A step design is the basic block of an interview. It is a reusable definition of most
step attributes. A step design consists of one question and one or more input
controls provided to answer that question. It can also have exit actions that can be
used to set various values in a contract.
A step design can be used in one or more interview designs. For example, a step
design that prompts the user to enter the name of the contract can be used in all
interview designs where the contract name is provided by the user.
Result of an Interview
After you complete an interview, a contract is created.
v The contract can be an authored or a filed contract.
v The contract creator is the user who completed the interview.
v The contract properties might be automatically filled based on the interview
responses.
v Additional contract components might be added to the contract based on the
interview responses.
Wizard Security and Permissions
The security framework that applies to the Interview Wizard includes concepts
common to other Emptoris Contract Management features but with a simplified
implementation.
Permissions to Access the Wizard Feature
You need the required permissions to access an interview or any components of an
interview. For more information on the permissions, see the IBM Emptoris Contract
Management Security Guide.
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Permissions to Access the Wizard Components
When you create an interview design, you can assign the interview design to one
or more organizations or to one or more individuals. The lack of any such
assignment precludes the use of the interview design in any interviews. The
assignment of organizations and individuals to an interview design provides
implied permission to select it. This simplified method of granting access is unique
to the Interview Wizard.
An existing interview is not affected by any changes to assignments within its
interview design. If an interview is duplicated, the security for the resulting
interview is identical to the security for the original interview.
For a user to select an interview design for the purpose of running an interview,
the user must have the required permissions and at least one of the following
conditions must apply:
v The interview design is assigned to the user and the user has an active user
account.
v The user belongs to an organization listed within the interview design and has
an active user account.
v The user belongs to a child organization of an organization that is listed within
the interview design and has an active user account.
Emptoris Contract Management Component Security
Consider the following points about permissions for users to create a contract from
an interview:
v The user must have the required permissions to create authored or filed
contracts.
v The user does not need the permissions to use the contract templates and term
definitions that are specified in the interview.
v To add the values from an interview to a contract, the user must have one of the
following permissions:
– The required permissions must be assigned to the generic Creator user in the
contract template security.
– The user must have the class level permissions to the Contract Editor tabs
and actions.
v If the user does not have the required permissions to modify the values, the
contract is not created and an error message appears.
v The user can use the contract template and the term definitions that are
specified in the interview design.
v All permissions that are assigned to the generic Creator user in the contract
template security are assigned to the user when the contract is created.
Consider the following points about permissions for users who create step designs
and interview designs:
v Users must have the read permission to a contract template to use it in an
interview design.
v Users can select a term definition for use in an interview design even if they do
not have the required permissions to access the term definition.
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Accessing the Interview Wizard
You can use the interview wizard to create a step design, create an interview
design, or run an interview.
You can access the Interview Wizard by following one of these steps:
v Go to New and click Interviews.
v Go to Administration > Standards and click Interview Designer.
In the Interview Wizard, you can select one of the following options:
Interview Design
v Create new interview design
v Edit interview design
v Duplicate interview design
Step Design
v Create new step design
v Edit step design
v Duplicate step design
Run Interview
v Start new interview
v Continue one of the interviews in progress
v Review completed interviews
v Duplicate interview
Navigation Path
The Navigation Path drop-down list contains all the previous steps that are
completed during the creation of a step design, the creation of an interview design,
or during the running of an interview.
Consider the following points about the navigation path:
v You can use the navigation path to view and edit previously completed steps.
You can follow your progress and if required, return to any step in the process.
v Along with the navigation path, you can use the Back button to go to the
previous step and the Next button to go to the next step in the interview.
v If you go back to a previous step, you can view the information for the step.
However, all subsequent steps are removed from the navigation path.
v If you edit the step, all information that is entered or set in the subsequent steps
is deleted and you must complete the steps again.
v If you do not edit the step, click Next to proceed and the information for the
subsequent steps is not deleted.
Interview Design Guidelines
An effective interview design helps an interview user to easily, accurately, and
swiftly accomplish the goal of creating a contract.
To design an effective interview, the interview designer must understand what the
user intends to accomplish. The designer must also be aware of the organization
business processes and understand how contracts are implemented in the Emptoris
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Contract Management application. An effective interview provides an intuitive way
to facilitate a task keeping in mind the organization’s business processes, corporate
language, and culture.
Effective Processes
Before you design an interview, you must understand the objectives and user
processes. You must map the user process to the Emptoris Contract Management
application and break down the user process into user interactions.
An interview must effectively communicate needed data, options, decision points,
and flows to an interview user. An interview can also be used to impose strict
business logic, forcing the sequence of events and blocking progress if mandatory
inputs are not provided.
Analyzing the process
Before you design an interview, you must first complete the following analysis:
v Analyze the organization process relative to the Emptoris Contract Management
application.
v Determine all the Emptoris Contract Management properties, attributes, and
objects that are required to implement the process.
v Analyze the data requirements and determine what data is required from the
user.
v Determine the data that is constant for all contracts for the organization and the
data that can be logically derived during an interview.
v Determine the business logic and the rules that apply to the inputs from the
user.
v Determine which data is interdependent.
Considerations
Consider the following points when you analyze a process for an interview:
v Understand the goal.
v Identify logical data groups that are based on user tasks and design the
interview around these groups.
v Identify data dependencies to determine which steps must precede others.
v Identify data groups that are independent so that you can design a non-linear
interview.
Consider the basic information that is required to create a contract in the Emptoris
Contract Management application:
v The name by which a contract is identified in the application.
v The classification of the contract.
v The contract parties.
v The internal organizations that are responsible for or that access the contract.
v The contract template for the contract with the default clauses configured.
v The contract properties.
v The terms that must be in the contract.
v Whether the contract is negotiable.
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Contract data
Categorize the contract data to determine how this data must be added to the
contract.
The following data can be set in the contract template or clause template:
v Constant values across all contracts for the organization.
Derive the following data logically during the interview by using exit actions and
navigation action:
v Constant values that depend on data that is given by the user during an
interview.
v Values specific to a contract that can be set logically.
Obtain the following data from the user during the interview:
v Values specific to a contract that must be set interactively by interview users.
v Information that must be obtained from interview users to drive the design
logic.
Effective Interview Designs
An interview must be task-oriented. Usability is important and the interview must
be designed by keeping user tasks in mind.
The first and most important question in an interview is "What do you want to
do?"
It is important to define task activities that users can easily adopt rather than
based on what the system does. For example, if users perceive two distinct tasks to
satisfy an objective, the interview must present two distinct activities.
Consider the following points to design an effective interview:
v The interview must remain focused on specific user-directed activities.
v Provide options for the interview user to select various activities that are based
on the groups of data that is independent of each other.
v Create interim activity pages to provide greater visibility and to narrow the
focus of the interview.
v If the organization business processes are inherently linear and the steps and
business rules are highly dependent on prior inputs, use activity pages to break
up the interview.
v In long, linear interviews, present a step early in the interview that lists the
sequence of logical groups the user must complete.
v Insert an agenda step at key points in the interview to give users a sense of
where they stand in the overall interview structure. The agenda step is
informational only and does not require any inputs.
v Present a summary of data inputs and control settings for users to review before
they continue. To design this summary, you can use normal step design
elements, such as read-only controls that retrieve interview variable values.
v Do not provide an exhaustive listing of all input control settings. A long list can
be impractical and unwarranted and might distract from the more important
data presented.
Consider the following advantages of a non-linear interview:
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v It gives the users greater visibility into the structure of the interview and a better
sense of what is required.
v If all segments are presented in sequence, the users might be blocked by a
question in the first segment for which they do not have the necessary
information then.
v It keeps the users in control of the interview process. Even if all segments
ultimately need to be completed, the users can complete them in the order that
suits their interests.
v It gives the user a sense of progress. The user can review the list of activities
and know which ones are completed and that are remaining.
Effective Interview Steps
Effective interview designs rely on effective step designs. After you define the
overall interview structure, you can realize the process, step-by-step.
Consider the following guidelines for dividing interview activities into effective
steps:
v Focus on one objective in each step. This improves usability and increases the
ability of users to understand how to use interactions to achieve their objectives.
v The label or title of each step must clearly communicate the single objective.
v Formulate the question in the step design for maximum usability. The question
is also used for navigation purpose in the interview. Instead of instructing the
user to enter information, ask a question as you would in a face-to-face
interview.
v Provide appropriate and comprehensive instructions for the step.
v Use effective and consistent labels for input controls. These labels play an
important part in the communication with the user.
v Group related input controls in the same step. Breaking up dense step layouts
into logical groups helps a user to understand the interaction and focus on
specific controls and options.
v Group input controls only if they are required to answer the single question for
the step design.
v All input controls must fit on one page without scrolling. Scrolling to bring the
input controls into view offsets the efficiency of putting multiple controls in the
same step.
v The input controls in a step are not interdependent. You cannot use the
information from user response for one input control to set the attributes for
another input control in the same step design. Such input controls must be
placed in separate steps.
For example, if the information from the user response for one input control
determines if the next input control is required, then you must put the input
control in a separate step design. You cannot change the attribute of the input
control to hidden, or read-only in the same step design.
v Place interdependent controls in separate steps.
v In an interview design, place the step that contains the independent input
control logically before the steps that are affected by it.
v In an interview design, use a navigation action to determine which of several
steps to run next based on the user response to the earlier step. This provides a
means of adapting the interview to the input control response.
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v Separate complex steps into smaller, focused steps and simple interactions.
Ensure that each step focuses on one objective even if that objective is satisfied
by a single input control.
v Avoid displaying extraneous inputs and information. A user must not see an
input control or interview step that is not relevant to the selected activities and
options. Ensure that key decision points are addressed early in an interview
design, and use navigation actions to prevent the appearance of irrelevant steps.
Preview an Interview Design
At any time during the creation or editing of an interview design, you can use the
Preview option to review the components of the design.
This preview provides a comprehensive view of the step designs that make up
your interview design. You can review the sequence of steps within the elements
list and reconfigure the position and application of these steps as necessary.
You can view the following information in the preview:
v The steps in the interview.
v The exit and navigation actions that determine the values for the interview and
lead you to and from each step.
v The alternative interview paths for each user response.
Step Designs
You can use a step design to ask one question in an interview. The question might
require one or more inputs from the interview user.
A step design consists of two major components, the input control and the exit
action. In an interview, the input controls are used to record the user responses
and the exit actions determine the actions that are carried out based on the
responses.
Consider the following points about step designs:
v A step design can be used in one or more interview designs.
v You can edit a step design and change the step design properties.
v You can make a step design inactive by setting the effective end date. An
inactive step design continues to appear in any interview that it is added to.
However, you cannot add it to any interview designs.
Step Design Components
Each step design has the following components:
Input Controls
A step design must have one or more input controls. The input control provides
the means for a user to respond to the question asked in the interview step. The
responses can be the entry or selection of a value, the selection of a party to the
contract, or adding an attachment to the contract.
Exit Actions
An exit action is the run time action that is completed when the interview user
completes the step and clicks Next or Done during the interview. An exit action is
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used to set the value of a component in the contract or to set the value of a
variable that can be referenced by a later step in the interview. You can use various
expressions and conditions to manipulate the responses to the input controls and
determine the final value of the component or variable. A step design can have no
exit actions or it can have many exit actions.
Input Controls
Input Controls are used to obtain responses from the interview user.
Each input control has certain attributes that vary according to the selected input
control type. These attributes determine the initial appearance of the input control
(read-only, editable, hidden, or shown) and can also determine whether the user
response is mandatory or optional.
If you use an input control to directly set a value in the contract, you need not use
an exit action to set the value in the contract. For example, when you use the
Contract Term input control type to set the value of a term in a contract, you need
not use a Set Term exit action to set the term value. However, if you use a Text
Field input control type to accept the value of a term, you must use the Set Term
exit action to set the value of term in the contract.
Input Control Properties
The input control properties are defined on the Basic Input Control Properties
page.
Table 53. Input Control Properties
Property
Field Size
Description
Name
30 Characters
The name of the input
control is used to identify the
input control in the step
design.
This value must be unique to
the step design, must start
with a character: (a-z), can
contain the characters: (a-z;
0– 9; _), and cannot contain
spaces.
Label
50 Characters
It is the value that identifies
the purpose of the input
control.
Control type
Input control type
Select the input control.
Instruction
Provide more details about
the information that is to be
entered. This instruction
appears at the bottom of the
step page in an interview.
Input Control Types
The following input control types are available in the Interview Wizard:
v Check box
v Contract Attachment
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v Contract Lines
v Contract Property
v Contract Term
v Currency Field
v Date Field
v Effective Start Date
v Effective End Date
v External Party
v Internal Party
v Numeric Field
v Owning Organization
v Percent Field
v Radio Button Set
v Relate Contract
v Text Field
v User-Defined List
Check box
Use the check box input control in an interview step to get a true or false answer
from the user.
Consider the following points about the check box input control:
v The check box input control is independent of any other input controls in the
step design.
v Each check box that is defined in a step represents a single input control.
v If the check box is selected, the value of the input control is true.
Attributes
The following table lists the attributes for the check box input control.
Table 54. Attributes for the check box input control
Attribute
Description
Label
Enter the information about the check box. The label
appears to the right of the check box in an interview.
Preset condition
Define the default state of the check box - checked or
cleared.
Read-only
If this option is selected, the user cannot change the default
state of the check box during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Contract Attachment
Use the Contract Attachment input control in an interview step to accept an
external file attachment for the contract from the user.
Consider the following points about the contract attachment input control:
v If an external file is specified in an interview, the value of the contract
attachment input control is the complete file name along with the path.
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v The file size limit for a single attachment is 10 MB and for multiple attachments
is 100 MB.
v A file that is larger than the limit, can result in response time issues. It can also
result in the failure of the keyword search index process or email presentation.
Attributes
The following table lists the attributes for the contract attachment input control.
Table 55. Attributes for the contract attachment input control
Attribute
Description
Mandatory
If this option is selected, the user must attach a file to the
contract before the user can proceed to the next step in the
interview.
Contract Lines
Use the compound Contract Lines input control to set the attributes for both the
line definition and the field definitions in the line definition.
Consider the following points about the contract lines input control:
v You can select line definitions that have been used in a contract template.
v You can set the line definition and field definition labels to the default values or
to a user defined value.
v Use the preset line editor to modify the line definition. The preset line editor is
very similar to the editor employed by a Wizard user to create, view, and edit
one or more lines within an interview at run time.
v You can associate only one line definition with an input control and can have
only one Contract Lines input control in a step.
Attributes
The following table lists the attributes for the line definition selected for the
contract lines input control.
Table 56. Attributes for the line definition
Attribute
Description
Add lines
The interview user can create new lines in the interview.
Read-only
If this option is selected, the user can only view the
contract lines during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
The following table lists the attributes for each field definition in the line definition
selected for the contract lines input control.
Table 57. Attributes for the field definitions
Attribute
Description
Required
The user must provide a value for this field in every line.
Read-only
If this option is selected, the user can only view this field in
every line during the interview.
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Table 57. Attributes for the field definitions (continued)
Attribute
Description
Hidden
If this option is selected, the field cannot be viewed by the
user in any line during the interview.
Contract Property
Use the Contract Property input control in an interview step to set the Contract
Class, Contract Name, or Contract Region.
Consider the following points about the contract property input control:
v During an interview, when the user enters the value for the contract property,
the value of the contract property input control is the literal string.
v For the Contract Class property, if a value is not specified in the interview, the
contract class and the contract category are copied from the contract template on
contract creation.
v For the Contract Name property, if a value is not specified in the interview, a
default name is automatically applied. The default name starts with Wizard and
is followed by the date and time the contract was created.
Attributes
The following table lists the attributes for the contract property input control.
Table 58. Attributes for the contract property input control
Attribute
Description
Property
Select the contract property that you want to set:
The options are Contract Class, Contract Name, and
Contract Region.
Preset value
Set the default value of the input control. The data format
for this attribute depends on the selected Property.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
value of the property during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
The Hidden attribute applies only for the Contract Class
property.
Contract Term
Use the Contract Term input control in an interview step to set the value of a
user-defined Term.
Consider the following points about the contract term input control:
v The data type for the input control is the same as the data type of the selected
user-defined term.
v If the term has a list of values, then a drop-down list appears for the user to
select a value.
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v If the data type is a date, the value that is returned by the input control is a
literal string. The hint that is displayed is based on the locale for the user.
v An exit action is not required to set the value of the user-defined term.
v You cannot use the contract term input control to set the value of system terms.
Attributes
The following table lists the attributes for the contract term input control.
Table 59. Attributes for the contract term input control
Attribute
Term
Description
Click the Select Term icon
to select a term definition.
Preset value
Set the default value of the input control.
Read-only
If this option is selected, the user cannot change the default
value of the term during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Currency Field
Use the Currency Field input control in an interview step to accept a currency
value.
Consider the following points about the currency field input control:
v You can specify the maximum length of the value to be entered along with the
decimal point and with a decimal precision of 2 characters.
v The value that is returned by the input control is a signed decimal. The hint that
is displayed is based on the locale for the user.
Attributes
The following table lists the attributes for the currency field input control.
Table 60. Attributes for the currency field input control
Attribute
Description
Preset value
Set the default value of the input control.
Maximum Characters
Maximum length of the value that is accepted. The value
can be up to 50 characters long. A maximum of 2 decimal
places are allowed.
For example, if the Maximum Characters are set as 4, then
the maximum value that can be entered by the user is
9999.99.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user proceeds to the
next step in the interview.
Read-only
If this option is selected, the user cannot change the default
currency during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
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Date Field
Use the Date Field input control in an interview step to accept a date.
During an interview, when a date is specified, the value of the input control is the
literal string. The hint that is displayed is based on the locale for the user.
Attributes
The following table lists the attributes for the date field input control.
Table 61. Attributes for the date field input control
Attribute
Description
Preset value
Set the default value of the input control.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
date during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Effective Start Date
Use the Effective Start Date input control in an interview step to accept the start
date for a contract.
During an interview, the hint that is displayed is based on the locale for the user.
Attributes
The following table lists the attributes for the effective start date input control.
Table 62. Attributes for the effective start date input control
Attribute
Description
Preset value
Set the default value of the input control.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
date during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Effective End Date
Use the Effective End Date input control in an interview step to accept the end
date for a contract.
During an interview, the hint that is displayed is based on the locale for the user.
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Attributes
The following table lists the attributes for the effective end date input control.
Table 63. Attributes for the effective end date input control
Attribute
Description
Preset value
Set the default value of the input control.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
date during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
External Party
Use the External Party input control in an interview step to accept information
about the external party for a contract.
Consider the following points about the external party input control:
v When the user selects an external party during the interview, the external party
name, role, and external party contact for the contract are populated.
v The user can add more than one external party.
v The first added party is considered as the primary party for the contract.
v The user can change the role, change the number of signatories, and view the
addresses of the contact.
v The user can delete external parties other than the primary party.
v If the interview has a different primary party input control in different steps, the
primary party that is defined in the last step takes precedence during the
contract creation process.
If you use the external party input control, you can get more information about the
external party selected by the user during the exit action. You can set an interview
variable or a contract term for the following properties of the external party:
v Primary External Party ID
v Primary External Party Name
v Primary External Contact ID
v Primary External Contact Name
v External Parties ID
v External Parties Name
v External Contacts ID
v External Contacts name
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Attributes
The following table lists the attributes for the external party input control.
Table 64. Attributes for the external party input control
Attribute
Description
Preset value
Set the default external party for the contract.
Click the name of the party to change the role, change the
number of signatories, and view the addresses of the
contact.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
external party during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Internal Party
Use the Internal Party input control in an interview step to accept information
about the internal party for a contract.
Consider the following points about the internal party input control:
v When the user selects an internal party during the interview, the internal party
name, role, and internal party contact for the contract are populated.
v The user can add more than one internal party.
v The first added party is considered as the primary party for the contract.
v The user can change the role, change the number of signatories, and view the
addresses of the contact.
v The user can delete internal parties other than the primary party.
v If the interview has a different primary party input control in different steps, the
primary party that is defined in the last step takes precedence during the
contract creation process.
v If the user does not select an internal party during this step, then the user is
considered as the primary contact and the user’s organization as the primary
internal party for the contract.
If you use the internal party input control, you can get more information about the
internal party selected by the user during the exit action. You can set an interview
variable or a contract term for the following properties of the internal party:
v Primary Internal Party ID
v Primary Internal Party Name
v Primary Internal Contact ID
v Primary Internal Contact Name
v Internal Parties ID
v Internal Parties Name
v Internal Contacts ID
v Internal Contacts name
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Attributes
The following table lists the attributes for the internal party input control.
Table 65. Attributes for the internal party input control
Attribute
Description
Preset value
Set the default internal party for the contract.
Click the name of the party to change the role, change the
number of signatories, and view the addresses of the
contact.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
internal party during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Numeric Field
Use the Numeric Field input control in an interview step to accept a real number
where the maximum length and maximum decimal places are specified.
Consider the following points about the numeric field input control:
v You can specify the maximum length of the value to be entered along with the
number of decimal places allowed.
v The value that is returned by the input control is a signed integer or decimal.
The hint that is displayed is based on the locale for the user.
Attributes
The following table lists the attributes for the numeric field input control.
Table 66. Attributes for the numeric field input control
Attribute
Description
Preset value
Set the default value of the input control.
Maximum Characters
Maximum length of the value that is accepted, up to 50
characters.
Decimal Places
The maximum number of digits that follow the decimal
point.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
value during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Owning Organization
Use the Owning Organization input control to specify the owning organization of
the contract.
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The owning organization is the business owner of the contract and determines
certain settings for the contract. By default, the owning organization of a contract
is the organization that the contract creator belongs to. For more information, see
the IBM Emptoris Contract Management User Guide.
Attributes
The following table lists the attributes for the owning organization input control.
Table 67. Attributes for the owning organization input control
Attribute
Description
Preset value
Set the default value of the input control.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
owning organization during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Percent Field
Use the Percent Field input control in an interview step to accept a percent value.
Consider the following points about the percent field input control:
v You can specify the maximum length of the value to be entered along with the
decimal point and with a decimal precision of 2 characters.
v During an interview, in all the expressions and evaluations, the value of any
field of type percent is divided by 100. If this value is assigned to another field
of type percent, then on contract creation the value is multiplied by 100.
Attributes
The following table lists the attributes for the percent field input control.
Table 68. Attributes for the percent field input control
Attribute
Description
Preset value
Set the default value of the input control.
Maximum Characters
Maximum length of the value that is accepted. The value
can be up to 50 characters long. A maximum of 2 decimal
places are allowed.
For example, if the Maximum Characters are set as 4, then
the maximum value that can be entered by the user is
9999.99.
200
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user proceeds to the
next step in the interview.
Read-only
If this option is selected, the user cannot change the default
value during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
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Radio Button Set
Use the Radio Button Set input control in an interview step to allow the user to
select one of the options provided.
Consider the following points about the radio button set input control:
v A default selection must be set for the options.
v Each label represents an option that the user can select.
v The value that is returned by the input control is the literal string that is
represented by the label of the selected radio button.
v To add a radio button to the set, press Enter at the end of the radio button name
when you add the Labels.
Attributes
The following table lists the attributes for the radio button set input control.
Table 69. Attributes for the radio button set input control
Attribute
Description
Label
Enter the label for the radio button.
The label appears to the right of the radio button in an
interview.
Press Enter at the end of each radio button name to add
the next label.
Preset condition
The default selection within the radio button set. By
default, the radio button that is identified by the first label
in the list is selected.
Read-only
If this option is selected, the user cannot change the default
selection during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Relate Contract
Use the Relate Contract input control in an interview step to allow the user to
select another contract and specify a contract relationship.
Consider the following points about the relate contract input control:
v The contract relationship is applied between the contract that is selected and the
contract that results from the interview.
v None of the component values for this input control can be selected for use as a
variable in the Interview Wizard expressions.
Attributes
The following table lists the attributes for the relate contract input control.
Table 70. Attributes for the relate contract input control
Attribute
Description
Preset value
Set the default value of the input control.
Relationship Type
The type of relationship.
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Table 70. Attributes for the relate contract input control (continued)
Attribute
Description
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
value during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Text Field
Use the Text Field input control in an interview step to accept text data.
Consider the following points about the text field input control:
v The text data can contain blank spaces.
v The value that is returned by the input control is the literal string.
v If the entered text contains a new line character, an error occurs if the text is
used in any expressions and conditions.
Attributes
The following table lists the attributes for the text field input control.
Table 71. Attributes for the text field input control
Attribute
Description
Preset value
Set the default value of the input control.
Maximum Characters
Maximum length of the value that is accepted, up to 1000
characters.
Mandatory
If this option is selected and a preset value is not provided,
the user must enter a value before the user can proceed to
the next step in the interview.
Read-only
If this option is selected, the user cannot change the default
value during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
User-Defined List
Use the User-Defined List input control in an interview step to provide a list of
values to the user. The user can select one value form the list.
Consider the following points about the user-defined list input control:
v Each value represents an option that the user can select.
v The value that is returned by the input control is the literal string.
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Attributes
The following table lists the attributes for the user-defined list input control.
Table 72. Attributes for the user-defined list input control
Attribute
Description
Options
The values that are to appear in the list.
Press ENTER at the end of each value to enter the next
value.
Preset value
The default selection within the values.
Read-only
If this option is selected, the user cannot change the default
selection during the interview.
Hidden
If this option is selected, the input control is hidden from
the user during the interview.
Exit Actions
An action definition that you assign to a step design is known as an exit action.
An exit action determines the next action or step that is run when you complete a
step within an interview. You can use an exit action to set various values in the
contract that is created from the interview.
An exit action is defined by an action type and a target of the action, such as a
term definition, or a property. The target object accepts the value that you pass to
it. To pass a value to the target of an exit action, you must specify the value as an
expression. You can optionally define a condition that can qualify the
circumstances for the value that is derived by the expression to be passed to the
target. The expression and condition are optional for the action type in the step
design. If an expression is not defined, the target value is not changed.
For example, an exit action can set an interview variable based on the value of one
or more input controls. If the value of one input control meets a stated condition,
the value of another input control is passed to the interview variable. After the
action is completed, the interview variable can be used by a navigation action in
an interview design or in another step.
Exit Action Types
The following exit action types are available in the Interview Wizard for a step
design:
v Delete Clause
v Insert Clause
v Replace Clause
v Set Effective Start Date
v Set Effective End Date
v Set Interview Variable
v Set Language Attachment
v Set Line Field
v Set Property
v Set Term
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Delete Clause
Use this exit action to delete a clause from the contract. You can select a language
clause template or a line clause template for deletion.
Consider the following points about the delete clause exit action:
v To select a line clause for deletion, first select a contract template that contains
the relevant line definition and then select the required line clause.
v If the selected clause does not exist in the contract template that is selected
during the interview, the delete clause action is ignored.
Insert Clause
Use this exit action to insert a clause in the contract. You can select a language
clause template or a line clause template.
Consider the following points about the insert clause exit action:
v To insert a language clause, you must first select the Clause Type.
v To insert a line clause, first select a contract template that contains the relevant
line definition and then select the required line clause.
v You can also specify the position where this clause must be added by identifying
the Target Clause from the contract. The inserted clause is added after the target
clause.
v If a target clause is not selected or if the selected target clause is not found in
the contract template for the interview, the new clause is inserted at the end of
the contract outline as it exists at the time that the exit action is evaluated.
v Set the clause attributes for the inserted clause. If the clause attributes are not
set, the inserted clause inherits the clause-level attributes of the contract.
Replace Clause
Use this exit action to replace a language clause or a line clause in the contract.
Consider the following points about the replace clause exit action:
v To replace a clause, you must first select the Original clause that is to be
replaced and then select the Replacement clause.
v To select a line clause, first select a contract template that contains the relevant
line definition and then select the line clause.
v You can select a clause as a Replacement clause even if the clause is not defined
as an alternate clause for the Original clause.
v The Replacement clause can have a different clause type than the original clause.
v The Replacement clause is placed in the same position within the contract
instance outline as the original clause.
v Set the clause attributes for the Replacement clause. If the clause attributes are
not set, the Replacement clause inherits the attributes of the Original clause.
v If the Original clause does not exist in the contract template that is selected
during the interview, the replace clause action is ignored.
Set Effective Start Date
Use this exit action to set the effective start date of the contract in the Contract
Editor.
Set Effective End Date
Use this exit action to set the effective end date of the contract in the Contract
Editor.
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Set Interview Variable
Use this exit action to set the value of an interview variable. Specify the name of
the interview variable that is to be set. When the step design is used in an
interview design, this variable can be used in the exit action for another step
design.
Consider the following points about the set interview variable exit action:
v An interview variable is unique within an interview design.
v The value of the interview variable can be referenced by more than one step in
the interview.
v During an interview, the value of an interview variable is the literal string and it
can be evaluated by an expression or condition.
Tip: Make a note of the name of the interview variable so that you can reference it
in other steps in the interview.
Set Language Attachment
Use this exit action to set an attachment as the language attachment. This exit
action is only applicable for Filed Contracts.
Consider the following points about the set language attachment exit action:
v Use this exit action to set an attachment that is uploaded by using the contract
attachment input control as the language attachment for the contract.
v This language attachment is available on the Contract Editor Language tab of
the contract.
v If the contract that is created is not a filed contract, the attachment is considered
as a contract attachment and not as a language attachment.
v If an attachment is marked as language attachment on the contract template, it is
considered as a language attachment only if a filed contract is created from the
template attachment. For any other type of contract, the file does not appear in
the Contract Editor Language tab or in the Contract Editor Attachments tab.
Set Line Field
Use this exit action to set the value of a field definition for a line definition in the
contract.
Consider the following points about the set line field exit action:
v Select the line definition and then the data definition from the line for which the
value is to be set.
v This value is populated in each line for this line definition. For example, for the
Standard Purchasing Price line definition, if the discount percent value is set to
10% in this exit action, the discount percent is set to 10% for every line that is
based on the Standard Purchasing Price line definition.
Set Property
Use this exit action to set the value of a property in the Contract Editor. You can
set the contract class, contract name, or contract region property of the contract.
Set Term
Use this exit action to select and set the value of a user-defined term in the
contract.
Consider the following points about the set term exit action:
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v You can only set the terms that are included in the contract template that is used
to create the contract.
v The value that is derived by the expression for the exit action must satisfy the
entry type and data type for the term definition that is being set.
For information about terms, see the IBM Emptoris Contract Management User Guide
and the IBM Emptoris Contract Management Administration Guide.
Step Design Properties
The step design properties are defined on the Step Design Properties page.
The following table lists the step design properties and the description.
Table 73. Step Design Properties
Property
Field Size
Description
Name
30 Characters
The name of the step design
is used to identify the step
design in the Interview
Wizard.
The name must be unique,
must start with a character:
(a-z), can contain the
characters: (a-z; 0–9; _), and
cannot contain spaces.
Label
50 Characters
It is the value that identifies
the step.
Question text
120 Characters
The question identifies the
purpose of this step. For
example, "What is the name
of this contract?"
Description
1334 Characters
Use the description to
provide more information
about the question that is
being asked.
Do not use HTML tags in the
Description as it results in
script errors and the step
design is not created.
Effective start date
The first date of the period
when this step design is
active in Emptoris Contract
Management.
You can add only an active
step design to an interview
design.
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Table 73. Step Design Properties (continued)
Property
Field Size
Description
Effective end date
The last date of the period
when this step design is
active in Emptoris Contract
Management.
You can add only an active
step design to an interview
design. However, existing
interview designs that
contain the step design are
not affected.
Creating a Step Design
You can create a new step design from the Interview Designer.
Procedure
To create a step design, complete the following steps.
1. In the Interview Designer window, select Create new step design and click
Next.
2. In the Step Design window, enter the basic step design properties and the
interview Question text. Click Next.
For more information about step design properties, see “Step Design
Properties” on page 206.
3. Add the input controls for the step and click Next.
For more information, see “Adding Input Controls to a Step Design.”
4. Add the exit actions for the step and click Next.
For more information, see “Adding Exit Actions to a Step Design” on page 208.
5. Click Next and confirm the properties of the step design.
6. To change the step design, click Back to move to the previous step or use the
Navigation Path drop-down list to move to a specific step in the configuration
of the step design.
7. To save the step design, click Done.
Tip: If a step design is not complete and cannot be included in an interview
design, go to the Step Design Properties page and change the effective date
range to make the step design inactive. An inactive step design cannot be
included in an interview design.
8. To cancel the creation of the step design, click Cancel.
Adding Input Controls to a Step Design
You can add various input controls to a step design.
Before you begin
The step design must be created and saved or you must be in the process of
creating a step design.
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Procedure
To add input controls to a step design, complete the following steps.
1. Open a step design and navigate to the Input Controls page.
2. Click Add to open the Add Input Control window.
3. Enter the basic input control properties and select the input control type.
v The name of the input control must be unique to the step design.
v Add only one External Party input control and only one Internal Party input
control to a step design. During the interview, users can add multiple parties
by using a single party input control.
4. Add the required information for the input control.
Note: The information required depends on the selected input control. For
more information about input controls, see “Input Controls” on page 191.
5. Click Done to save the input control. The Add Input Control window closes.
6. Add other input controls as required.
7. To view or edit the input control properties, click the input control name.
Use the Move Up and Move Down arrows to change the order of the input
controls as they appear in the step.
8. To remove an input control from the step design, select the row for the input
control to highlight the input control and click the Delete icon
.
Adding Exit Actions to a Step Design
You can add various exit actions to a step design.
Before you begin
The step design must be created and saved or you must be in the process of
creating a step design.
Procedure
To add exit actions to a step design, complete the following steps.
1. Open a step design and navigate to the Exit Actions page.
2. Click Add to open the Add Exit Actions window.
3. Select the Action Type and click Next.
4. Add the information required for the exit action and click Next.
Note: The information required depends on the selected exit action. For more
information about exit actions, see “Exit Actions” on page 203.
5. Add the expression for the exit action and click Next.
Note: You can enter expressions for only some types of exit actions.
You can type the expression in the editor or you can use the expression editor
buttons to add the expression.
For more information about expressions and conditions, see “Expressions and
Conditions” on page 216.
6. Add a condition for the exit action and click Next.
7. Click Done to save the exit action. The Add Exit Action window closes.
8. Add other exit actions as required.
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9. To view or edit the exit action properties, click the exit action name.
Use the Move Up and Move Down arrows to change the order of the exit
actions as they appear in the step.
10. To remove an exit action from the step design, select the row for the exit
action and click the Delete icon
.
Duplicating a Step Design
You can duplicate a step design from the Interview Designer to create a new step
design.
Procedure
Complete the following steps to duplicate a step design:
1. In the Interview Designer window, select Duplicate new step design and click
Next.
2. Search for and select the step design that you want to duplicate. Click Next.
3. In the Step Design window, the name and label of the original step design is
prefixed by duplicate of to form the default name and default label of the
duplicated step design.
4. Edit the basic step design properties, the interview Question text, and click
Next.
5. Edit the step design and save. For more information, see “Creating a Step
Design” on page 207
Interview Designs
An interview design consists of a series of step designs in a specific sequence.
After you create an interview design, you can run it as an interview.
Users can run an interview after the user selects an interview design. Users can
access only the interview designs for which they have permissions.
An interview design consists of a series of step designs. Interaction between the
steps is defined by using navigation controls and navigation actions. The position
of a step in an interview is determined by the sequence or by the navigation
actions that are defined in the interview design.
Note: You must have the appropriate permissions for complete access to all
features of the interview design.
Navigation controls
To navigate the steps in an interview, click Back, Next, Cancel, or Done. Users can
also use the Navigation Path to jump to a previously completed step in the
interview.
Note: The first step in the interview does not have the Back button. The last step
in the interview does not have a Next button but it has a Done button.
Navigation actions
A navigation action comprises the relationship between a step design and the
interview design that references it. The navigation action uses the information that
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is provided by the user in the previously completed steps of an interview to
determine the next step. Navigation actions also determine when to set the contract
template and create the contract. The navigation action can be conditional as
determined by a conditional expression.
Navigation Actions
An action definition that you assign to an interview design is known as a
navigation action.
A navigation action determines the next action performed when you complete the
interview. Interview designs also use certain implied navigation actions so that if
no other explicit navigation action exists, the next sequential step in the Interview
Elements page is performed or the interview is completed. Both exit and
navigation actions can be used to set various values in the contract that is created
from the interview.
Navigation actions are used to perform actions that involve more than one
interview step. For example, setting values in one step based on values that were
set in another step. You can also use navigation actions to affect the entire
interview. For example, determining the contract template to be used and the
actual creation of a contract from the interview.
When you select most types of actions, you also select a target object which accepts
the value you pass to it, if any. In order to pass a value to the target of a
navigation action, you can specify the value as an expression. You can optionally
define a condition for the action. The action is performed only if the condition is
satisfied.
Navigation Action Types
The following navigation action types are available in the Interview Wizard:
v Create Contract
v Go to Step
v Set Line Field
v Set Template
v Set Value
Create Contract
Use this navigation action to create a contract.
Consider the following points about the create contract navigation action:
v You can create an authored contract by using the contract template that is
specified by an earlier Set Template navigation action. The Create Contract
navigation action fails if a contract template is not selected in one of the
previous steps.
v You can create a filed contract by using any one of the following options as the
language source:
– An external file that was accepted by using the Set Language Attachment exit
action.
– A file that is identified as the language attachment on the Contract Template
Attachments tab.
– The contract template language.
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Go to Step
Use this navigation action to go to a specific step in the interview. You must set a
target interview step.
Set Line Field
Use this navigation action to set the value of a field definition for line definition in
the contract. This navigation action is similar to the Set Line Field exit action.
Consider the following points about the set line field navigation action:
v Select the line definition and then the data definition from the line for which the
value is to be set.
v This value is populated in each line for this line definition. For example, for the
Standard Purchasing Price line definition, if the discount percent value is set to
10% in this exit action, the discount percent is set to 10% for every line that is
based on the Standard Purchasing Price line definition.
Set Template
Use this navigation action to select the contract template for creating the contract.
You must set a target contract template.
The contract template must be selected in a navigation action before the Create
Contract navigation action.
Set Value
Use this navigation action to set the value for an input control for an upcoming
step in the interview. With this navigation action, you can use the input from one
step of an interview to set the value of other input controls in the interview.
Basic Configurations for an Interview Design
For a new interview design, you must configure the Interview Design Properties,
the Interview Design Dates, the Interview Organizations, and the Interview
Individuals.
Interview Design Properties
The following table lists the interview design properties and the description.
Table 74. Interview Design Properties.
Property
Field Size
Description
Name
30 Characters
The name of the interview
design is used to identify the
interview design in the
Interview Wizard.
The name must be unique.
The name of the interview
design is also the default
name of a new interview that
is based on the interview
design.
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Table 74. Interview Design Properties (continued).
Property
Field Size
Description
Label
50 Characters
An extra identifier for the
interview design.
The label of the interview
design is also the default title
of a new interview that is
based on the interview
design.
Description
1334 Characters
Use the description to
provide more information
about the purpose of the
interview.
Created
This field is maintained by
the Interview Wizard and
includes the date and time
when the interview design
was created. It also identifies
the User ID of the individual
who is recognized as the
creator of the interview
design.
Last Modified
This field is maintained by
the Interview Wizard and
includes the date and time
when the interview design
was last modified. It also
identifies the User ID of the
individual who is recognized
as last person to modify the
interview design.
Interview Design Dates
The following table lists the information about the interview design dates.
Table 75. Interview Design Dates.
Property
Field Size
Effective start date
Description
The first date of the period
when this interview design is
active in Emptoris Contract
Management.
You can use only an active
interview design to run a
new instance of an interview.
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Table 75. Interview Design Dates (continued).
Property
Field Size
Description
Effective end date
The last date of the period
when this interview design is
active in Emptoris Contract
Management.
You can use only an active
interview design to run a
new instance of an interview.
However, existing interviews
created from the interview
design are not affected.
Interview Organizations
To run an interview based on an interview design, the organization must be added
to the interview design as an interview organization. Child organization of the
interview organizations can also run interviews that are based on the interview
design. For more information, see “Wizard Security and Permissions” on page 184.
Interview Individuals
To run an interview based on an interview design, an individual user must be
added to the interview design as an interview individual. For more information,
see “Wizard Security and Permissions” on page 184.
Creating an Interview Design
You can create a new interview design from the Interview Designer.
Before you begin
Consider the following points before creating an interview design:
v Any step designs that you want to add to the interview design must be created
before you can create the interview design.
v You can add only active step designs to an interview design.
Procedure
Complete the following steps to create an interview design:
1. In the Interview Designer window, select Create new interview design and
click Next.
2. In the Interview Design window, enter the basic interview design properties
and the interview Description. Click Next.
You can use the Preview button at any time in the interview design process to
view the complete set of step designs, input controls, exit actions, and
navigation actions that are contained in the interview design.
3. Enter the interview design dates and click Next.
4. Add the interview organizations and click Next.
5. Add the interview individuals and click Next.
For more information about configuring the interview design properties,
dates, organizations, and individuals, see “Basic Configurations for an
Interview Design” on page 211.
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6. To view organization properties or the individual properties, click the name of
the organization or the name of the individual.
7. To remove an organization or individual from the interview design, select the
row for the organization or the individual and click the Delete icon
.
8. In the Interview Elements page, click Add to add the step designs for this
interview design.
Use the Move Up and Move Down arrows to change the order of the steps in
the interview.
9. To remove a step from the interview design, select the row for the step to
highlight it and click the Delete icon
.
10. Add the navigation actions for the step designs and click Next.
Note: A step that does not have a navigation action defined, has an implied
navigation action. The implied navigation action is to go to the next sequential
step in the element list.
For more information, see “Adding Navigation Actions to an Interview
Design.”
11. After you add all the steps, click Next to add the Preset Lines.
Note: If none of the step designs contain a Contract Lines input control, the
Preset Lines step is skipped.
For more information, see “Adding Preset Lines to an Interview Design” on
page 215.
12. Click Next and confirm the properties of the interview design.
13. To change the interview design, click Back to move to the previous step or
use the Navigation Path drop-down list to move to a specific step in the
configuration of the interview design.
14. To save the interview design, click Done.
Tip: If an interview design is not complete and cannot be used for an
interview, go to the Interview Design Dates page, and change the effective
date range to make the interview design inactive. An inactive interview design
cannot be used to run an interview.
15. To cancel the creation of the interview design, click Cancel.
Adding Navigation Actions to an Interview Design
You can add various navigation actions to an interview design.
Before you begin
The interview design must be created and saved or you must be in the process of
creating an interview design.
Procedure
To add navigation actions to an interview design, complete the following steps.
1. Open an interview design and navigate to the Interview Elements page.
2. To add a navigation action for a step design, select the row for the step design
and click Navigation. The Edit Step Navigation window opens.
3. Click Add to open the Add Navigation Action window.
4. Select the Action Type and click Next.
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5. Add the required information for the navigation action.
Note: The information required depends on the selected navigation action.
For more information about navigation actions, see “Navigation Actions” on
page 210.
6. Add the expression for the navigation action and click Next.
Note: You can enter expressions for only some types of navigation actions.
You can type the expression in the editor or you can use the expression editor
buttons to add the expression.
For more information about expressions and conditions, see “Expressions and
Conditions” on page 216.
7. Add a condition for the navigation action and click Next.
8. Click Done to save the navigation action. The Add Navigation Action window
closes.
9. Add other navigation actions for the step as required.
Use the Move Up and Move Down arrows to change the order of the
navigation actions for the step.
10. Click Done after you finish adding and editing the navigation actions. The
Edit Step Navigation window closes.
Adding Preset Lines to an Interview Design
You can add Preset Lines to an interview design.
Before you begin
Consider the following points about adding preset lines to an interview design:
v The interview design must be created and saved or you must be in the process
of creating an interview design.
v You can add one or more preset lines to the interview only if any of the step
designs added to the interview design contains a Contract Lines input control.
The preset lines are based on the line definitions that are contained in the input
control.
Procedure
To add preset lines actions to an interview design, complete the following steps.
1. Open an interview design and navigate to the Contract Line Presets page.
2. To add a preset line, click Add. The Add Preset Line window opens.
3. Select a line definition and click Next.
4. Enter the preset values for the line definition fields. Depending on the fields in
the line definition, you can also select products and price lists that are already
configured in Emptoris Contract Management.
Note:
v The value of custom property data definitions is derived from the value of
the related external organization custom property and cannot be edited.
v Adding an internal party with a special character in its name to a preset line,
results in a server exception during contract creation.
5. Click Next after you finish setting the field values.
6. Set the preset line attributes.
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215
v You can change the Line Label provided by the input control for the line
definition.
v You can also set the Disabled, Required, Read-only, and Hidden attributes
for the preset line.
7. Click Done. The Add Preset Line window closes. The added preset line appears
in the list of Preset Lines.
8. To edit an existing preset line, select the line and click Edit.
Duplicating an Interview Design
You can duplicate an interview design from the Interview Designer to create a new
interview design.
Before you begin
Any step designs that you want to add to the interview design must be created
before you can create the interview design. You can add only active step designs to
an interview design.
Procedure
Complete the following steps to duplicate an interview design:
1. In the Interview Designer window, select Duplicate new interview design and
click Next.
2. Search for and select the interview design that you want to duplicate. Click
Next.
3. In the Interview Design window, the name and label of the original interview
design is prefixed by duplicate of to form the default name and default label
of the duplicated interview design.
4. Edit the basic interview design properties and click Next.
5. Edit the interview design and save. For more information, see “Creating an
Interview Design” on page 213
Expressions and Conditions
You can construct expressions and conditions by using input control responses,
constants, and interview variables.
A Wizard expression or condition consists of zero or more expression variables or
constants joined by operators. An expression can also be used to pass a constant
value to a target. Expressions and Conditions can also contain If, Then, and Else
statements.
Expressions in a step design exit action
In a step design exit action, you can select an input control from the step as a
variable. You can manipulate the value of the variable and pass this derived value
to an exit action target. You can also use an interview variable in the expression.
However, you must refer to the interview variable by name. This interview
variable can be from the same step or can be from another step in the interview
design. You can also use constants.
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Expressions in an interview design navigation action
For a navigation action specific to a step in an interview design, you can select an
input control or specify an interview variable by name to use in a condition for the
action. You can also use constants.
Conditions
A condition is also an expression, but is defined for a specific purpose. A condition
expression returns a true or false value.
If this condition is met, the expression value is passed to the target or the
navigation action is completed. If no condition is defined, the value that is derived
by the expression is passed to the target or the navigation action is completed
unconditionally.
You can use the condition expression to specify the valid value or range of values
for an input control or interview variable.
The Expression Editor
You can use the Expression Editor to specify an expression for an exit action. You
can also use the Expression Editor to add a condition expression for an exit action
or a navigation action. The Expression Editor has interactive controls that you can
use to select variables, functions, operators, and Boolean values. You can also type
any part of an expression manually.
Types of Expressions and Statements
The following table lists the types of expressions that are supported in the
Expression Editor.
Table 76. Supported expressions types.
Expression Type
Expression
Comments
Boolean
<Boolean Constant>
Boolean comparisons
compare true or false values.
<Boolean Variable>
<Condition>
! <Boolean Expression>
Unary negative.
(<Boolean Expression>)
<Boolean Expression>
<Boolean Operator>
<Boolean Expression>
<Numeric Expression>
<Boolean Operator>
<Numeric Expression>
Numeric
<Numeric Constant>
<Numeric Variable>
- <Numeric Expression>
Unary negative
(<Numeric Expression>)
<Numeric Expression>
<Numeric Operator>
<Numeric Expression>
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Table 76. Supported expressions types. (continued)
Expression Type
Expression
Comments
String
<String Constant>
<String Variable>
<String Expression> <String
Operator> <String
Expression>
Statements in an Expression
The following types of statements are supported:
v <Boolean Expression>
v <Expression> <Equivalence Operator><Expression>
v <Numeric Expression><Comparison Operator><Numeric Expression>
Variables
You can use an input control or an interview variable as an expression variable.
Consider the following points about expression variables:
v For a step design, you can select an input control only from the same step as a
variable in the expression or condition.
v For an interview design, you can select any input control as a variable in the
expression or condition.
v To use an interview variable in an expression or condition, you must specify its
exact name. The name of an interview variable is determined by the step design
that has the Set Interview Variable exit action.
v To select an input control as a variable, click Value in the Expression Editor.
Constants
You can include a constant in an expression or a condition. To specify a constant,
include it in quotation marks (" ").
The following table lists the constant value types that are supported in the
expressions and conditions:
Table 77. Constants in expressions and conditions.
Value Type
Value Class
Boolean
true
Boolean
false
Numeric
Signed Integer
Numeric
Signed Decimal
String
Literal
Operators
The following table lists the operators that are supported in the expressions and
conditions:
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Table 78. Operators in expressions and conditions.
Operator Type
Operator
Definition
Boolean
&&
And
Boolean operators are only
valid for Boolean
expressions.
||
Or
!
Not
Comparison
>
Greater than
Comparison operators are
only valid for numeric
expressions.
>=
Greater than or equal
<
Less than
<=
Less than or equal
Equivalence
==
Equal
!=
Equivalence operators are
valid for all expression types
or combinations of
expression types.
Not Equal
Numeric
+
Plus
Numeric operators are only
valid for numeric
expressions.
-
Minus
*
Multiplied by
/
Divided by
Functions
To insert a function, click Function in the Expression Editor.
The following table lists the functions that are supported in the expressions and
conditions:
Table 79. Functions in expressions and conditions.
Function
Description
AND(expression a, expression b)
Accepts 2 expressions.
Returns true if both expression a and
expression b are true.
Otherwise returns false.
IF(logical_test, value_if_true, value_if_false)
Evaluates logical_test.
Returns value_if_true if logical_test is
true.
Returns value_if_false if logical_
test is false.
IS NULL(expression a)
Returns true if the value of expression a is
null.
Otherwise returns false.
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Table 79. Functions in expressions and conditions. (continued)
Function
Description
GETVALUE("input variable")
Retrieves an interview variable or input
control, and returns a value of the same
type.
Returns an empty string if the specified
variable is not found.
For details on the values that are obtained
by an interview variable, see “Set Interview
Variable” on page 205. For details on the
values that are obtained by each type of
input control, see “Input Controls” on page
191.
NOT(a)
Returns true if the value of expression a is
false.
Otherwise returns false.
OR(a, b)
Returns true if either expression a or
expression b is true.
Otherwise returns false.
220
TO DATE(STRING)
Returns the date value that is retrieved from
an interview variable, date constant, or input
control.
CURRENT_DATE (DATE)
Returns the current system date.
ADD_DAYS(DATE, INTEGER)
Adds the number of days as specified by the
integer value to the date retrieved from an
interview variable, date constant, or date
input control.
ADD_MONTHS(DATE, INTEGER
Adds the number of months as specified by
the integer value to the date retrieved from
an interview variable, date constant, or date
input control.
ADD_YEARS(DATE, INTEGER)
Adds the number of years as specified by
the integer value to the date retrieved from
an interview variable, date constant, or date
input control.
DIFFERENCE_DAYS (DATE, DATE)
Compares the 2 dates and calculates the
difference of days between them. Returns an
integer value.
DIFFERENCE_MONTHS (DATE, DATE)
Compares the 2 dates and calculates the
difference of months between them. Returns
an integer value.
DIFFERENCE_YEARS (DATE, DATE)
Compares the 2 dates and calculates the
difference of years between them. Returns
an integer value.
TO_NUMBER(STRING)
Returns the numeric value of the string with
the required decimal places.
TO_TEXT(VALUE)
Returns the string value of a number or a
date.
GETVARIABLE(STRING)
Returns the current value of the interview
variable as a text value.
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Table 79. Functions in expressions and conditions. (continued)
Function
Description
ROUND(NUMBER, NUMBER)
Returns the value after rounding the decimal
number to the specified decimal places. For
example, ROUND(10.569, 2) returns 10.57
and ROUND(10.234, 2) returns 10.23.
EXISTS("input variable", "STRING")
Searches for a value (party name, party ID,
contact name, contact ID) in a set of parties
(Internal or External) and returns 1.0 for
True and 0.0 for False.
Examples of Step Designs and Interview Designs
The sample step designs and interview designs are provided to give you a basic
idea about configuring interviews.
Goal
The following examples are designed to achieve the following goals:
v Get the Contract Class and the Contract Name from the user.
v Get the state in which this contract is valid. The assumption is that the country
is US.
v Get the duration of the contract.
v Create a contract.
Prerequisites
Before you can create the step designs or the interview design, you must set up the
following Emptoris Contract Management components:
v The contract template, Demo_template_001.
v The Contract template must have at least one clause, Target_001.
v Two clause templates, Demo_clause_001 and Demo_Clause_002.
v One numeric term, Duration.
Creating a Step Design to set the Contract Class and Contract
Name
Use this step design to accept the contract name and the contract class from the
interview user. This step design uses two text input controls and two set property
exit actions.
Before you begin
See “Examples of Step Designs and Interview Designs” for more information about
the aim of the example and the prerequisites.
Procedure
To create a step design for accepting the contract class and contract name from the
user, complete the following steps:
1. In the Interview Designer window, select Create new step design and click
Next.
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2. In the Step Design window, enter the following basic step design properties.
Click Next.
v Name: step_example_001
v Label: step_example_001
v Question text: Enter the contract class and the contract name.
v Description: Step design to set the contract name and contract class.
v Effective Start Date: Enter today's date.
v Effective End Date: Do not enter any value.
3. On the Input Controls page, click Add to add an input control to the step
design. This input control is used to accept the Contract Class from the user.
The Add Input Control window opens.
4. Add the following input control properties and click Next.
v Name: step_eg_001_ip001
v Label: Contract Class
v Control type: Text Field
v Instruction: Enter the instructions for this input control.
5. Add the following attributes for the input control and click Next.
v Preset value: blank
v Maximum Characters: 30
v Select the Mandatory: Control must have value to proceed option.
6. Review the information for the input control and click Done to save. The Add
Input Control window closes.
7. On the Input Controls page, click Add to add another input control to the
step design. This input control is used to accept the Contract Name from the
user. The Add Input Control window opens.
8. Add the following input control properties and click Next.
v Name: step_eg_001_ip002
v Label: Contract Name
v Control type: Text Field
v Instruction: Enter the instructions for this input control.
9. Add the following attributes for the input control and click Next.
v Preset value: blank
v Maximum Characters: 30
v Select the Mandatory: Control must have value to proceed option.
10. Review the information for the input control and click Done to save. The Add
Input Control window closes.
11. Click Next on the Input Controls page to go to the Exit Actions page.
12. Click Add to add an exit action to set the Contract Class property of the
contract. The Add Exit Action window opens.
13. Select Set Property as the Action type and click Next.
14. Select Contract Class as the contract Property that is to be set and click Next.
15. Add the expression for the exit action. You must use the GETVALUE function
to assign the value of the input control to the contract class property. You can
type the expression in the editor or you can use the expression editor buttons
to add the expression.
16. Type the following expression in the editor.
GETVALUE("step_example_001 > step_eg_001_ip001")
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IBM Emptoris Contract Management: Administration Guide
17. To use the expression editor buttons tfor adding the expression, click Value.
18. In the Insert Value window, select the interview value that you want to assign
to the property and click Done.
For this example select step_example_001 > step_eg_001_ip001.
19. Click Next to proceed to the exit action Conditions page. For this step design,
there are no conditions applicable.
20. Click Next to review the exit action.
21. Click Done to save.
22. Click Add to add an exit action to set the Contract Name property of the
contract. The Add Exit Action window opens.
23. Select Set Property as the Action type and click Next.
24. Select Contract Name as the contract Property that is to be set and click Next.
25. Add the expression for the exit action to assign the value of the input control
to the contract name property. You can type the expression in the editor or
you can use the expression editor buttons to add the expression.
26. Type the following expression in the editor.
GETVALUE("step_example_001 > step_eg_001_ip002")
27. Click Next to proceed to the exit action Conditions page. For this step design,
there are no conditions applicable.
28. Click Next to review the exit action.
29. Click Done to save.
30. Click Next to review the step design.
31. Click Done to save the step design.
Creating a Step Design to Insert a Clause in the Contract
Use this step design to insert a clause in the contract below a target clause. This
step design uses one text input control to accept the State in which this contract is
valid from the interview user. Based on the State that is selected by the user, a
clause in inserted in the contract by using an Insert Clause exit action.
Before you begin
See “Examples of Step Designs and Interview Designs” on page 221 for more
information about the aim of the example and the prerequisites.
About this task
The purpose of the step design is to accept the State in which the contract is used
by the user. Based on the state that is entered by the user, a clause is added to the
contract. This clause is added to the contract below a target clause.
In this example, if the state entered by the user is California, the clause
Demo_clause_001 is added to the contract. For any other state, the clause
Demo_clause_002 is added to the contract. The state that is entered by the user is
also saved as an interview variable.
Procedure
To create a step design to accept the State and add a clause to the contract,
complete the following steps:
Chapter 8. The Interview Wizard
223
1. In the Interview Designer window, select Create new step design and click
Next.
2. In the Step Design window, enter the following basic step design properties.
Click Next.
v Name: step_example_002
v Label: step_example_002
v Question text: Enter the State in which this contract will be used.
v Description: Enter a detailed description to provide more information about
the step.
v Effective Start Date: Enter today's date.
v Effective End Date: Do not enter any value.
3. On the Input Controls page, click Add to add an input control to the step
design. This input control is used to accept the value for the State from the
user. The Add Input Control window opens.
4. Add the following input control properties and click Next.
v Name: step_eg_002_ip001
v Label: State
v Control type: Text Field
v Instruction: Enter the State in which this contract will be used.
5. Add the following attributes for the input control and click Next.
v Preset value: blank
v Maximum Characters: 30
v Select the Mandatory: Control must have value to proceed option.
6. Review the information for the input control and click Done to save. The Add
Input Control window closes.
7. Click Next on the Input Controls page to go to the Exit Actions page.
8. Click Add to add an exit action to insert a clause in the contract if the state
entered by the user is California. The Add Exit Action window opens.
9. Select Insert Clause as the Action type and click Next.
10. Search and select Demo_clause_001 as the Inserted Clause and select
Target_001 as the Target Clause. Click Next.
11. Enter the clause properties like title style, body style, and page layout and
click Next.
12. Enter the condition for the action. The clause must be inserted in the contract
only if the state entered by the user is California. You can type the condition
in the editor or you can use the expression editor buttons to add the
condition.
13. Type the following condition in the editor.
GETVALUE("step_example_002 > step_eg_002_ip001") ==
"California"
14. Click Next to review the exit action.
15. Click Done to save.
16. Click Add to add an exit action to insert a clause in the contract if the state
entered by the user is any state other than California. The Add Exit Action
window opens.
17. Select Insert Clause as the Action type and click Next.
18. Search and select Demo_clause_002 as the Inserted Clause and select
Target_001 as the Target Clause. Click Next.
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IBM Emptoris Contract Management: Administration Guide
19. Enter the clause properties like title style, body style, and page layout and
click Next.
20. Enter the condition for the action. The clause must be inserted in the contract
only if the state entered by the user is not California. You can type the
condition in the editor or you can use the expression editor buttons to add the
condition.
21. Type the following condition in the editor.
GETVALUE("step_example_002 > step_eg_002_ip001") !=
"California"
22. Click Next to review the exit action.
23. Click Done to save.
24. Click Add to add an exit action to save the state as an interview variable. The
Add Exit Action window opens.
25. Select Set Interview Variable as the Action type and click Next.
26. Enter the name of the Variable as step_eg_002_ip003_var001.
Important: You must note down the name of this variable so that you can
reference it in other steps in an interview design or in the navigation actions
in an interview design.
27. Add the expression for the exit action. You can type the expression in the
editor or you can use the expression editor buttons to add the expression.
28. Type the following condition in the editor.
GETVALUE("step_example_002 > step_eg_002_ip001")
29. Click Next to proceed to the exit action Conditions page. For this step design,
there are no conditions applicable.
30. Click Next to review the exit action.
31. Click Done to save.
32. Click Next to review the step design.
33. Click Done to save the step design.
Creating a Step Design to Set a Term in the Contract
Use this step design to accept a value from the user and set a contract term. This
step design uses one numeric field input control to accept the value for the
contract duration from the interview user. The contract duration is also determined
by the state in which the contract is used.
Before you begin
See “Examples of Step Designs and Interview Designs” on page 221 for more
information about the aim of the example and the prerequisites.
About this task
The purpose of the step design is to accept the duration of the contract from the
user. This duration is added to the contract as a contract term. Based on the state
in which the contract is used, the term entered by the user might not be used.
In this example, if the state in which the contract is used is California, then the
contract duration can be for only one year. For any other state, the contract can be
of any duration. The state is entered by the user in a previous step and saved as
an interview variable.
Chapter 8. The Interview Wizard
225
Procedure
To create a step design to accept the contract duration and set the contract term,
complete the following steps:
1. In the Interview Designer window, select Create new step design and click
Next.
2. In the Step Design window, enter the following basic step design properties.
Click Next.
v Name: step_example_003
v Label: step_example_003
v Question text: Enter the duration of the contract.
v Description: Enter a detailed description to provide more information about
the step.
v Effective Start Date: Enter today's date.
v Effective End Date: Do not enter any value.
3. On the Input Controls page, click Add to add an input control to the step
design. This input control is used to accept the value for the duration of the
contract from the user. The Add Input Control window opens.
4. Add the following input control properties and click Next.
v Name: step_eg_003_ip001
v Label: Duration
v Control type: Numeric Field
v Instruction: Enter the time period for the contract. If the state in
which the contract is to be used is California, then the duration
must be 1 year.
5. Add the following attributes for the input control and click Next.
v Preset value: blank
v Maximum Characters: 2
v Decimal Places: 0
v Select the Mandatory: Control must have value to proceed option.
6. Review the information for the input control and click Done to save. The Add
Input Control window closes.
7. Click Next on the Input Controls page to go to the Exit Actions page.
8. Click Add to add an exit action to set the term for the duration of the
contract. The Add Exit Action window opens.
9. Select Add Term as the Action type and click Next.
10. Search and select Duration as the term that you want to set. Click Next.
11. Add the expression for the exit action to assign the value of the input control
to the contract name property. You can type the expression in the editor or
you can use the expression editor buttons to add the expression.
12. Type the following expression in the editor.
IF(GETVARIABLE("step_eg_002_ip003_var001") == "California",
TO_NUMBER("1"), TO_NUMBER(GETVALUE("step_example_003 >
step_eg_003_ip001")))
Note: The If - Then - Else expression sets the contract term, Duration, to the
value 1 if the state is California. Else, for any other state, the value that is
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IBM Emptoris Contract Management: Administration Guide
13.
14.
15.
16.
entered by the user is set as the duration. The interview variable,
step_eg_002_ip003_var001, from a different step design is referred in this
expression.
Click Next to proceed to the exit action Conditions page. For this step design,
there are no conditions applicable.
Click Next to review the exit action.
Click Done to save.
Click Next to review the step design.
17. Click Done to save the step design.
Creating an Interview Design
Use this interview design get specific information from the user and to create a
contract.
Before you begin
See “Examples of Step Designs and Interview Designs” on page 221 for more
information about the aim of the example and the prerequisites.
About this task
This interview design creates a contract after the following information is obtained
from the user:
v The Contract Class and the Contract Name.
v The state in which this contract is valid. The assumption is that the country is
US.
v The duration of the contract.
Procedure
To create an interview design, complete the following steps:
1. In the Interview Designer window, select Create new interview design and
click Next.
2. In the Interview Design window, enter the following interview properties.
Click Next.
v Name: interview_example_001
v Title: interview_example_001
v Description: Enter a detailed description to provide more information about
the interview.
3. Enter the Effective Start Date and the Effective End Date to determine the
time period for which this interview is available. Click Next.
4. Search and select the Interview Organizations. Click Next.
5. Search and select the Interview Individuals. Click Next.
6. Search for and add the following steps in the same order for the interview:
v step_example_001
v step_example_002
v step_example_003
7. Select step_example_003 and click Navigation to add a navigation action for
the step. The Edit Step Navigation window opens.
Chapter 8. The Interview Wizard
227
8. Click Add to add a navigation action to set the contract template. The Add
Navigation Action window opens.
9. Select Set Template as the Action type and click Next.
10. Search and select Demo_template_001 as the contract template.
11. Click Next to proceed to the navigation action Conditions page. For this
navigation action, there are no conditions applicable.
12. Click Next to review the navigation action.
13. Click Done to save.
14. Click Add to add a navigation action to create the contract. The Add
Navigation Action window opens.
15. Select Create Contract as the Action type and click Next.
16. Select Contract template as the language source.
17. Click Next to proceed to the navigation action Conditions page. For this
navigation action, there are no conditions applicable.
18. Click Next to review the navigation action.
19. Click Done to save.
20. Review the navigation actions and click Done. The Edit Step Navigation
window closes.
21. Click Next to review the interview design.
22. Click Done to save the interview design.
Results
You can now run this interview to create a contract.
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IBM Emptoris Contract Management: Administration Guide
Appendix. Locale Mapping
The locales in Emptoris Contract Management are mapped to the corresponding
date and time formats in the Emptoris Strategic Supply Management Platform.
Locale mapping
The following table lists the locales in Emptoris Contract Management and the
date and number formats in Emptoris Strategic Supply Management Platform.
Table 80. Locales in Emptoris Contract Management mapped to the date and number
format in Emptoris Strategic Supply Management Platform.
Locale in Emptoris Contract
Management
Date format in Emptoris
Strategic Supply
Management Platform
Number format in Emptoris
Strategic Supply
Management Platform
English (US)
MM/DD/YYYY
#,###.##
Indonesian (Indonesia)
MM/DD/YYYY
#.###,##
Norwegian (Norway,
Nynorsk)
MM/DD/YYYY
# ###,##
English (US)
MM/DD/YYYY
# ###.##
English (UK)
DD/MM/YYYY
#,###.##
Spanish (Spain)
DD/MM/YYYY
#.###,##
Ukranian (Ukraine)
DD/MM/YYYY
# ###,##
English (US)
DD/MM/YYYY
# ###.##
Spanish (Puerto Rico)
MM-DD-YYYY
#,###.##
Serbian (Bosnia and
Herzegovina)
MM-DD-YYYY
#.###,##
Estonian (Estonia)
MM-DD-YYYY
# ###,##
English (US)
MM-DD-YYYY
# ###.##
Hindi (India)
DD.MM.YYYY
#,###.##
Icelandic (Iceland)
DD.MM.YYYY
#.###,##
Czech (Czech Republic)
DD.MM.YYYY
# ###,##
English (US)
DD.MM.YYYY
# ###.##
English (South Africa)
YYYY/MM/DD
#,###.##
Vietnamese (Vietnam)
YYYY/MM/DD
#.###,##
Lithuanian (Lithuania)
YYYY/MM/DD
# ###,##
English (US)
YYYY/MM/DD
# ###.##
Chinese (Simplified) (China)
YYYY-MM-DD
#,###.##
Albanian (Albania)
YYYY-MM-DD
#.###,##
Bulgarian (Bulgaria)
YYYY-MM-DD
# ###,##
English (US)
YYYY-MM-DD
# ###.##
© Copyright IBM Corp. 2012, 2015
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