You can perform the following operations on contracts by selecting from the Actions list of values and clicking Go:
Validate: To validate contract terms, you can launch the validation process at any time during the contract terms authoring process. The system also validates contract terms automatically when a CLM document is submitted for approval.
Select the Validate option from the Actions list of values and click Go. The system performs the validation and displays the results. The system validates the contact terms for errors and inconsistencies. The system only displays errors related to contract terms, and not the warning messages. If applicable, fix the errors and resubmit the contract terms for validation.
For a CLM document with contract terms, you need to fix all the errors before resubmitting the document for approval.
Update Contract Details: Users can perform the following updates for their contracts using the Update Contract Details page:
Specify a Contract Administrator
Specify the Legal Contact
Specify the Authoring Party (Internal or Supplier)
Specify the Contract Source and also change the Source type from Structured Terms to Attached Document and vice versa
When the Contract Source is Structured Terms, select the contract template for the CLM document
When you select the Contract Source as Attached Document, you are required to upload a contract document and attach it as your contract terms for the CLM document. Use the Upload Contract action from the Actions list of values and click Go to upload a contract template of type Attached Document.
Current Contract Template displays the contract template that you have selected for your CLM document.
New Contract Template enables you to select a contract template to replace the existing contract template. Applying a new template will remove all contract terms. If you wish to retain the clauses and deliverables of the original template, select the Retain all Clauses and Deliverables checkbox. If you wish to retain only the deliverables of the original template, select the Retain all Deliverables checkbox.
Note: You can also apply multiple templates to the CLM document.
Upload Contract: If you have specified your Contract Source as Attached Document, select the Upload Contract action from the Actions list of values and click Go. The Upload Contracts page displays, with the following fields:
Current Contract Source: Displays the current contract source as Structured Terms or Attached Document.
New Contract Source: Enables you to specify if the contract source will be an attached document or structured terms.
Enable Structured Terms for Reporting: The check box provides the ability to report based on structured terms even if the contract source is Attached Document.
Select the Update Structured Terms Automatically check box if you want the system to detect changes in the uploaded file, and display them for review.
File: Click the Browse button to select a file from your local computer.
Description: Enter a descriptive text of your choice in this field.
Click Apply to save your updates. The Contract Terms page now informs you that the Contract Terms are represented by the document you attached. The document name is provided.
If you change the Contract Source back to Structured Terms, the system displays a message, warning you that the attached document you specified as the Contract Source will be moved to the Supporting Documents category. Select Yes or No, depending on your choice.
Updating the Contract Source - Scenarios
When you retain the value of Contract Source as Structured Terms, however, you change the contract template, that is, you explicitly choose a value for the New Contract Template, then the following takes place:
All existing standard clauses are deleted from the CLM document.
All manually added standard and non-standard clauses are retained.
Any other changes, such as formatting and layout, are removed.
Clauses and sections from the latest version of the new contract template in the Contract Terms Library are copied into the CLM document.
The following scenario is where all of the conditions below occur:
You have changed the Contract Source from Attached Document to Structured Terms.
There is a value in the Current Contract Template field.
You have not selected a value in the New Contract Template field.
In this scenario, there was a previous occasion when the Contract Source had been Structured Terms, and you are now restoring the contract terms that were present then. Oracle Contracts automatically copies the Current Contract Template to the New Contract Template, and activates all the sections and clauses that existed previously in the CLM document; sections and clauses from the Contract Terms Library version of the contract template are not copied into the CLM document.
If the Contract Source is Attached Document, refer to the section Upload Contract.
Download Contract: Select this action to open the Download Contract page. Select one of the following file formats: Rich Text Format (RTF) or Word 2003 (XML): Select the Word 2003 (XML) option if you are planning to use the Automatic Import option. The Automatic Import option is supported only for World 2003 (XML) file format.
Select the Lock Contract Until Upload check box to prevent any changes to the contract while the contract is updated offline. The option to lock the structured terms is only available if the contract was not already locked either for editing or for review. Click Apply.
The system runs the Word Export function and downloads the document containing the sections, clauses, and variable values of the CLM document to your desktop.
Note: If your CLM document contains deliverables, the deliverables are not exported unless they are included as a variable inside a clause.
Lock Contract: You can lock the contract to prevent any changes to the contract. The option to lock the structured terms is only available if the contract was not already locked either for editing or for review.
Unlock Contract: If the contract is locked and you want to make it available for update, select the Unlock Contract action from the list of values.
Update Variable Values: Refer to the section Updating Variable Values for more information.
Validate: Use this action to view any errors, warnings and inconsistencies in the Contract Terms. This action is only applicable for those contracts with a Contract Source defined as Structured Terms. For documents whose Contract Source is Attached Document:
The only contract terms validation is whether a contract document exists with Category = Contract and whose Primary Contract Document flag is set.
Deliverables are validated.
Preview Contract: You can use the Preview option to generate a PDF file and download it to your desktop for printing.
Check for Clause Updates: Use the Check for Clause Updates action to view the list of clauses that have newer versions in the Contract Terms Library, and then select the applicable ones to apply to the contract terms. This action is used only when the Contract Source is Structured Terms.
Remove Terms: (applies only to base awards/IDVs.) After applying a contract template, you can choose to remove all the clauses and sections that are in the contract terms. To use this feature the contract must be in its first version, in an unapproved status, such as Incomplete for an award or IDV. If the Contract Source of the business document is Attached Document, removing the terms will also delete the Primary Contract Document.
Review Contract Deviations: Refer to the Policy Deviation Rules section for more information on this action.