You can modify clauses and their versions, subject to certain business rules. When updating a clause, you can:

• View and assign alternate clauses

• View and assign incompatible clauses

• Add the clause to folders

• View all versions of the clause

• Choose one version and compare with the one that is being updated

• Change the status to On hold (Only if the clause is in Approved status)

• Submit the clause for approval

• Delete the clause (only if the clause is in Draft or Rejected status)

  Note: A new version is required if the clause is inactive, or if it is in the Approved status and the attributes that are controlled at the Clause Version level need to be updated.

Steps:

1. Search for the clause that you want to update.

2. Verify the clause status:

   • Even if the clause is in Draft status, the Operating Unit field is protected and cannot be changed; all other fields are available for update.

   • If the clause is in any other status, certain fields are protected and cannot be updated.

3. Click the Update icon.

   The system opens the clause for update.

4. Make the necessary changes:

   • Except for the first version of a clause in Draft status, you cannot change the clause number, title, and intent.

   • For clauses with the Approved status, you cannot make changes to the following fields: Operating Unit, Display Name, Start Date, Provision and Global check boxes, Clause Text, Allow Include by Reference.

   • You cannot update the intent on a draft clause if the clause text contains an embedded variable tag, since variables are based on the intent.

5. The following actions are available:

   • Create new version (not available for clauses in Draft status)

   • Submit for approval (only available for clauses in Draft status)

   • Put on hold (not available for clauses in Draft status)

   • Delete (only available for clauses in Draft status)

   • Apply

   • Save

   • Cancel

See Also:

• Managing Changes to Standard Clauses in the Library

• Displaying Appropriate Clause Version