Define Data Object Set

SAC_IDX_DO_SET

Supplier Contracts, Search Content, Define Data Object Set

Define data object sets by identifying groups of related records to use for a search index. Data object sets are sets of data objects that are related to each other with level and parent/child information.

Source Data Object

EOEW_SRCDO

Supplier Contracts, Search Content, Define Data Object Set

Click the Define Data Objects link on the Define Data Object Set page.

Define data objects. A data object is an Enterprise Common Component object that defines records relationship and is the basis for setting up Verity searches.

Search Index

SAC_IDX_DEFINE

Supplier Contracts, Search Content, Define Search Index

Locate predefined search indexes. Also, to define a new search index and a specific data object set for use with the index. You can define specific fields that the system will store in the search index. This search retrieves and processes data from a group of records that have multilevel parent and child relationships.

Search Index Fields

SAC_IDX_FIELDS

Supplier Contracts, Search Content, Define Search Index, Search Index Fields

Define search index fields.

Build Search Index

SAC_IDX_RUN_CTRL

Supplier Contracts, Search Content, Build Search Index

Run the Build Search Index process.

Search Test Page

SAC_IDX_TEST_SEC

Supplier Contracts, Search Content, Build Search Index

Click the Test Index link on the Build Search Index page.

Test the index before running it. The system checks for the text that you enter and displays the results about where the text is used and when the element in which it is used has been updated. The display is sequenced and in text format.

Define Search Options

SAC_SRCH_OPTIONS

Supplier Contracts, Search Content, Define Search Options

Activate option codes for searches. For example, these codes include codes that indicate the system should match the case or match the word exactly when searching.

Define Search Query

SAC_SRCH_QRY

Supplier Contracts, Search Content, Define Search Query

Group search fields, field labels, and application classes into a search index that you can use to perform Verity searches for supplier documents.

Define Search Results

SAC_SRCH_RSLT

Supplier Contracts, Search Content, Define Search Result

Group search fields, field labels, and application classes into a search index that you can use to perform Verity searches for supplier documents.

Maintain Verity Thesaurus

SAC_SRCH_THESAURUS

Set Up Financials/Supply Chain, Common Definitions, Search Indexes, Maintain Thesaurus

Build a thesaurus for Verity searches, which makes it possible to search for a word that is similar to the search word you use. You build the list starting with a search word and enter the similar or related words. When the system searches on the word, it also includes the synonyms that you define in the search results.

Daemon Group

DAEMONGROUP

PeopleTools, Process Scheduler, Daemon Group

Set up daemon groups.

Daemon Group

SERVERDAEMON

PeopleTools, Process Scheduler, Servers, Daemon

Define daemon group details. This includes defining the time interval for when the process checks for any updates to clauses and documents.

Run Control ID

Displays the run control ID for either building or updating search indexes. You initially define the value for this field.

Index Name

Displays the search index that you will build or update. Four IDs are for initially building the indexes and the other four are for performing net-change updates to indexes. Supplier Contract Management values for this field are:

BUILD_CS_CONFIGURATOR

BUILD_CS_DOCUMENTS_ADH

BUILD_CS_DOCUMENTS_PO

BUILD_CS_OBJECTS

LAST_MOD_CS_CONFIGURATOR

LAST_MOD_CS_DOCUMENTS_ADH

LAST_MOD_CS_DOCUMENTS_PO

LAST_MOD_CS_OBJECTS

Build Options

Select a build option. Build options are the methods that you use to create and update a search index. Options include:

Create New/Rebuild: Select to create the initial search index. You must run this option for each of the four contract management search indexes before you can refresh the index file. After creating the initial file, you can then maintain the file using the Update Last Modified option.

When you create the initial file, the system gathers the fields that are defined for the search index, creates a flat file from the fields, and stores the file on the server that is defined in the Index File Path field.

Update: Select to build a search index based on additional structured query language selection criteria.

Note. You do not need to use this option to create or update predefined contract management searches.

Update Last Modified: Select to update a Verity search index based on the last modified records from various records. This option is mainly for incremental-search index updates. Each time that you build or update the index, the system stores the last modified date and time stamp. Using the contract library, the system also stores the last modified date and time when you add or change an element or its contents in the base tables.

When you select this option, the system only selects the elements and their contents that have the last modified date and time stamp that is greater than the index's last modified date and time stamp. The system updates the search index file accordingly.

The system uses the date value that was last modified from the Define Search Index page on which to base the update. The system does not update records with changes that were made prior to that date. You must run this option for each of the four contract management search indexes to update the index file.

This is a manual update. You can set up automatic updates using a daemon group to schedule processing.

See Setting Up Daemon Groups.

Source

Displays the source data set from which you will build or update this search index.

Filtering Criteria

This grid box displays source data objects, record names, and field names. Filter criteria is optional when you create or rebuild an index, but is required when you update or update the last modified records for the search index. These variables limit searches to more specific data.

Use the Value field to enter attributes for field values that you to include in the search index.

All Available

Select to include all available languages when you create or build the index.

Specific Language

Select a language code. You can index Verity for each language, for example, English, Spanish, or Dutch. Selecting language codes makes it possible to support multiple languages in one system.

Index File Path

Displays where the Verity index flat file is located. When you build or update searches, the system updates files at this location.

Chunk Size

Enter the number of rows that you want to return to a database. The system chunks data when writing it to database records, which helps to control how much data is processed at one time.

Test Index

Displays the search index that you will build or update. When you access the page, you can enter a text string on which to search. The system checks for the text and displays the information about where the text is used and when the element in which it is used was updated. The system displays the information in sequence and in text format.

Note. Verity search collections for transactional and ad-hoc authored documents are possible for the current version of the document content only and not all prior versions. Furthermore, the system creates the collection based on the text content in the body of the authored document stored in the PeopleSoft database rather than in the document file stored on the server.

Content Type

Select the type of content for which you want to perform searches against. This is a required field. Search attributes that the system displays depend on the content type that you select. When you select the content type and define attributes for the search, click the Search button to review results that match the search attributes. Field values are:

• Clause: Select to search the contents of clauses.

• Document: Select to search the contents of ad hoc documents and purchasing contract documents. In addition, when you search for purchasing contracts, you can search for some of the purchasing transaction elements, such as item category, in addition to document content.

• Document Configurator: Select to search the ad hoc contents of document configurators.

• Section: Select to search the contents of sections.

  Note. Use where-used searches to traverse the use of elements and their use. For example, to search for document configurators based on which clauses, sections, or rules that are used in the configurator, you use a where-used search. You can perform these searches from an element's maintenance component.

Date Range

Use Date Range group boxes to select date ranges for when a user or multiple users took specific actions against a clause, document, configurator, or contract. Example of ranges that the system uses include status changes, check in and check out, execution, and modification dates. Depending on the attribute data that you enter, you can search for all objects that are checked out by all users during a time span or search for all objects that were checked out by a single user during a time a specific time frame.

Exact Word

Select to match exact words in the search.

Title or Body Text

Enter the text that you want to find in the clause. The system searches through titles for the content type that you selected, as well as the body of the text in document.

Ad Hoc Clause Verbiage

Enter the text that you want to find in a document configurator ad hoc clause. This field is available when the content type is document configurator. An ad hoc clause is one that you assign from within the configurator. The system searches through clause text to find matches.

Match Case

Select to indicate that you want to match upper and lower case characters.

Use Thesaurus

Select to indicate that you want to use the Verity thesaurus for searching. During the search, the system searches for like terms that you define for a word. To define a thesaurus, you create a list of similar or like terms using the Maintain Verity Thesaurus page. To access the page, select Set Up Financials/Supply Chain, Common Definitions, Search Indexes, Maintain Thesaurus.

Search Content By Type

CS_CONTENTS_SEARCH

Supplier Contracts, Search Content, Search Contents

Select either Clause, Document, Document Configurator, or Section in the Content Type field on the Search Content by Type page.

Search content by clause, documents, configurators, and sections.

Search Content By Type

CS_CONTENTS_DOC

Supplier Contracts, Search Content, Search Contents

Select either Clause, Document, Document Configurator, or Section in the Content Type field on the Search Content by Type page.

Click the Search button on the Search Content By Type page.

Populate the Search Results grid with the results of a search for clause, documents, configurators, and sections.

Description

Enter text that you want to find in a clause description. You can also perform a spell check on the text you enter. When you perform the search, the system displays all clauses that use the text in the Search Results grid and that meet the remaining search attributes. If you enter a clause ID, the system populates this field with its description.

Class Name

Select a class name to include in a clause search. Clauses that use this class and that meet other search attributes will appear in the search results.

Effective Date Used

Select a date to search for only the most current clause or section based on the search criteria and effective date you enter. To retrieve effective-dated clauses or sections, leave this date field blank.

Note. When searching for only current or specific effective-dated results, the system suppresses history rows during Verity searches. The Verity search counter displayed above the grid counts history rows and includes them in its count results. So, it's possible that a Verity count indicates that six rows were found in a search, but the system may display only four of them because it suppressed the history rows. The system displays a note when it suppresses history rows.

Status (Effective)

Select to search for clauses or sections that are Active or Inactive. If you leave the field blank, the system searches for both statuses.

Clause ID

Select a specific clause for which to search. For example, you can search for all effective-dated versions that contain specific text.

The system populates the Description field. If the clause is assigned to a group or library, the system also populates those fields. When searching documents, a Clause ID field enables you to search for specific documents that use this clause.

Clause Group

Select a clause group on which to search. If you entered a clause ID and it belongs to a group, the system populates this field. Search results display all clauses that are assigned to the group.

Library

Select a clause library on which to search. If you entered a clause ID and it belongs to a library, the system populates this field. Search results display all clauses that are assigned to the group.

Approval Status

Select an approval status on which to search for clauses or sections. The clause approval status indicates the current state of the approval process; whereas, the clause status indicates whether the clause is active or inactive. You can search on approval workflow status values such as Approved, Initial, and Pending. Sections do not approval workflow, so the Pending status does not apply to sections.

Checked Out By, Last Approved and Last Updated By

Select to search for clauses that are based on actions that have been taken by users. For example, if you want to locate clauses that are currently checked out by a user, select the user ID.

Notes

Enter a text sting on which to search in notes. The system searches Notes fields for all the clauses, sections, or configurators as part of the search.

Search

Click this button to initiate the search process and produce search results.

Where Used Search

Click this button to initiate a search for a clause, section, or configurator depending on the search page content type.

See Searching for Library and Document Contents.

Check Out Date From and Check Out Date To

Select a date range. You can search for when clauses are still checked out by selecting from and to dates. The system displays the clauses that are checked out within the date range you select.

Approved Date From and Approved Date To

Select a date range. You can search for when clause statuses were approved within the date range selected.

Last Modified Date From and Last Modified Date To

Select a date range. You can search for when clause attributes were last modified within the date range that you select.

Description

Click to access the Clause Definition page where you can view clause information and preview the clause in Microsoft Word. You cannot make changes to the clauses.

Where Used

Click to access the Search for All Content Instances page. The page displays where the clause is used throughout this setID. You can navigate to each use of the clause.

Section Type

Select a section type to use in the search. Values are:

General: Select to include only general sections in the search results. These are overall sections that can be used throughout a document.

Introduction/Title: Select to include only introduction sections in the search results. These are the first sections in documents.

Section ID

Select a section for which you want to search. This restricts the search to a single section.

Description

Click to access the Clause Definition page where you can view clause information and preview the clause in Microsoft Word. You cannot make changes to the clauses.

Where Used

Click to access the Search for All Content Instances page. The page displays where the section is used throughout this setID. You can navigate to each use of the section.

Word Template Name

Select a Microsoft Word template on which to base the configurator search. If you define a template, the system displays only those configurators that use the template in the search results.

Wizard ID

Select a wizard on which you want to base a configurator search. The system displays all documents that use this wizard in the search results.

Configurator Status

Select a status on which to base the search. Values are Available, In Progress, and Obsolete.

Created Date From and Created Date To

Enter a range of values on which to search for document configurators. For example, you can search for configurators that were created between June 1, 2005 and July 15, 2005.

Approved Date From and Approved Date To

Enter a range of values on which to search for document configurators. This date range search results includes status changes to configurators within the two dates that are provided and that meet other search attributes.

Last Modified Date From and Last Modified Date From

Enter a range of values on which to search for document configurators. The system displays the configurators that were changed within the two dates you provide.

Description

Click to access the Configurator Definition page where you can view information about the configurator. You can navigate to review each content element of the configurator.

Where Used

Click to access the Search for All Content Instances page. The page displays where the configurator is used throughout this setID. You can navigate to each use of the configurator.

Source

Select the type of document for which you want to search. This is a required field and the system uses Ad Hoc as the default value. Select Purchasing Contracts to search for contract documents and their associated contracts.

Description

Enter a text stream to limit the search to documents that contain this text in their description. This text must match the text that was entered as the description when the document was initially created.

Document SetID

Select a setID in which to search for a document. You can only search for one setID at a time.

Document State

Select to search for ad hoc or purchasing contract documents according to their state. The default value for the field is All Documents. You can also search for Inactive Documents Only or Active Documents Only.

Document ID

Select a specific ad hoc or purchasing contract document on which to search. This limits the search results to a single document. The system sets the field value based on the source transaction if you are using a purchasing contract. The document ID is a system-assigned value that corresponds to a document.

Document Status

Select to search for ad hoc or purchasing contract documents according to their approval status. The default value for the field is All Documents. You can also search for Inactive Documents Only or for Active Documents Only.

Configurator Type

Select a configurator type by which to search for documents. Used by itself, the system displays all documents that were used in the search results. Configurator types define requirements that you can use in document configurators. These requirements provide instructions and specific details about a transaction type.

Configurator ID

Select a configurator ID by which to search for documents. Used by itself, the system displays all documents that use the configurator ID in the search results.

Clause ID

Select a clause on which to search. The system displays all documents that include this clause for either ad hoc documents or purchasing order contracts, depending on the source document.

Administrator

Select to search for documents that are based on the administrator.

Sponsor

Select a user ID to search for documents that are sponsored by that user. A sponsor should represent the user from the department that sponsors the contract.

Department

Select a value to search for documents that are sponsored by a single department.

Created By, Checked Out By, and Last Approved By

Select to search for documents that a user has created, checked out, or last approved.

Begin Date

Select a value to search for a contract begin date from.

To Begin Date

Select a value to search for a contract begin date to.

Expire Date

Select a value to search for a contract expiration date from.

Expire Date To

Select a value to search for a contract expiration date to.

Last Executed From

Select a value to search for a contract last execution date from.

Executed Date To

Select a value to search for a contract last execution date to.

Created Date From

Select a value to search for a contract creation date from.

Created Date To

Select a value to search for a contract creation date to.

Checked Out Date From

Select a value to search for a contract checked out date from.

Checked Out Date To

Select a value to search for a contract checked out date to.

Last Modified Date From

Select a value to search for a contract last modified date from.

Last Modified Date To

Select a value to search for a contract last modified date to.

Contract Status

Select a status for which you want to search for transactional contract documents. The system displays only those purchasing contract documents that are at the same status that you select. If you enter a contract ID, the system applies the status.

Values include:

• Approved for Purchasing

• Canceled

• Closed, May be Purged

• Hold, Awaiting an Action

• Open, Requires Approval

Contract ID

Select a contract on which to base the search. The search results display the contract and its document if a document exists. If you select an ID, the system displays only this contract in the search results.

Description

Enter a contract description on which to search. The system displays all contracts with this text in the search results.

Vendor Name

Select a vendor name on which you want to base the search for purchasing contract documents. The system displays all contracts that use this vendor and meet other search attributes in the search results.

Currency Code

Select a currency code on which to base a contract search.

Vendor ID

Select a vendor identifier on which you want to base the search for purchasing contract documents.

Process Option

Select the process to use for the search. Processing options determine a specific contract process that a contract uses throughout its entire contract life cycle. The system uses the value that you select to display all contracts that use the process.

Field values are:

• General

• Order

• PO Vchr (purchase order voucher)

• PPay Vchr (prepaid voucher)

• PPay w/Adv (prepaid voucher with advance purchase order)

• Single PO (single purchase order)

• Voucher

See Using Voucher and Order Contracts.

Master Contract ID

Select a master contract on which to base the search. Master contracts group several contracts for the same supplier and then track them using one master contract ID. You associate the individual contracts with the master contract ID by designating the master contract ID on the Contract Entry page. Search results produce all contracts that are within the master contract you define and that meet other attributes you enter.

Administrator

Select a contract administrator on which to search for contracts. If you only complete this field, the system displays all contracts for which this administrator is responsible in the search results.

Approved By

Select a user on which to search for contracts. The system searches for all contracts that this user has approved.

Category

Select an item category on which to base the search. Categories are groupings of items. The system searches for contracts that contain this category ID and displays them in the search results.

Item ID

Select an item to include in search results. The system displays contracts in the search results that contain this item.

Item Description

Enter an item description against which to perform a search. The system searches for the text stream that is used in the Description field on the line item.

Maximum Amount From and Maximum Amount To

Enter a range of values on which to search for purchasing contracts.

Source Transaction

Displays either Purchasing Contracts or Ad Hoc, depending on the selection that you make in the Source field.

Contract ID

Displays either the system-defined identifier for the contract or the user-defined ad hoc document identifier. Click to access either the Contract Entry page if this is a purchase order contract or the Document Management page if this is an ad hoc contract

Document Type

Displays the type of document that is associated with the contract ID.

Version

Displays the type of document that is associated with the contract ID.

Amendment

Displays the number of amendments for the document.

Description

Displays a system-generated description that indicates the use of this document. Click the value to access the Document Management page.

View

Click the View button to open the Microsoft Word document for the purchase order or ad hoc document.

Search for All Content Instances

CS_CONTENTS_XREF

Supplier Contracts, Search Content, Search Contents

Click the Where Used Search button on the Search Content by Type page.

Search where document elements are used. This includes searches for bind variable, clauses, documents, configurators, question groups, rules, sections, and wizard definitions.

Content Type

Select the type of document element for which you want to search. This is a required field. Search values are:

Bind Variables

Clause

Document Configurator

Question Group

Rule

Section

Wizard Definition

Content ID

Select a specific ID for the content type that you defined. The values that are available for this field are determined by the selection you make in the Content Type field. This is a required field.

Effective Date Used

Select an effective date on which to search. The system uses the current date as the default value. When you search on an effective date, the system checks for the current instance of the clause based on the date you enter. For example, you can locate a clause as of the effective date to locate specific versions. Then, you can locate which sections, configurators, and documents that reference the clause for this effective date.

Content Type

Describes the type of document element that contains the content type for which you are searching.

Content ID

Displays the name of the content type.

Description

Click to access the content for an item retrieved in the search results. For example, if you are searching for a wizard definition and the content type is a document configurator, then this link accesses the Document Configurator Definition page for the document configurator you selected.

Where Used

Click to access another where-used search that enables you to navigate to view more details about the component in which the clause is used. For example, if you identify a section containing text that effects existing configurators and contracts, you can search for which configurators reference the section and, in turn, which documents have been generated from those configurators.