Managing Document Life Cycles

This chapter provides an overview of document life cycles, life cycle statuses and actions, and discusses how to:

Add authored documents.
Maintain purchasing and ad hoc documents.
Refresh and regenerate documents.
Maintain document attributes.
View and edit documents.
View document version history.
Set up document contacts and collaborators.
Collaborate on documents.
View document modification summaries.
View and upload document attachments.
Send documents to internal and external contacts.
Dispatch documents.
Approve documents.
Execute documents.
Define contract amendments.
Compare documents.
Deactivate and reactivate documents.

Understanding the Document Life Cycle

The document life cycle is the process through which a document goes from its inception to its deactivation. The process ranges from document authoring creation to collaboration, approval, execution, amendment processing, and document deactivation. The life cycle begins when you generate a document that is based on a document configurator and source transaction, for example, either a purchasing contract or an ad hoc contract.

The initial status of a generated document is always Draft. The document stays in this status for initial editing. Subsequent life-cycle statuses can include an optional Collaborated status, an Approved status with optional workflow, and Dispatched and Executed statuses that are required. During the life cycle, the system tracks all versions and actions that are taken against the document.

For documents that are created from a purchasing contract source transaction using the Contract Entry component, the document life-cycle status is independent of the purchasing contract status. This is intentional to account for timing differences between transactional contract execution and document execution. For example, a transactional purchasing contract might be approved for the original contract document execution, yet the current document status could be Draft due to the initiation of a recent amendment.

Unlike the transactional purchasing contract document, you can use authored ad hoc documents for a variety of purposes. The variety and structure of document configurators that you define determine the extent of ad hoc document use. The primary difference between an ad hoc contract and a transactional purchasing contract is that documents that are generated from the purchasing contract (source transaction) are linked to the purchasing contract. The link occurs when the contract number and the values in the authored contract document reference back to specific values (bind variables) in the transactional purchasing contract. The ad hoc document content can reference values from the document management page and wizard bind values.

Ad hoc and purchasing contract documents are similar in that you define their content and structure through a document configurator (sections and clauses), wizards, and wizard bind values.

The next flowchart describes several of the actions, version examples, and statuses through which a document passes as it progresses through its life cycle:

Document life cycle flow

The next sections provide more details about a document's life cycle.

Life Cycle Statuses and Actions

During a document's life cycle, you can take numerous actions that can change a document's status. The system tracks these actions and statuses. You can review the actions using the Document Version History link.

This section discusses:

Document actions.
Document collaboration statuses.
Document approval statuses.

Document Actions

As a document goes through its life cycle, the document authoring system tracks the actions and saves detailed accounts of changes made to the document. The actions performed on a document also determine what buttons are available on the Document Management page. Typically, you initiate an action by clicking an available button. The system makes the appropriate actions available depending on the current status of the document. The system tracks actions against documents using the Document Version History feature.

The next table describes life-cycle actions and the results of those actions in the order that you would typically perform them. The actions apply for initial documents as well as amendments; however, with amendments additional options are provided depending on the amendment option you select when originally creating the amendment.

See Understanding Contract Document Amendments.

Life-cycle actions and results include:

Action Button and Links	Description and Results
Create Document	After you select a source transaction and document configurator ID, use this button to create the initial draft version of a document. Only users with proper document administrator authority can perform this action. See Setting Up User Preferences. See Generating Microsoft Word Documents.
Change Attributes	Document administrators can use the Change Attributes link on the Document Management page to update information about the document including administrator, sponsor, department and description attributes. For ad hoc documents, you can also change the begin date and expire date of the document.
View Document	Use to view but not check out a document. Users who have document administrator authority, are defined as collaborators (interested parties), and are approvers of the document, can view the document.
View Original Document	This button only appears when the current document is an amendment, and the amendment option is Amendment Files Only. Use the button to view but not check out the originally executed document. The View Document button displays in addition to this button so that you can view the current amendment.
Edit Document Check In Cancel Check Out	Use to edit, update, and check in a revised version of a document. Generally, only users with proper document administrator authority can edit the document. However, users who are defined as collaborators (interested parties) can also edit the document during the collaboration cycle if they have edit authority. During the amendment cycle, this button launches one or two files depending on how you are maintaining amendments for the document.
Attachments Exist Upload a Document Attachment File Upload another Document Attachment File View	Use these links to view, add, or delete attachments that are related to the main document. You can restrict attached documents for internal use only. This action is performed by document owners. The attachments can represent supplier papers, internal executive summaries, or other documents that are related to the contract. Attachments that have been added through the Contract Entry page for source transaction purchasing contract also appear on the Attachments page.
Regenerate Document	Use to completely recreate the document and rerun any associated wizard to view and update wizard values. During regeneration, the system removes document contents and does not save any manual edits that have been made to the current document in the recreated document. If you specify a new version when regenerating the document, you can view previously generated and edited versions of the document using the Document Version History link. When you are working with amendments, the amendment processing option you select determines if you can regenerate the amendment file or the primary document. See Generating Microsoft Word Documents.
Refresh Document	Use to update the bind values in a document. The system uses a copy of the most current version of the document, evaluates any changes to bind variable values that are referenced in the document, and replaces those values in the document with the most current values in the system, such as a purchasing contract. The system also evaluates rules that use bind variables and might change the document content based on the evaluation. When a bind variable is not of a repeating nature, such as a contract amount or wizard value, the system replaces the value within the clause. Any editing that has been performed within the related clause is not lost. However, when a bind variable is of a repeating nature and changes are made, such as changes to a contract line, the system regenerates the entire repeating section and replaces it in the authored document, including any clause text. The system produces a new version of the document unless you specify to use the same version as part of the refresh process. When refreshing an amendment, the amendment processing option you select determines if you can refresh the amendment file or the primary document. See Refreshing Microsoft Word Documents.
Route for Collaboration	Use to set up collaboration and to send notifications to internal contact users who need to review and provide feedback for the document. Document owners perform this action. The system begins the process using the administrator's default list of collaborators defined in the My Contacts/Collaborators component. You can modify this list to exclude or include additional users before clicking the Route for Collaboration button. The system sends notifications to all users simultaneously. Users who have edit authority can check out and edit the document on a first-come, first-served basis. When the document is sent, the system sets the document status to Pending Collaboration. Only users who have document administrator authority can send the documents. You can apply this action to the original document as well as any amendments. Note. Collaboration is not intended for use with external users. Use the Send to Contacts button to send and collect feedback from suppliers.
Modify Collaboration	Use to update the list of collaborators when a document is currently pending collaboration. When you click this button, the system invokes a separate page that enables you to view the status of current collaborators and place new users in the list. Next, you can route the document for collaboration which sends notifications to those new users that were added to the collaboration process.
Mark as Reviewed	Collaborators use this action when they are finished reviewing and potentially changing the document or adding collaboration comments. When the final collaborator marks a document as reviewed, the system sends a notification to the document administrator.
Cancel Collaboration	Use to stop collaboration on a document. This action is performed by the document owner. If no collaborators have responded to the collaboration request, the system displays a message that indicates the document status will be set back to Draft. If one or more collaborators have already responded, the document administrator will need to finalize the collaboration before proceeding, so the status is set to Collaborated, Pending Review.
Finalize Collaboration	The document owner uses this action to complete collaboration after all collaborators have responded to the collaboration request. Before finalizing the collaboration, the owner incorporates any comments and changes to the document. The system updates the document status to Collaborated when collaboration is finalized.
Send to Contacts(send document to contacts)	Use to send the document to contacts. Document owners perform this action when they want to send the original executed document, current document, document amendments, attachments, or any combination to external or internal contacts. You can perform this action manually or use an automated email process. The document format can be an .xml or .doc file type depending on how the Enable Rendering .doc check box in Supplier Contract Management, Installations Options is set When sending documents to contacts, such as vendors, owners can mark the document as checked out, using the Set to Checked Out check box, to prevent internal changes to the document while it is at the supplier's location. When the document is marked as checked out, the Document Management page displays the message: File locked for external review.
Preview Approval	Use this action to view approvals for the document. When document approvals are required, this action enables administrators to review the approval process prior to submitting the document for approval. You use installation options to indicate if approval is required for documents. If the system doesn't require approvals, it does not display this button. See Previewing Approvals.
Submit for Approval	Use to start the approval process. When the system requires document approvals, this action submits the document for workflow approval. Administrators take the action after collaborating final internal contract approval. Administrators can add any additional approvers or reviewers for the document. Submitting a document for approval applies to the initial version of the document and amendment processing. After the document is approved, the system updates the document status to Approved. If approvals are not required, the system does not display this button. See Approving Documents and Document Components.
Bypass Approval	Use to automatically set the document status to Approved, bypassing all approvals. Only administrators with proper authorization can expedite the approval of a contract by taking this action. The system logs this action. If approvals are not required, the system does not display this button.
Approve	Use to set to a document to an Approved status when formal document approvals are not required. This button displays only when installation options do not require workflow approvals.
Dispatch to Contacts	Document owners use this action to select and send original documents, attachments, amendments, or any combination of these to suppliers for final signatures. The system updates the document status to Dispatched to indicate that the routing to suppliers for signatures is in process. This button only displays when the document is in an Approved status.
Execute Contract	Document owners use this action to indicate that the original document has been signed off by all parties and is frozen. At this point, you can create an amendment for the document, send it back to contacts, or reset the document to Dispatched status. The system updates the document status to Executed after you click this button.
Reset to Dispatched	Use to reset the document status from Executed to Dispatched. This provides a means to make updates to a document without going through the amendment process. For example, you can fix a minor typographical error in the contract without creating a formal amendment. Only administrators with proper user authorization have access to this button and can reset the executed document to a Dispatched status.
Create Amendment	Document owners use this action to create a formal amendment to the current executed document. The system sets the document status to Draft, sets the amendment cycle to one and the portion of the life cycle that pertains to amendments begins. The administrator can still control the versions for the documents. Most actions in this table that apply to the original document also apply to the amended version. The system maintains the executed version of the contract. Multiple amendment file handling options are available to support the different amendment processes. See Creating and Maintaining Amendments for Supplier Contracts.
Deactivate Document	Document administrators use this action when they determine that the document should not be available for use. The system updates the document status to Inactive. You can use this status to close out contracts. The system displays this message after a document has been deactivated: This Document Has Been Deactivated. The system retains the current document status at the time the document is deactivated.
Reactivate Document	Document administrators use this action to activate a document that has been deactivated. The document remains in the same status that it was in when it was deactivated.
Compare Document	Use this option to compare differences between the current version of the document and a regenerated or refreshed version of the current document. This button is only available if you have setup the system for document comparisons. Use installation options to define comparison and rendering settings. See Document Comparisons and Rendering. See (Optional) Setting Up Document Comparison and Rendering.

Document Collaboration Statuses

Collaboration is an optional part of the document life cycle. Documents can go from a Draft status to an Approved status without going through the collaboration cycle. The system tracks the collaboration process and provides messages of the current document status.

This table describes collaboration statuses for documents:

Status	Description
Pending Collaboration	The document has been routed for collaboration, but not all collaborators have responded.
Collaborated, Pending Review	The document has been reviewed by all collaborators and is awaiting a final review by the document administrator or owner.
Collaborated	The document has been reviewed by all collaborators and the document administrator or owner has reviewed and updated the document based on the reviews. The document is ready for external routings or approval.

See Also

Collaborating on Documents

Document Approval Statuses

Approval statuses are controlled by the approval workflow engine (AWE) when document approvals are required in Supplier Contract Installation options. When document approvals are not required, the system only displays the Approve button that the document administrator uses to set the document status to Approved.

When a document progresses through its life cycle, statuses provide the current state of the document and also determine which buttons are available on the Document Management page.

This table describes approval-related statuses for documents:

Status	Description
Pending Approval	The document has been submitted for approval and is awaiting the approval of one or more users. In addition, the system sets a workflow status for approvers to Pending for each required document approver. You can submit a document for approval while it's in a Draft or Collaborated status.
Approved	The document has been through all approvers and has been approved by all approvers. You can dispatch and execute the document at this point.
Draft	When any step is denied during approval workflow, the entire workflow is denied and terminated. The document status is set from Pending Approval to Draft. After reviewing document comments, the document administrator can update the document and begin the approval process again by submitting the document for approval.

Adding Authored Documents

This section provides an overview of adding authored documents, lists common elements and discusses how to:

Add purchasing contract documents.
Add ad hoc documents.

Understanding How to Add Authored Documents

You add authored documents using either a purchasing contract or an ad hoc document. The series of pages you use to add documents are similar for both purchasing and ad hoc documents, but there are slight differences. The next sets of steps highlight the process of adding authored documents and those differences.

To create a purchasing contract document:

Select Supplier Contracts, Create Contracts and Documents, Contract Entry.

Enter contract information and save the contract.
Click the Add a Document button on the Contract page.

The system displays the Document Management page and populates several fields on the page using values from the contract.

Note. If you do not access the contract through the Contract Entry component, you can use the Document Management component to access the Add a Document page. Using this page, you select Purchasing Contract as the contract type, then select the contract to which you want to add a document. You must create the purchasing contract before adding the document.
Enter basic information about the contract.
Click the Create Document button.

The Document Management page appears with the document in a Draft status.

Unlike purchasing contract documents, you create ad hoc documents using a single navigation path. Use these steps to create ad hoc documents.

Select Supplier Contracts, Create Contracts and Documents, Document Management.
Select Ad Hoc in the Source Transaction field and enter a name for the document in the Ad Hoc ID field.
Click the Add a Document button.

The system displays the Document Management page where you can complete basic information about the document.
Click the Create Document button.

The Document Management page appears with the ad hoc document in a Draft status.

Common Elements Used in This Chapter

Administrator	The user ID that indicates who is the administrator for this document. A document administrator has the authority to create, edit, and control the status for documents that they create or documents that are associated with users that have been authorized for document access. If you are creating a purchasing contract document, the system populates this field with the administrator from the purchasing contract. See Setting Up User Preferences.
Approved On	This is a date field that indicates when the document owner or administrator approved the document. When the system displays this field, the document has been through all approvers in the approval process, the approval process has been canceled, or the approval process has been bypassed.
Configurator ID	Represents the document configurator that provides the basic structure for the purchasing contract or ad hoc document. The configurator also controls the content of a document. If you are adding a document, you select the configurator from the list. You define configurators using the Document Configurators feature in the Manage Contract Library component. When you build the configurator, you select document elements to build the document. The Availability Status field value must be Available for the configurator to appear in lists of values. Configurators are based on two sources. The first is a purchase contract transaction and the other is an ad hoc type. When you initially add a document, you select the transaction source that matches the type of document you want to create. Then, only document configurators that match the type of document you want to create are available for selection.
Created On	This is a date field that indicates when the document was created. The system adds this value when you initially create the document. If you amend the document, the system updates the field.
Collaborated On	This is a date field that indicates when the document completed the collaboration process. When the system displays this field, the document owner or administrator has reviewed and updated the document based on collaborator reviews. You can route the document to contacts or dispatch it.
Contact	People to whom you might send documents, dispatch documents or collaborate with during the life cycle of a document. Contacts can be internal or external and their setup information includes name, address, phone, email, and title.
Department	Represents the department to which this document is associated. The department might be the group of people who use the document or the group who is responsible for maintaining the document.
Dispatched On	This date field indicates when the document or an amendment was sent as a formal document to suppliers for signatures. The system updates this field only if a document goes through the approval or collaboration process again and is then dispatched.
Executed On	This date field indicates when the document owner or administrator sent the contract as a frozen document. After this date, you cannot edit the document unless you create an amendment or reset the document to dispatch.
Document SetID	The setID to which all elements in a document, such as clauses, sections, and wizards, belong.
Last Modified On	This date field indicates when changes were last made to the document. For example, if an approver or a collaborator made an edit to the document, the date and time of the edit displays in this field.
Source Transaction	Indicates if the document was created for use with a purchasing contract or for ad hoc use. An Ad Hoc document is one that has been created for general use. These documents are not constrained by procurement requirements and can be used for a variety of organizational uses, such as purchasing a one-time miscellaneous item or a service outside of the procurement system. A Purchasing Contract document is tied to a specific contract ID and extracts specific information from the contract to include in the document. The document contains a link back to its source transaction so that you can identify the source from within the document authoring system. When you create a document using the ad hoc source, you manually enter a document name. Using a purchasing contract, you select the contract to which you want to associate to the document. After defining the source transaction, you can then select which document configurator to use to create the document. You can use any available configurator to create a document as long as it matches the source transaction type.
Sponsor	Select a sponsor for this document. A sponsor should represent a user from the department that is sponsoring the contract.
Vendor ID	Displays the vendor that is the supplier for the contract. The system populates and displays this field when you create a document based on a contract ID.

Pages Used to Add Authored Documents

Page Name	Object Name	Navigation	Usage
Add a Document	CS_DOC_ADD	Supplier Contracts, Create Contracts and Documents, Contract Entry Supplier Contracts, Create Contracts and Documents, Document Management	Add purchasing contract documents and ad hoc documents.
Document Management	CS_DOC_MAINT	Select Ad Hoc in the Source Transaction field on the Add a Document page. Select Purchasing Contract in the Source Transaction field on the Add a Document page.	Define basic information about purchasing contract or ad hoc documents. When you click the Create Document button, the system generates the document and the Document Management page appears with the actions that you can take to manage a document through its life cycle.

Page Name

Object Name

Navigation

Usage

Add a Document

CS_DOC_ADD

Supplier Contracts, Create Contracts and Documents, Contract Entry
Supplier Contracts, Create Contracts and Documents, Document Management

Add purchasing contract documents and ad hoc documents.

Document Management

CS_DOC_MAINT

Select Ad Hoc in the Source Transaction field on the Add a Document page.

Select Purchasing Contract in the Source Transaction field on the Add a Document page.

Define basic information about purchasing contract or ad hoc documents. When you click the Create Document button, the system generates the document and the Document Management page appears with the actions that you can take to manage a document through its life cycle.

Adding Purchasing Contract Documents

Access the Add a Document page.

Use this page to select a contract ID if you are not using the Contract Entry component to add the purchasing contract document.

Access the Document Management page.

Use this page to create a document for a transactional purchasing contract. The system populates several field values using information from the contract. Typically, you first create an open transactional purchasing contract and its information, such as vendor, amounts, and line items, and then you begin the authoring process. The authoring process can then reference bind values that are related to purchasing contract information. You can create documents from contracts types that include general contracts, purchase orders, or prepaid vouchers. To access this page, click the Add a Document button from within the contract. This is a document that you create by associating it to a contract.

Note. You create purchasing contracts before adding a contract document. The Defining Supplier Contracts chapter describes the creation process and highlights how you use Supplier Contract Management with contracts.

See Also

Creating Supplier Contracts

Adding Ad Hoc Documents

Access the Add a Document page.

Use this page to initially enter the ad hoc ID for the document. Select Ad Hoc in the Source Transaction field, and enter a name in the Ad Hoc ID field. This ad hoc document is for use in the setID you select.

Click the Add a Document button to define additional information for the document.

The Document Management page appears.

Use this page to define basic descriptive information for the ad hoc document. You use ad hoc documents for general purposes.

Ad Hoc ID	Enter an identifier for the ad hoc document. This field is only available if you create an ad hoc type document. Ad hoc document creation makes it possible for you to create a document that is not related to a transactional purchasing contract. An example of an ad hoc document is a nondisclosure document. You can associate a wizard with the ad hoc configurator. The system uses the contract wizard to resolve binds for ad hoc documents. You can only select document configurators that have been associated as an ad hoc type when you create an ad hoc contract. When you click the Create Document button, the system loads the wizard and its questions that are associated with the configurator you select.
Begin Date	For ad hoc documents, this date represents the start date of the document, for example, this might be the begin date of the contract. The system uses this date to determine which effective content to use from the configurator ID when creating the document. The system does not display this date for Purchasing contract documents. Their begin date is already specified in the contract itself.
Expire Date	For ad hoc documents, this date represent the end date of the document, such as the end date of the contract. The system does not display this date for Purchasing contract documents. Their expire date is already specified in the contract itself.
Description	Enter a description for the document. If you are using a contract to create the document, the system displays the description from the contract. You can override the description.
Create Document	Click to create the document. The system initiates the document generation process, expands the configurator, resolves binds and rules, and populates the generation log. If there are generation errors, it displays a message. When complete, the Document Management page appears with the appropriate buttons and links available for you to begin the document's life cycle. Note. If the document configurator uses a wizard, the system presents the questions to the document author before generating the document. See Generating Microsoft Word Documents.

Maintaining Purchasing and Ad Hoc Documents

This section discusses how to maintain documents.

Page Used to Maintain Purchasing and Ad Hoc Documents

Page Name	Object Name	Navigation	Usage
Document Management	CS_DOC_MAINT	Supplier Contracts, Create Contracts and Documents, Document Management Click the Find an Existing Document link for a purchasing contract or ad hoc document on the Add a Document page. Supplier Contracts, Create Contracts and Documents, Contract Entry Click the Maintain Document button on the Contract page.	Maintain documents.

Maintaining Documents

Access the Document Management page.

The Document Management page controls the document authoring system. The actions that you take to manage document life cycles begin here. Depending on the type and status of the document, the system displays different fields and buttons as the document goes through its life cycle.

This section describes the Document Management page as you use it for purchasing contract and ad hoc documents. Terms not defined here are listed in the Common Elements Used in This Chapter section. The Life Cycle Statuses and Actions section also provides more detailed information about this page.

These fields and buttons are available:

Return to Document Search	Click to access the Document Search page where you can search for another document. The system uses the Verity search engine to perform detailed searches.
Ad Hoc ID	Displays the ad hoc identifier. The field does not appear if this is a Purchasing contract document.
Contract ID	Displays the system-defined identifier for the Purchasing contract for which you are creating or maintaining documents. The field does not appear if this is an ad hoc document.
Amendment Configurator ID	Displays the amendment configurator identifier that is used in the document. The system displays this field when a configurator has been established for an amendment and is defined as a use for an amendments-only document. See Creating Document Amendments.
Change Attributes	Click to access the Change Administrator/Description page where you can update the administrator, sponsor, department, and the document description. See Maintaining Document Attributes.
Description	Displays either a contract description or a user-defined description for the document that is identified in the Document ID field. If a description was not defined when the document was created, use the Change Attributes link to add or update the description.
Version	Displays the current version of the document. The system automatically updates the version of a document. The system updates versions each time that the document is checked out and checked in for the document and an amended document. You can control if the system updates the version by selecting the Allow Check in as Same Version check box on the Document Formatting and Options page. When you select this check box, the system provides selections for you to indicate that you want to use the same version when you check in the document. Also, using the Check In Document and the Create An Amended Version pages, you can select the version number.
Attachment Exists	Click to access the Attachments page where you can view existing attachments, upload additional attachments and set external or internal use for the attachment. An extra grid appears that displays attachments that were added to Purchasing contracts using the Contract page. See Viewing and Uploading Document Attachments.
Status	Displays the current status the document. Newly generated documents start with a status of Draft. Field values can be Draft, Pending Collaboration, Collaborate Pending Review, Collaborated, Pending Approval, Approved, Dispatched, and Executed. If document approvals are not required, the Pending Approval status is not applicable.
External Contacts List	Click to access the External Contacts page where you can add or update information about external contacts. This information includes the contact's name, title, email, phone, and address. See Setting Up Document Contacts and Collaborators.
Send to Contacts	Click to send the current version of this document and related attachments to internal and external contacts. Contacts can review the document and edit it if they have the authority. When you click the button, the system displays the Send to Contacts page where you can review and update information about contacts. This button also supports sending document amendments.
View Document	Click to open the document as read-only in Microsoft Word. This action does not check out the document, but rather makes it possible for collaborators, approvers, and reviewers who have view-only authority to review or collaborate on the document. After reviewing the document, these individuals can include their comments through the collaboration or approval process. Note. The system restricts view-only access for a specific document to the document administrators and users who are defined as internal contacts or collaborators for this specific document. To add interested parties who can view the document at any time, add them to the collaborator list for the document. See Viewing and Editing Documents.
Edit Document	Click to check out the document and edit it using Microsoft Word. The button is available if the document is not checked out. Upon check out, the system records the date, the time and who checked out the document and locks it to prevent another user from accessing it or updating any statuses. Collaborators and approvers who have edit authority can open the document and enter their edits in the Microsoft Word version of the document. Note. The system restricts the editing of specific documents to users with document administrator authority and those users who are defined as collaborators with edit authority. You define these settings through user preferences or on the External Collaborators page. See Viewing and Editing Documents.
Document Version History	Click to access the Document History page where you view a complete history of actions taken with the document, including status changes, check out history and previous versions of the document. This page provides the complete audit trail of the document. See Viewing Document History.
Route for Collaboration	Click to access the Internal Contacts/Collaborators page where you can review and update collaborator information, provide collaboration instructions, and route the document for collaboration and approval. See Collaborating on Documents.
Preview Approval	Click to access the Document Approval Status page where you can preview the stages, paths, approvers, and reviewers who plan for the document. The page displays this button only if you have enabled installation options for document approvals. See Previewing Approvals.
Submit for Approval	Click to submit the document for approval. The page displays this button only if you have enabled installation options for document approvals. When you submit a document for approval, and approvals are not required, the Document Approval Status page displays a message that approvals are not required. In this case, if you click the Submit for Approval button, the system sets the contract status to Approved. If approvals are required and you submit the document for approval, the system displays the Document Status Approval page where you can review and edit who is going to approve the document. See Submitting Documents for Approval.
Bypass Approvals	Click to bypass approvals. This means that as a document administrator, you can select to approve the document immediately. When you click this button, the system sets the approval status to Approved and does not route the document for approval. Note. To authorize an administrator to bypass approvals, you must select the Bypass Approvals check box for the user. To access the setting, select Supplier Contracts, Supplier Contracts Setup, Define User Preferences.
Collaboration Details	Click to access the Internal Contacts/Collaborators page where you can review and update contacts and collaborators for this document. Along with providing details about collaborator authorities, you can also provide instructions and comments about the collaboration process and route the document for collaboration.
Document Modifications Summary	Click to access the Document Modification Summary page where you can review the plain text version of certain document content, such as clause information that has been changed, added, or deleted from the document. The system tracks this information each time you check in a document. The summary represents deviations from the original document or last executed document. Tracking this information enables approvers in the document approval process to better track document changes. The system processes specific clause changes when the text in hidden clause tags in the document is modified so that it differs from the clause originally included in the document. The system does not tract formatting changes, such as using different font sizes or changing text to bold. Note. By using the Microsoft Word Change Tracking feature, you can track specific user-detailed changes to the contract for each version of the stored contract. If you add text to the document outside of the clause tags, the system tracks the information as an add, but does not associate the new text with a clause ID. See Viewing Document Modification Summaries.
Generation Log	Click to access the Generation Log page where you can review warnings, wizard information, and configurator expansion information the system gathers during the generation or regeneration of the document. Information in the log depends on the value for the Log at Document Generation field on the Document Configurator Definition page. You can select to track generation warnings and wizard values only or you can select to track extended details for the generation process. A typical error the system records might be a result of bind variables that were not found in the document. Extended detail log generation includes the history of wizard responses, bind variable resolutions, rule resolutions, and details on expansion of the configurator. This information is useful when implementing a new document configurator or for auditing purposes. See Viewing Document Generation Logs.
Refresh Document	Click to access the Refresh Document Options page where you can define document versions for the refresh. You use this option when you only want to update the document with changes to binds and rules. The content structure can also change based on evaluation of rules. See Refreshing Documents. See Refreshing Microsoft Word Documents.
Regenerate Document	Click to access the Regenerate Document page where you can completely rebuild a document. This means the system starts from the beginning and uses the most current contents based on the specified configurator. You can use a different configurator to regenerate a document. See Regenerating Documents. See Generating Microsoft Word Documents.
Compare Documents	Click to access the Compare Documents page. You use this option to compare differences between the current version of the document and a regenerated or refreshed version of the current document. This feature can be useful to perform what-if scenarios to identify any differences between a regenerated or refreshed copy of the document and the current document. This feature uses the Microsoft Word Compare Documents function that requires special setup before you can use it. See (Optional) Setting Up Document Comparison and Rendering.
Deactivate Document	Click to remove a document from use. The document's status remains the same. Deactivated documents are not available for selection. When you click the Deactivate button, the page displays a deactivate message and enables the Reactivate button. See Deactivating and Reactivating Documents.
Reactivate Document	Click to activate a deactivated document. This action makes the document available for use. When you click the Reactivate button, the page displays the document at the same status it was when it was deactivated and enables the appropriate buttons.

Refreshing and Regenerating Documents

This section provides an overview of refreshing and regenerating document and discusses how to:

Refresh documents.
Regenerate documents.

Understanding Document Refresh and Regenerate

Refreshing and regenerating documents enables you to update or regenerate a document based on changes that might have occurred in related bind values or contract library. You use the Refresh button to update the document based on changes to wizard or transactional binds.

Refresh uses the current generated version of the document and can change content in the document if bind variables that are used in rules change. For example, some information about the contract has changes, so the wizard responses have changed. When you refresh the document, the system processes the new bind variable values and evaluates the rules in the configurator to determine what clauses should be a part of the document.

You use the Regenerate button to completely recreate the document. Regeneration is the same as creating a new document. Using regeneration, you can also change configurators to rebuild the document. For example, during contract negotiations, numerous changes might have been made to the original document. The contract team determines that the original document better suited the contract needs so they regenerate the document based on the original configurator to recreate the document.

Warning! When you regenerate a document, the system creates a new document using the latest transaction or wizard. Any changes that have been made to the document will be lost

Version numbering options for refreshed or regenerated documents include keeping the same version, changing a minor version number, or changing a major version number. You can only use the same version feature if you have set up document options to enable the feature. To enable the feature, select Supplier Contract Management, Supplier Contracts Setup, Document Format and Options.

See Also

Generating Microsoft Word Documents

Refreshing Microsoft Word Documents

Pages Used to Refresh and Regenerate Documents

Page Name	Object Name	Navigation	Usage
Refresh Document Options	CS_DOC_VERSIONS_SP	Supplier Contracts, Create Contracts and Documents, Document Management Click the Refresh Document button on the Document Management page.	Refresh documents.
Regenerate Document Options	CS_DOC_VERSIONS_SP	Supplier Contracts, Create Contracts and Documents, Document Management Click the Regenerate Document button on the Document Management page.	Regenerate documents.

Page Name

Object Name

Navigation

Usage

Refresh Document Options

CS_DOC_VERSIONS_SP

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Refresh Document button on the Document Management page.

Refresh documents.

Regenerate Document Options

CS_DOC_VERSIONS_SP

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Regenerate Document button on the Document Management page.

Regenerate documents.

Refreshing Documents

Access the Refresh Document Options page.

Use this page to indicate what version to use for the newly refreshed document. The system checks for binds in the document to determine what has changed. For example, a bind variable value may change in the wizard or the purchasing contract transaction. The Refresh function evaluates changes in the content based on changes in the variables.

Click the OK button to continue with the refresh. Click the Cancel button to return to the Document Management page without refreshing the document.

Note. The Refresh Document Options page changes based on the document's life-cycle status. When you are creating an amendment, the system includes the Amendment Options, Refresh Main Contract File, Refresh Amendment File, and Amendment Configurator ID fields on this page.

Amendment Option	Displays the option the system used to create the amendment. The system only displays this field when the current document is in an amendment cycle. The following list describes how the system processes an amendment: When the amendment option is Amend Contract Only, the Refresh process updates the latest version of the amended document similar to how it refreshes an original document. When refreshing with the Amend Contract with Amendment Files option, a slight difference exists in that you have the choice of refreshing either the current main amended document, the amendment file, or both files. If the amendment option is Amendment Files Only, the refresh always apply only to the amendment file itself. In this case, the main document is never updated.
Same Version	Select to keep the same version of the document when you refresh or regenerate a document. This overwrites older versions of the document with the same version number. Unlike the minor and major versions, the version that appears with this field is the current version. If you select this check box, the system uses this version after the refresh or regeneration process. This check box is available only if you enable the feature on the Document Format and Options page.
Minor Version	Select to use the minor version that appears in this field as the next version of the document after you refresh or regenerate it. The difference between a minor and major update depends on organizational standards for version control. The system increments minor versions using decimals. For example, if the current version is 2.02, the next incremental minor version becomes 2.03. When regenerating or refreshing amendments, the system also updates the version number.
Major Version	Select to use the major version that appears in this field as the next version of the document after you refresh or regenerate it. The system increments major versions by one. Therefore, if the current version is 2.02 and you use the next incremental major version, the new version becomes 3.00. The system increments the minor version updates as 3.01, 3.02, and so on. When regenerating or refreshing amendments, the system also updates the version number.
Refresh Main Contract File	This check box appears only when you use the Amend Contract with Amendment Files amendment option. When the current document is in an amendment cycle, you can select to refresh the current version of the main amended contract in the system. This could be in addition to refreshing the separate amendment file that is paired with the main amended contract. An example might be if you have wizard bind values that extend the warranty period of a contract and those values have changed. And, suppose that you are using the Amend Contract with Amendment Files amendment option to track the change with the amended contract and in the separate amendment file. Then, refreshing the main contract file in this case updates the current main amended contract file with the new warranty value. When you refresh the document, you also can update wizard questions and answers.
Refresh Amendment File	Select this check box to refresh only the amendment file that is attached to the main document. This option applies only when the amendment option is Amend Contract with Amendment Files and the current document is in an amendment cycle.
Comments	Enter any comments you have about the purpose of the refresh. These comments appear in the document's version history on the Comments tab.

See Also

Creating Document Amendments

Refreshing Microsoft Word Documents

Regenerating Documents

Access the Regenerate Document Options page.

Use this page to update configurators and versions, define which contract elements to regenerate, and make comments about the regeneration. The Regenerate Document Options page is similar to the Refresh Document Options page, except that you can apply different configurators to regenerate the new document.

Note. The Regenerate Document Options page changes based on the document's life-cycle status. When you are creating an amendment, the system includes the Amendment Options, Refresh Main Contract File, Refresh Amendment File, and Amendment Configurator ID fields on this page.

See Creating Document Amendments.

Click the OK button to continue with the regeneration. Click the Cancel button to return to the Document Management page without regenerating the document.

Configurator ID	Select the document configurator to rebuild this document. The default value for the field is the configurator the system used to create the document or the configurator that was used the last time that the document was regenerated. Since you are building the document from the start, the system generates a version of the document based on the configurator ID you enter and the original date of the document.
Amendment Configurator ID	Select the document configurator to rebuild contract amendments that are associated with the document. This field is available when the current document is in an amendment cycle and a separate amendment file is being used. This occurs when you select either the Amend Contract with Amendments or the Amendment Files Only amendment process options.
Regenerate Main Contract File	This check box applies only when the amendment process option is Amend Contract with Amendment Files. When the current document is in an amendment cycle, you can select to regenerate the current version of the main amended contract in the system. For example, this could be in addition to regenerating the separate amendment file that is paired with the main amended contract. Warning! If the last executed main contract file contains any manual edits you should not select this option. It causes the newly generated main document file to lose any prior executed changes. The system default value for the check box is clear.
Regenerate Amendment File	Select to regenerate only the amendment file that is attached to the main document. This option only applies when the amendment process option is Amend Contract with Amendment Files and the current document is in an amendment cycle.

See Also

Creating Document Amendments

Generating Microsoft Word Documents

Maintaining Document Attributes

This section discusses how to maintain attributes.

Page Used to Maintain Document Attributes

Page Name	Object Name	Navigation	Usage
Change Administrator/Description page	CS_DOC_CHANGE_SP	Supplier Contracts, Create Contracts, Document Management Click the Change Attributes button.	Maintain attributes.

Page Name

Object Name

Navigation

Usage

Change Administrator/Description page

CS_DOC_CHANGE_SP

Supplier Contracts, Create Contracts, Document Management

Click the Change Attributes button.

Maintain attributes.

Maintaining Attributes

Access the Change Administrator/Description page.

Attributes provide additional details about a document that you can maintain. For example, the document sponsor and department represent the sponsoring user and organization for the document. You also maintain the begin and expiration dates on this page for ad hoc contracts.

For contracts that are related to purchasing, the Begin Date and Expire Date fields do not appear because the purchasing contract already contains a begin and expiration date. The attributes on the Document Management page always represent the current attributes for the document. Purchasing contracts supplement other page values that are associated with the transactional purchasing contract itself. You can reference attributes as bind variables in documents, and you can perform searches based on attributes.

Viewing and Editing Documents

This section provides an overview of document edits and discusses how to:

Edit documents.
Check in documents.
View documents.
Cancel document check out.

Understanding Document Edits

You can edit documents using Microsoft Office Word 2003 by checking out the document and downloading it to the local system where you can work with the document offline. To use Microsoft Word, you must configure it for use with the PeopleSoft system.

Supplier Contract Management and Microsoft Word 2003 use Extensible Markup Language (XML) to describe the structure of the document. The system represents content, such as clauses, sections, and bind variables, with text that is surrounded by specialized strings of text called tags. For example, a bind variable called Company could be represented in XML with the starting tag bindval, followed by Company, the name of the bind variable and ending with another tag. The system processes clauses in a similar manner using a contract_obj XML tag.

See Microsoft Word Integration with Supplier Contract Management.

During editing and check in, the XML tags enable the system and Microsoft Word to communicate properly. Since the XML tag structure defines the structure, Microsoft Word provides the capability to protect the XML tags that the PeopleSoft system uses to prevent damage to the tag structure. If you alter or delete the tags in Microsoft Word, you risk losing the mapping between the two applications.

You can use installation options to indicate how the system processes a document when you check out the document for editing. You can set the document to automatically open with track changes enabled and protect bind values in the document. If you do not set installation options to automatically track changes in a document, you can manually select to track changes while you are in the Microsoft Word document.

This examples illustrates how a Microsoft Word document might appear when you open it for editing and the XML tags display:

Microsoft Word document example

As you check out, edit, and check in documents, there are several considerations and conditions that you should be aware of as you process the document. Many of these are described in Appendix A: Microsoft Word Integration with Supplier Contract Management.

See Microsoft Word Integration with Supplier Contract Management.

See (Optional) Setting Up Microsoft Word Components on Workstations.

See Clause Text Editing.

See Defining Installation Options for PeopleSoft Supplier Contract Management.

Document Check Out

You check out a document when you use the Edit Document button on the Document Management page to either review or update the document. When you check out a document, it remains available for viewing, but the system prevents other users from editing it. You can also cancel the check out.

When you check out a document, the system creates a single file and opens the document in Microsoft Word. It's also possible for the system to automatically download multiple files when you check out files for editing during amendment processing. If you are comparing documents or opening an amended document using Amend Contracts with Amendments as the amendment process option, the system sends the amendment along with the original document when you select to edit the files. It also provides instructions for multiple file check-in sequences.

Document Check In

Use the Check In button to upload the document file back in to the PeopleSoft system. After you check in the document, the Check In button is no longer available. The button also is not available when the document is checked out and you are not the user who checked out the document.

After you complete editing the Microsoft Word document, you must save document as an .xml document type. When you select the Check In button, the system prompts you for information to upload the file. Locate and upload the field from the client machine. If all validations pass, the system updates the version of the document with any document changes as part of the check-in process. The document also is available for workflow processing.

Note. The check in and uploading of the document does not delete the local files from the client machine. You should delete these files periodically.

When you check in a document, the system:

Parses the Microsoft Word file and saves the plain text of the document.

The system uses the plain-text version of the document for Verity index searches and for indicating clause additions, changes, and deletion if you use clause approvals during document approvals.
Validates that the XML file is a Microsoft Word document file.

If you are attempting to check in a file that is not a Microsoft Word XML document file, the system displays an error message and ends the check-in process.
Validates that the file you are checking in is linked to the correct contract ID if the document is a purchasing contract type document.

If the document belongs to a different contract, the system displays an error message that indicates the contract you are checking in does not match the contract that appears on the Document Management page. You cannot continue until you select the correct file to upload. For ad hoc documents, the system does a similar check using the ad hoc document ID.
Issues a warning if a new bind variable has been added during editing.

The system also suggests if a refresh is necessary to resolve the value of the bind variable. In this case, after checking in the document, you must click the Refresh Document button on the Document Management page to update the document to include the new transactional values.

See Also

Refreshing and Regenerating Documents

Pages Used to View and Edit Documents

Page Name	Object Name	Navigation	Usage
Document Management	CS_DOC_MAINT	Supplier Contracts, Create Contracts and Documents, Document Management	Edit documents.
Check In Document	CS_DOC_VERSIONS_SP	Supplier Contracts, Create Contracts and Documents, Document Management Click the Check In button on the Document Management page.	Check in documents.

Page Name

Object Name

Navigation

Usage

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Edit documents.

Check In Document

CS_DOC_VERSIONS_SP

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Check In button on the Document Management page.

Check in documents.

Editing Documents

Access the Document Management page.

When you edit a document, the system places it on the local computer in a directory that you specify. The file remains in the directory even after checked in. You can cancel the check out.

When you check out a document for editing, the buttons for other document actions are hidden. The system also updates information about the document, such as to whom the document is checked out and when. When the file is checked in, the system displays the last modified date.

To edit a document, click the Edit Document button. The File Download page appears:

The page appears with several options for processing the file.

Note. If you are editing an amended document or comparing document, the system displays this page for each document.

See Amendment Processing.

Open	Select to open the file for immediate review. This enables you to view and edit the content of the file. You must save the file to a directory after you open it in order to check changes back in. Note. Opening Microsoft Word files directly using the browser might invoke a Microsoft Word browser plug in. While this supports Microsoft Office Word 2003 WordML and XML, you should configure client machines to open Microsoft Word 2003 directly on the desktop. See the Microsoft web page for more information. See Microsoft Word Integration with Supplier Contract Management.
Save	Select to save the file in a directory on the local computer. Note. Make sure that you do not have files with similar names in the directory to which you are sending the document. While you can overwrite an identical file to check out the file, when you check in the document, you must ensure that you have the correct document.
Cancel	Select to cancel checking out the file. This enables you to select certain amendments to open while canceling the check out of others.
More Info (more information)	Select to access the Microsoft Internet Explorer Help utility and web page where you can view more information about downloading files.

To complete the editing process:

Click the Save button.

The Save As page appears where you can define the file location. The file name for the document is set by the system and should not be changed. It must remain as an .xml file after you complete edits. Select a folder where you want to save the document on the local computer.
Click the Save button.

After the file is down loaded, the Download Complete page appears.
Click the Open button.

The system launches Microsoft Word and opens the document for editing. You can also click the Open Folder button to open the folder in which you placed the file.

When you check out multiple files, you process them at the same time, but you must open each one and save it individually. The same is true for checking in files.

Checking In Documents

Access the Check In Document page.

Use this page to select the version and enter a brief description of the changes. The page appears when you click the Check In button. If you have also checked out amendments, the system displays a message that multiple files are to be uploaded and provides instructions on the page.

Version	Select the option for how you want the version to increment for the file you are checking in.
Same Version	Select to use the version that appears in this field as the current document version when you check in the document. This version number appears when the system references the document. This option is available only if you have selected the Allow Check-In as Same Version check box on the Document Format and Options page.
Minor Version	Select to use this version as the current document version when you check in the document. This version number appears when the system references the document. This is also the default version when you check in the document. Minor versions begin with 0.01 as the version number.
Major Version	Select to change the updated document version to reflect major changes. For example, major changes might occur when milestones are reached in the contract's status. Major versions must be selected and begin with 1.00 as the version number.
Comments	Enter a description for the changes that were made to the document. The comments that you enter appear in the document's history. To view comments for all versions of the document, click the Document Version History link on the Document Management page.

To locate the document for check in:

Click OK to proceed and a prompt appears for you to enter the filename and path to locate the file that you are checking in.
Either enter the file name and path or click the Browse button to locate the checked out document.

The Choose file page appears.

Choose file page

To check in the document:

Select the document from its location.

The system highlights the selection.
Click the Open button.

The check in page appears with the file name and path.
Click the Upload button.

The system uploads the updated version of the document into the library.

The system validates the file when you upload it and provides messages about the check in process.

Note. The check in and upload process does not delete local files from the client machine. These files should be deleted periodically.

Viewing Documents

Access the Document Management page.

The View Document button launches the current version of the document in Microsoft Word, but does not check it out. If you have checked out the document, the view document function opens a version of the document that is prior to the document that is checked out. The view does not include any edits that may have been made to the checked out document.

To view documents, click the View Document button. The File Download page appears.

See Also

Viewing Documents

Cancelling Document Check Out

Access the Document Management page.

The Cancel Check Out button is only available when a document has been checked out. You might want to cancel the check out if you learn the document does not require an update after you access it.

When you cancel the check out, any updates that you made to the document will be lost. The system makes the document available for editing after you cancel the check out.

Viewing Document Version History

This section discusses how to:

View document history.
View attachment history.
View dispatch history.
View collaboration history.
View generation history.

Pages Used to View Document Version History

Page Name	Object Name	Navigation	Usage
Document History	CS_DOC_HIST	Supplier Contracts, Create Contracts and Documents, Document Management Click the Document Version History link on the Document Management page.	View document history.
Attachment History	CS_DOC_ATTHST_SEC	Click the View Attachments link on the Document History page.	View attachment history.
Dispatch History	CS_DOC_DSPHIST_SEC	Click the Details link for dispatched or sent documents on the Document History page.	View dispatch history.
Collaboration History	CS_DOC_COLL_HIST	Click the Details link for collaborated documents on the Document History page.	View collaboration history.
Generation History	CS_DOC_LOGHIST_SEC	Click the Details link for rebuilt and regenerated documents and amendments on the Document History page.	View generation history.

Viewing Document History

Access the Document History page.

Click the Document Version History link on the Document Management page to access the history details. You view document history based on all actions that have been taken against the document or on a specific action. To limit the amount of data to review, select a specific action in the Document Action field.

Date/Time	Displays when the action took place for updated version history for the document.
Document Action	Displays the action that was performed against the document.
Last User to Take Action	Displays who performed the action against the document.
Version	Displays the version of the document against which the action took place. Click the link to view a copy of the document as it was updated after the action was complete. Note. The version link is present for all actions taken against the document management page even if the document did not change specific to that action Note. If you check in documents using the same version, links that appear for rows pertaining to that specific version number link to the current version of the Microsoft Word document. This happens because the previous history of the document was overwritten when the document was checked in as the same version.
Amendment	Displays when there are separate amendment files that are associated with the document. Click the link to access the amendment to view its state when the update was made. When there are multiple amendments, the system assigns a number to them. You can click the number to view a specific amendment.
View Attachments	Displays when an attachment has been added to a contract ID or ad hoc document ID. Click the link to access the Attachment History page where you can select an attachment to view and to view its history.
Details	Displays when an action has more details associated with it, such as dispatch details, collaboration details, and so on.

Comments Tab

Select the Comments tab.

Use the page to review all comments for a document or comments pertaining to specific actions that were performed against the document. The system generates comments for certain actions such as refresh and generate.

Document Details Tab

Select the Document Details tab.

Use this tab to review the status of the document, filename, amendment file name, configurator ID, amendment configurator ID, and document ID when specific actions were taken.

Viewing Attachment History

Access the Attachment History page.

Use this page to view the history of an attachment and to access a read-only version of the attachment. An attachment is an additional standalone document that is attached to the document.

External	Indicates that the original attachment resides outside of the document authoring system and is not controlled by the system.
File Name	Displays the name that the system uses to upload the file and attach it to this document.
Title	Displays the name that is assigned to the attachment.
View	Click to open the Microsoft Word document that is attached to this document. This is a read-only version of the file.

Description

Access the Description tab.

Use this tab to review descriptive comments made about the attachment.

Viewing Dispatch History

Access the Dispatch History page.

Use this page to review to whom this document was dispatched or when the dispatch action was taken. The page is only available when you select a document with the Dispatch or Sent Document document action.

Viewing Collaboration History

Access the Collaboration History page.

Use this page to view which collaborators have reviewed a document and when they collaborated on it.

See Also

Collaborating on Documents

Viewing Generation History

Access the Generation History page.

Use this page to view document processing history. This information indicates system processing conditions and any errors that were produced during the document's generation.

Note. The Generation Log link on the Document Management page provides the generation history for the current document version.

See Also

Viewing Document Generation Logs

Setting Up Document Contacts and Collaborators

This section discusses how to define contacts and collaborators.

Page Used to Set Up Contacts and Collaborators

Page Name	Object Name	Navigation	Usage
My Internal Contacts/Collaborators	CS_OPR_PREFERENCE	Supplier Contracts, Create Contracts and Documents, My Contacts/Collaborators	Define contacts and collaborators.

Defining Contacts and Collaborators

Access the My Internal Contacts/Collaborators page.

Use this page to add a list of users who will serve as contacts, interested parties, or collaborators for documents. Collaborators are users other than the primary owner of the contract who can view contracts during or after collaboration, and if needed edit the contract during the collaboration process. Collaborators are users defined in the PeopleSoft system.

User

Select users whom you want to define as default collaborators for contracts that you create. The system automatically includes these users to the contacts list for each document at the time of its initial creation. You can add other users when you route the document.

Collaborator

Select to indicate that the user is automatically defined as a collaborator on documents that are created by this user ID. During document reviews, collaborators can view the document and make comments; however, unless they have been authorized, they cannot edit the document.

Can Edit During Collaboration

Select to indicate that the collaborator can edit documents during the collaboration process. If collaborators can edit the document, then they can check out the document and enter their changes. After collaboration is complete, the document administrator can check out the document, review the input, decide which changes to accept, and check in the document.

Note. If you leave both the Collaborator and the Can Edit During Collaboration check boxes cleared, you can associate these users as interested parties to a specific contract for read-only access any time during the contract's life cycle.

See Also

Collaborating on Documents

This section provides an overview of document collaboration and discusses how to:

Define and review collaborator information.
Route documents for collaboration.
Modify collaboration.
Cancel collaboration.
Respond to collaboration requests.
Finalize collaboration.

Document Collaboration

Collaboration is the process of reviewing and negotiating the terms of a clause or document. Collaborators are users other than the primary owner of the contract who can change or review documents and transactions.

Collaboration is a negotiation step in the approval of documents within the PeopleSoft system; however, it does not use the approval workflow engine. Instead, document collaboration is set up using the PeopleSoft standard workflow and worklist entries for collaborators. Collaboration is an optional step for all contracts and is not required to move a contract into the approval process. When you collaborate on a purchasing contract or ad hoc document, you use Microsoft Word to review and change the document and then use the Collaboration process to share and track the collaboration.

The system provides a default list of collaborators to the document based on the list of collaborators that were identified on the My Internal Contacts/Collaborators page for the document administrator when the document was initially created. You can add and delete collaborators anytime throughout the life cycle and during a collaboration cycle.

You can initiate multiple collaboration cycles until a document is dispatched. Throughout the document life cycle, the document administrator and users who have authority for the document administrator can access the Document Management page.

You can also insert general users who are interested parties to have view-only access to the document. Use the Internal Contacts/Collaborators page for a specific document, list the user name, and leave the Collaborator and Edit During Collaboration check boxes clear.

The Collaboration Process

Collaboration begins when you create a contract or an ad hoc document and want to ensure that it meets the needs of all organizations. The document comprises PeopleSoft metadata and a Microsoft Word document.

For example, suppose that as the contract owner, you want to collaborate on the development of a waste-disposal contract document. After determining the team, you route the document for review. The first reviewer is a hazardous material specialist who replaces the standard hazardous-material, special-handling clause with one that has more detail about the type and nature of the materials and the required safety equipment for handlers.

The second reviewer notices that the contract doesn't meet the vehicle weight limit for the designated location, and reduces the limit from 12 to 10 tons based on new bridge standards to the access area. The last reviewer adds a one percent incentive bonus if the entire contract is processed with no inspector citations for handling violations in any of the monthly reports. As the owner of the contract, you realize that the budget does not have resources for bonuses, so you deny the last update, but approve the first two. You can then post the contract for suppliers to review.

While the previous example illustrates users as first, second, and last, the collaboration process routes to all three simultaneously and the check out of the document is accomplished through a first-come, first-served basis.

At any point during collaboration, the contract owner or an authorized alternate can stop the collaboration process. This cancels all worklist entries and sets the contract status back to Draft if no one has collaborated on it yet. If some collaborators have already collaborated on the contract and the process is stopped, the system sets the status to Collaborated Pending Review.

These steps describe the collaboration process:

The document owner or administrator adds a new contract or ad hoc document, or opens an existing document.

If the status on the Contract Entry page is Draft, the administrator can:
1. View and edit a list of collaborators that appears by default from the contract owner's collaborator list.
  
  The administrator can delete collaborators as long as the collaborator does not have the contract checked out and has not reviewed the document.
2. Route the contract for collaboration.
  
  The system displays a message if collaborators have not been defined. Email and worklist routings are sent to all collaborators, and the contract status is set to Pending Collaboration.
The administrator routes the contract for collaboration.
The collaborator accesses the system and then the Document Management page using one of these methods:
- Approval worklist.
- Email link.
- Directly through the Supplier Contract Management menus.
Collaborators perform their edits or reviews using the Document Management page.

Collaborators click the Edit Document button to edit a copy of the document using Microsoft Word or the View Document button to review a read-only copy. You control the edit access for each collaborator by setting the collaborator options on the collaborator list page.
Collaborators use the Document Management page to enter their comments, and then click the Mark as Reviewed button.

The system completes the worklist entry and changes the status for the collaborator’s entry. If the collaborator is the final collaborator, the system updates the contract status to Collaborated/Pending Review and sends the owner a notification to review and accept or reject the changes made by the collaborators.

If the collaborator does not take an action, the worklist entry remains the same with no approval action taken.
After collaboration is complete, the administrator must review and accept or reject the changes and suggestions made in the document.

After reviewing the approvals and checking out the document, the administrator can make changes to the document and accept or deny approver updates. When finished, the administrator checks in the revised version of the document.
The administrator clicks the Finalize Collaboration button.

The system updates the contract status to Collaborated.

See Also

Viewing and Editing Documents

Pages Used to Collaborate on Documents

Page Name	Object Name	Navigation	Usage
Internal Contacts/Collaborators	CS_DOC_COLLAB	Supplier Contracts, Create Contracts and Documents, Document Management Click the Collaboration Details link on the Document Management page.	Define and review collaborator information.
Document Management	CS_DOC_MAINT	Supplier Contracts, Create Contracts and Documents, Document Management	Route documents for collaboration and to access collaboration components for documents. Use this page as a document administrator or as a collaborator to take action on a collaboration. You can access collaborator tasks and details to cancel collaboration, respond to collaboration requests, and to finalize collaboration.

Page Name

Object Name

Navigation

Usage

Internal Contacts/Collaborators

CS_DOC_COLLAB

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Collaboration Details link on the Document Management page.

Define and review collaborator information.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Route documents for collaboration and to access collaboration components for documents. Use this page as a document administrator or as a collaborator to take action on a collaboration. You can access collaborator tasks and details to cancel collaboration, respond to collaboration requests, and to finalize collaboration.

Defining and Reviewing Collaborator Information

Access the Internal Contacts/Collaborators page.

Use this page to add or remove default collaborators, route documents for collaboration, add comments for a document, and view the collaboration status for the supplier document. You can also define default collaborators using the My Contacts/Collaborators feature.

Note. The Document Collaboration page is available only to the owner or administrator of the document.

Ad Hoc ID	Displays the ad hoc document that you are submitting for collaboration. This field appears when you select an ad hoc document. Ad hoc documents are those that are not linked to a contract or work order.
Contract ID	Displays the contract number to which this document is linked. This field appears when you select a document that is linked to a transactional purchasing contract.
Vendor ID	Displays the vendor to which the contract applies. This field appears when you select a document that is linked to a transactional purchasing contract.
User	Select a user ID to add to the list of collaborators for this contract or ad hoc document. You can delete users if they do not have the document checked out or if the user has not collaborated the document.
Collaborator	Select to indicate that this user is a collaborator for this document. When the document is routed for collaboration, the system notifies this user.
Can Edit During Collaboration	Select to indicate that the corresponding collaborator can edit the Microsoft Word document. If you do not select this check box, the collaborator can only access the document as read-only.
Collaboration Status	Displays the status of the collaborator's response to the document. When you initially send the collaboration request, the status is Collaboration Pending. After the collaborator marks the request as reviewed, the status changes to Collaboration Complete.
Date Time	Displays when the collaborator performed a collaboration task against the document.
Collaboration Instructions	Enter comments or instructions concerning the collaboration of this document. After completing the instructions, click the Save button. The system removes the instructions and appends them in the Collaboration Comments section.
Collaboration Comments	Displays comments that the administrator and collaborators have entered. You can expand the field.
Route for Collaboration	Click to initiate the routing of the document for collaboration. The system generates emails and worklist entries, updates user entries to the status of Collaboration Pending, and changes the contract status to Pending Collaboration. If no collaborators have been identified for notification, the system produces an error message.
Return to Document Management	Click to return to the Document Management page, where you can perform other tasks that are related to the document.

Routing Documents for Collaboration

Access the Document Management page.

Collaboration is optional. The system does not use the approval workflow engine in the process because of the need to add and remove reviewers throughout the process. If collaboration is activated, you cannot submit the document for approval. Likewise, if the document has been approved, you cannot route it for collaboration.

Click the Route for Collaboration button. The Internal Contacts/Collaborators page appears. Use this page to review and update collaborators and make comments about the collaboration.

Modifying Collaboration

When a document is in collaboration, the administrator can click the Modify Collaboration button to add additional collaborators and route notification to those new users without taking the document out of the collaboration process.

Canceling Collaboration

Access the Document Management page.

After a document has been sent for collaboration, you can stop the collaboration. Click the Cancel Collaboration button. If a collaborator has not responded to the collaboration request, the system displays a message that indicates that the document status will be set back to Draft.

If the collaboration process has started, the system displays a message that indicates that the collaboration status will be set to Collaboration Pending Review. This gives the document administrator an opportunity to review the document or other collaborator comments before stopping the collaboration.

Responding to Collaboration Requests

Access the Document Management page.

Use this page to collaborate on a document. You access the worklist, and the request appears for you to respond to the collaboration. When you click the link for the document, this page appears with additional fields in which you enter comments and respond to the request.

Add Collaboration Comments	Enter any comments that you might have about the document, such as changes that you made if you edited the document.
Save	Click to save the comments that you entered in the Add Collaboration Comments section. When you save the comments, the system clears the section and appends the comments to any that may already exist in the Collaboration Comments section.
Mark as Reviewed	Click to respond to the collaboration request. The system removes the document link from the worklist and updates the collaboration status to Collaboration Completed on the Internal Contacts/Collaborators page.

Finalizing Collaboration

Access the Document Management page.

Use this page after reviewing and accepting or rejecting any changes that collaborators made to the Microsoft Word document. Click the Finalize Collaboration button after the review.

After a contract or ad hoc document has been finalized, the status of the document changes to Collaborated. At this point, the document administrator can start another round of collaborations with the document, send it to external contacts, or route the document for workflow approval if required.

Viewing Document Modification Summaries

This section discusses viewing document changes.

Page Used to View Document Change Summaries

Page Name	Object Name	Navigation	Usage
Document Modification Summary	CS_DOC_MODS_SUMM	Supplier Contracts, Create Contracts and Documents, Document Management Click the Document Modification Summary link on the Document Management page.	View clause changes.

Page Name

Object Name

Navigation

Usage

Document Modification Summary

CS_DOC_MODS_SUMM

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Document Modification Summary link on the Document Management page.

View clause changes.

Viewing Document Changes

Access the Document Modification Summary page.

Use this page to view content that has been added, deleted, or changed in a document or a document amendment. Each time that a contract or amendment is edited and checked in, the system tracks and displays the summary plain-text version of changes on this page. When the changes pertain to clauses, you can use this page to help determine which clause changes in a document require workflow approval. The system can use the changes to include specific users in an workflow approval process.

This page is not intended for detailed change tracking of the document. To track detailed changes of a document use the Microsoft Word Track Changes feature.

See Approving Documents and Document Components.

Action	Displays the type of action that is performed on the contract clause. The system displays clauses against which these actions are performed: Deleted Added Changed
Content ID	Displays the content against which the system performed an action. If a clause is not associated with the update, the field is empty.
Numbered	Displays the number of the content that has been updated. The number is applied when there is numbering in the Microsoft Word document.
Last Checked In	Displays the date and time that the document content was last checked in.
Last Created or Executed	Displays the last time that the content was created or executed in a document.

Viewing and Uploading Document Attachments

This section discusses how to upload document attachments.

Page Used to View and Upload Document Attachments

Page Name	Object Name	Navigation	Usage
Attachments	CS_DOC_ATTACH_SEC	Supplier Contracts, Create Contracts, Document Management Click the Attachment Exists link.	View and upload attachments.

Page Name

Object Name

Navigation

Usage

Attachments

CS_DOC_ATTACH_SEC

Supplier Contracts, Create Contracts, Document Management

Click the Attachment Exists link.

View and upload attachments.

Viewing and Uploading Attachments

Access the Attachments page.

An attachment is any document that you want to associate with the document. Unlike documents, these attachments are not generated by the authoring system. Instead, they are stored along with the document and made available to support the document. You can use these attachments for additional information, including internal executive summaries, a supplemental contract addendum, supplier paper, and so on. The system stores the history of attachments that are associated with each version of the authored document in the document history.

You can designate an attachment as external. When you designate an attachment for external use, you can send it to external contacts by using the Send to Contacts or the Dispatch to Contracts buttons.

In addition, for purchasing contract source transaction documents, you can view attachments that exist on the purchasing transactional contract from within this attachments page and directly send contacts along with attachments that are associated with the Document Management page. Only those documents that are defined as send to vendor from within the purchasing contract are eligible for email dispatching.

Upload another Document Attachment File	Click to initiate the upload process where you browse other sources for documents to use with this document.
External	Select to indicate that this attachment should be available for external contacts when the document to which it is associated is sent or dispatched to contacts for review. When you send or dispatch a document for external review, you have the option of including attachments. If this check box is selected, the system highlights the Attachments check box on the Send to Contacts and Dispatch to Contacts page. Then, you can determine whether you want to send the attachment. If you do not select this check box, the system disables the Attachments check box for sending and dispatching and the attachment cannot be included with the document.
File Name	Displays the name that you assigned to the file when you uploaded it to the document authoring system. For tracking and informational purposes, this should be the same file name as the file name in the directory.
Title	Enter a description of the attachment. The system includes this description in history records. You can enter up to 254 characters in the field.
View	Click to open a read-only copy of the selected attachment.

Description

Select the Description tab.

Use this tab to view or update the document description. Click OK to save the updates.

PO Contract Attachments

Use this grid to view attachments that were uploaded using Purchasing's Header Comments page. To access the page, use the Edit Comments link on the Contract page. The grid displays the settings that were made in Purchasing.

Send to Vendor	Displays the check box value from the Purchasing Contract page.
Email to Vendor	Displays the check box value from the Purchasing Contract page
Comment Type	Displays the comment type from Purchasing.
Attached File	File name of the attachment assigned in Purchasing.
View	Click to open the attachment from the Purchasing contract.

Sending Documents to Internal and External Contacts

This section provides an overview of external contacts and discusses how to:

Maintain external contact lists.
Send documents to contacts.

Understanding External Contacts

The External Contacts feature supports collaboration with external system users. It enables you to send a copy of the document using email to external contacts, such as a supplier during the Draft stage, and for final dispatch prior to executing the document. The supplier can update the document with revisions or suggested changes that the organization's buyers or contracting officers can review. The buyer can accept or reject those changes and propose further changes to the supplier in an iterative process until both parties have an agreed upon a final version. When collaboration through email is complete, you can dispatch and execute the document.

When you send documents to external contacts, the file format is in Microsoft WordML. Suppliers must use Microsoft Word 2003 or a later version to make edits directly in the version of the contract that is sent to them. If the external contract does not have Microsoft Word 2003, the document can be sent as a .doc formatted Microsoft Word document. The external user can make edits and send the document back to you. You will have to manually enter any returned supplier edits in the document.

Warning! When you compare Microsoft Word documents, you do not use comparisons within the current document. For contract modifications in previous Microsoft Word versions, all internal custom tags do not exist and so accepting comparisons with a Microsoft Word 2003 version deletes custom tags. This causes the document and clauses to be unrecognizable in the PeopleSoft system.

See Also

Document Comparisons and Rendering

Understanding Microsoft Word Integration with Supplier Contract Management

Pages Used to Send Documents to Contacts

Page Name	Object Name	Navigation	Usage
External Contacts	CS_CONTACT_SEC	Supplier Contracts, Create Contracts, Document Management Click the External Contacts List link on the Document Management page.	Maintain external contacts.
Send to Contacts	CS_DOC_DSPTCH_SEC	Supplier Contracts, Create Contracts, Document Management Click the Send to Contacts button on the Document Management page.	Send documents to contacts.

Page Name

Object Name

Navigation

Usage

External Contacts

CS_CONTACT_SEC

Supplier Contracts, Create Contracts, Document Management

Click the External Contacts List link on the Document Management page.

Maintain external contacts.

Send to Contacts

CS_DOC_DSPTCH_SEC

Supplier Contracts, Create Contracts, Document Management

Click the Send to Contacts button on the Document Management page.

Send documents to contacts.

Maintaining External Contacts

Access the External Contacts page.

External contacts are those who you want to receive documents when you use the Send to Contacts page. Each document has its own external contact list. After you complete this page, the external contacts become the default values for when you send the document. In addition, the information maintained in this page is associated with predefined system bind variables so that it can be included as content in the document when you generate the document.

This page appears based on whether the document is an ad hoc document or a purchasing contract document. For purchasing documents the page includes the vendor location for that contract. It also includes an Update From Vendor Contacts button that enables you to insert a vendor contact who has been identified as a contract collaborator using the Contacts page in the Vendor component. The system uses the contract's most current active row to select the contact. If the most current row is inactive, the system does not insert the contact as a default value on this page.

To support updating vendor contacts, a contact type of Contract Collaborator is available on the Contacts page. To access the page, select Vendors, Vendor Information, Add/Update, Vendor, Contact.

Sending Documents to Contacts

Access the Send to Contacts page.

Information on this page is similar to the information shown for dispatching documents. The difference is that sending documents to contacts is intended for collaborative development of the contract with external parties and can be performed multiple times as required; whereas, dispatching is intended for the final submission of the documents for signing and execution for the original contract and any amendments.

See Also

Dispatching Documents

This section provides an overview of document dispatch and discusses how to:

Dispatch documents.
Reset document to dispatch.

Understanding Document Dispatch

Dispatching a document is the process of formally distributing and recording the distribution of the document and, when appropriate, its amendments and attachments. You dispatch a document to obtain the signatures of external contract participants. While you can send documents to contacts for collaboration and review throughout their life cycles, you should perform this action each time that you intend to obtain a formal document for the original contract and each amendment. After a document status becomes Dispatch, the next available status is Executed that indicates the version of the document has been signed by all parties.

The dispatch process provides a structure to store external contact information and methods for sending documents using email or manual methods. The process also records the dispatch and updates the status when the document is dispatched for signatures. When email deliveries are not available, the process enables you to record dispatch activities when you send the document out using other manual processes, such as mail or facsimile.

When the system dispatches a document, it updates the document history to indicate that the document has been sent and records any status changes. It stores the process options history, which you can view using the Document Version History link on the Document Management page.

Page Used to Dispatch Documents

Page Name	Object Name	Navigation	Usage
Dispatch to Contacts	CS_DOC_DSPTCH_SEC	Supplier Contracts, Create Contracts, Document Management Click the Dispatch to Contacts button on the Document Management page.	Dispatch documents to contacts.

Page Name

Object Name

Navigation

Usage

Dispatch to Contacts

CS_DOC_DSPTCH_SEC

Supplier Contracts, Create Contracts, Document Management

Click the Dispatch to Contacts button on the Document Management page.

Dispatch documents to contacts.

Dispatching Documents

Access the Dispatch to Contacts page.

Use this page to dispatch documents and their amendment and attachments.

Administrator Email ID	Displays the email address for the administrator.
Delivery Method	Select to determine how to send the document to the contact. The contact can be an external or internal contact. Methods are: Email: Select to indicate the document and notification will be sent by email. When you select email, the system populates the Description field with the setID and document description and highlights the Files to Be Sent grid box. If you select this option, you must enter at least one email address. Manual: Select to manually control the delivery of the document. You can deliver the physical document by another means. This might include documents that you send by mail or facsimile. There are no system actions or requirements when you select this option. The manual process implies that the document has been provided to one or more of the contacts that are listed on the External Contacts page. When you select Manual, the system disables the contacts list and the Files to Be Sent field. You can indicate that the document has been checked out for their review, but you cannot send a copy to the administrator.
Send Copy to Administrator	Select to indicate that this notification and document should go to the contract administrator or owner. If the administrator does not have a valid email address, the system displays a warning.
Set to Checked Out	Select to set the document to checked out when you send the notification. When you select this option, the system displays this message on the Document Management page: File locked for external review. This option prevents other users from editing the document while the contacts are reviewing it. This field is available for email and manual notifications. Note. When you select this check box, the document is marked as checked out to you on behalf of the supplier so that other edits cannot be made while it is being reviewed by external contacts. You can email the latest version of the contract at the time of dispatch. When you receive the supplier comments, you can cancel the check out and check out the current document to incorporate any supplier changes.
Description	Displays a system-generated description of the document when you email the document to contacts. The description is made up of the setID and document description. You can enter additional information in the field. The system uses the field values as the body of the email message that it sends.

Files to Be Sent

Use this group box to define which files the system should include when you email the document. You must select at least one file or the system displays an error message when you send the notification. The file list changes depending on the context of the dispatch. For example, amendment file options are included only if the document is in an amendment cycle. The system disables all fields in the this box if you are manually routing the files.

Original Executed Document	Select to send the original document. This option is available when you are sending separate amendment files, which includes files for the amendment process options Amend Contract with Amendment Files and Amendment Files Only, and you also want to also send the originally executed document for informational purposes.
Current Document	Select to send the current document to contacts. This option applies for dispatching the current version of the original contract, or the current version of the edited main document during an amendment cycle and when the amendment process option is Amend Contract with Amendment Files.
Amendment Files	Select to route separate amendment files that are associated with the document. This option applies when an amended contract is being dispatched and the amendment process option is Amend Contract with Amendment Files or Amendment Files Only. When you select this option, the system enables additional selections for sending amendments.
Most Recent Only	Select to send only the most recent amendment file with the email. The system does not send any previous amendment files.
All	Select to send all amendment files with this email. This includes all amendment files for all past amendment cycles.
Attachments	Select to include the attachments for this document in the email. If the attachment has been selected for external use, this check box is enabled. If the External option has not been selected on the Attachments page, then the check box will not be available on this page. After you select the Attachment check box, the system enables the Attachment grid so you can select individual attachments.

Contacts

Use this grid to add contacts for this email routing. The grid initially displays with default contacts that are defined for this document. Use the External Contacts List link on the Document Management page to define default document contacts. The grid is not available if you are sending documents using a manual process.

Selected	Select these check boxes to mark contacts to whom you are sending the routing. You must select one contact. You can use the Select All and Clear All links to select multiple contacts.
Contact ID	Displays the system-defined sequence number for the contact.
Email ID	Displays the email address for the contact.
Description	Indicates the origin of the contact. For example, you can add contacts for a document or use a contact from the Vendor component's Contacts page. This is only applicable if the document is tied to a purchasing contract transaction.

Attachments

This grid displays the attachments that will be sent to contacts along with the document. The Origin field indicates how the attachment was added to the document. If the attachment was attached to the purchasing contract, the field contains the value Purchasing Contracts Only. If the attachment was added using the authoring system, the field displays Doc Management. If you add attachments from within contract entry and then create a document, the system makes the attachments available for the Dispatch process.

The system displays the Comment Type field, which is information specific to the purchasing contract attachments.

Resetting Documents to Dispatch

Access the Document Management page.

Use the Reset to Dispatch button on this page to set the executed document's status back to Dispatched. This enables you to edit the document and send it to contacts for further review and updates.

See Also

Dispatching Documents

Approving Documents

Access the Document Management page.

Using this page, you can perform a number of tasks that relate to document review and approval. These tasks are processed through the application workflow engine approval process.

Approving Documents and Document Components

Executing Documents

This section discusses how to execute documents.

Page Used to Execute Documents

Page Name	Object Name	Navigation	Usage
Document Management	CS_DOC_MAINT	Supplier Contracts, Create Contracts and Documents, Document Management Click the Execute Contract button on the Document Management page.	Execute documents.

Page Name

Object Name

Navigation

Usage

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Execute Contract button on the Document Management page.

Execute documents.

Executing Documents

Access the Document Management page.

An executed contract means that the document has been through all of the collaboration and approval and the owner has determined it is ready for use in managing contracts with suppliers.

When you execute the document, the system also provides additional methods of maintaining the contract in case there are changes. The system provides an option to send the contract back to Dispatched status. If an amendment is required, the system provides a method for creating and processing the amendment through its life cycle.

Defining Contract Amendments

Access the Document Management page.

After you execute a document, you can update it with amendments. The amendment process uses many of the life cycle features described in this chapter. In addition, you can perform amendment processing using one of these process options:

Amend Contract Only: This option supports a single-document process where you can make changes to the original document that has been executed. The system makes a new copy of the executed document at the beginning of the amendment process.

Amend Contract with Amendments: This option supports a two-document process where you can make changes to both the original executed document and a newly created amendment file. A new amendment file is created for each amendment cycle.

Amendment Files Only: This option supports a single-document process where you can make changes to the a newly created amendment file. The system creates a new amendment file for each amendment cycle.

Detailed documentation regarding amendment processing options is described in a separate chapter.

Comparing Documents

This section provides an overview of document comparisons, document comparison setup, and discusses how to compare documents.

Understanding Document Comparisons

Document comparisons enable you to view a comparison of the current document with another temporary version of the document. The temporary version provides you a preview of changes that will occur in a document before you actually make the decision to regenerate or refresh the document. You cannot edit the temporary version. Based on the options you select to compare, the file the system opens is exactly what you would view if you did a manual Microsoft Word compare between the two specified types of files. The system automatically runs the Microsoft Word compare in the background and shows you the result of that comparison.

The Compare feature is useful if you want to view what changes you might lose if you refreshed or regenerated the document. For example, some manual edits could be lost based on refreshing or regenerating the document. Or, you can view what new transactional data changes you might gain by refreshing or regenerating the document. You can also compare the current document with the last-executed document to see what changes have been made since the last time the document was approved and executed.

Document Comparison Setup

You use installation options to enable document comparisons. You must also prepare the system to use the compare feature.

See Also

Document Comparisons and Rendering

Page Used to Compare Documents

Page Name	Object Name	Navigation	Usage
Compare Documents	CS_DOC_COMPARE_SP	Supplier Contracts, Create Contracts and Documents, Document Management Click the Compare Documents button on the Document Management page.	Compare documents.

Page Name

Object Name

Navigation

Usage

Compare Documents

CS_DOC_COMPARE_SP

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Compare Documents button on the Document Management page.

Compare documents.

Comparing Documents

Access the Compare Documents page.

Use this page to select which version of a document that you want to compare with a current document. The document that you open using the Compare feature is a temporary Microsoft Word file. This means that you cannot edit and upload the document. However, you can use the document to copy text to another document.

You use the Compare Against field to select which type of comparison you want to make.

Regenerated Document	Click to compare the current document with a temporarily regenerated version of the document. It presents a temporary document as though it has been regenerated and compares it with the current version to help you identify the differences. You cannot edit and upload this resulting compared output file.
Refreshed Document	Click to compare the current document with a temporary refreshed version of the document. It presents a temporary document as though it has been refreshed and compares it with the current version to help you identify the differences. You cannot edit and upload the resulting compared output file.
Last Executed Document	Click to compare the current document against the last-executed document. The system displays this option only during amendment cycles. It presents a temporary document that is a comparison between the current version and the last-executed version to help identify the changes made since the last document execution. The button is not available initially because the document has not been executed. You cannot edit and upload the resulting compared output file.

See Also

Understanding Document Comparisons

Deactivating and Reactivating Documents

This section discusses how to:

Deactivate documents.
Reactivate documents.

Page Used to Deactivate and Reactivate Documents

Page Name	Object Name	Navigation	Usage
Document Management	CS_DOC_MAINT	Supplier Contracts, Create Contracts, Document Management Click the Deactivate Document button.	Deactivate documents.
Document Management	CS_DOC_MAINT	Supplier Contracts, Create Contracts, Document Management Click the Reactivate Document button.	Reactivate documents that have been deactivated.

Page Name

Object Name

Navigation

Usage

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts, Document Management

Click the Deactivate Document button.

Deactivate documents.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts, Document Management

Click the Reactivate Document button.

Reactivate documents that have been deactivated.

Deactivating Documents

Access the Document Management page.

When you click the Deactivate Document button, the system removes the document from general use. This means that you cannot select the document or perform actions against it unless you reactivate it. The system records the deactivation in the version history.

Elements of the document, such as its clauses, amendments, and attachments remain associated with the document. The system leaves the document status at its current status when you deactivate it and displays an indicator that the document has been deactivated. If you reactivate the document, the document is activated with the same status.

You can access a deactivated document through the search utility. Use the Document Status field to search for All Documents or Inactive Documents Only. Select the deactivated document. After you access the Document Management page, you can reactivate the document.

Reactivating Documents

Access the Document Management page.

You can reactivate a document after it has been deactivated. To reactivate a document:

Locate the deactivated document using the search utility.
Select the document.
Click the Reactivate Document button.

The system activates the document at the same status that it was at when it was deactivated.

See Also

Generating Microsoft Word Documents