Contract sheets can be structured using (global) CLM building blocks. If you need many different contract fields to manage your contract data, or simply wish to categorise them, you can create multiple CLM building blocks and assign those fields to different blocks. If you intend to use your contract sheet for managing contracts that will be created with the Weagree Wizard, it may be practical to follow the contract template’s outline for your CLM building blocks’ names and order.
TABLE OF CONTENTS
A. Basics
B. Local CLM building blocks
C. Global CLM building blocks
A. BASICS
After creating a new contract sheet, the following items and buttons will be visible on the left-hand side of the creation tool.
1. Contract sheet outline
Initially, the contract sheet does not contain any CLM building blocks. Nevertheless, it does contain a few items to which contract fields may be assigned as if they were CLM building blocks:
- The contract sheet title: the top level, automatically selected upon opening a contract sheet. This represents the contract overview page that will always include several default (i.e. hardcoded, rather than manually created) contract fields.
- Parties: for managing the parties to the contract.
- Repository: storage of the contract and all related all files.
- Persons and teams involved: for managing access to the managed contract.
In most cases, rather than adding contract fields to the items listed above, you will want to add specialised (global) CLM building blocks.
2. Buttons
With the title selected, four buttons are available. The buttons in the left column are for opening another contract sheet or changing this sheet’s name. Those in the right column are for adding CLM building blocks. The lower button is for ‘local’ blocks, specific to this one contract sheet; the upper button is for ‘global’ blocks, which can be used across multiple contract sheets and added to individual contracts by authorised users. They are the CLM equivalents of local and global building blocks, respectively, in contract-automation templates.
B. LOCAL CLM BUILDING BLOCKS
Local CLM building blocks exist only in a single contract sheet and may therefore be fully customised to fit the contract sheet’s needs. Depending on the selected item (building block) and the current outline of the contract sheet, the following buttons may be available for organising local CLM building blocks.
1. Insert a new building block
This will insert a new local building block directly beneath the selected building block, or at the bottom of the outline if one of the default items has been selected.
2. Edit the template settings/Edit the building block name
The tooltip for this button will change, depending on whether the top level (contract sheet name) or a building block is selected. In either case, it will allow you to change the name.
Note: in the case of global CLM building blocks (see section C below), this button will ‘focus’ on the building block and let you fully edit its contents and settings.
3. Move the component upwards/downwards
Use this to change the order of the building blocks in the outline.
4. Delete this building block
Remove the building block and any contract field it contains from the contract sheet.
Note: contract fields exist independently of building blocks. Deleting a building block will not delete the contract fields from the database, nor any actual contract data associated with those contract fields. If those contract fields are readded to the contract sheet, any previously inserted contract data will also reappear in the applicable managed contracts. In the case of global CLM building blocks (see directly below), the building block will only be removed from the opened contract sheet. Other contract sheets will not be affected and the building block will still be available for selection in the CLM building block library.
C. GLOBAL CLM BUILDING BLOCKS
Global CLM building blocks contain a predefined set of contract fields and can be inserted into multiple contract sheets, or into individual managed contracts where appropriate. These are collected in a portal-wide library.
1. Click Insert or organise global CLM to open the CLM building block library.
2. Click Create to start adding a new global CLM building block to the library.
3. Insert a descriptive name.
4. Assign the block to one or more user groups if authorised end-users should be able to insert it into their own managed contracts. If left blank, it will not be visible to any end-users.
5. Optionally, add an explanatory note to provide some guidance (this will only be visible in the CLM building block library) or a document containing more elaborate instructions on its intended use.
Note: after uploading a file, the drag-and-drop field will be replaced by a document icon (for downloading it again) and a minus sign (for deleting it). Always click Save after either uploading or deleting a file.
6. Click Save.
7. After a global building block has been created, click its name to interact with it.
Note: be sure to click Save again after changing the global building block’s name, user groups or explanatory note.
8. Click Delete to remove the global building block from the library.
Note: doing so will also remove it from all contract sheets to which it was added. This will not affect actual contract field data, however, so any contract fields used in the global building block may be separately added back to such contract sheets to preserve (or restore) existing contract data.
9. Click Edit to make changes to the global building block’s configuration and contents. A global building block can be edited in exactly the same way as a local building block, or more generally as a contract sheet. It is possible to link templates, add contract fields, set up notifications and configure the risk assessment system.
10. If the contract sheet already contains any other (global) building block, use the Place under dropdown menu to determine where the global building block will be inserted. You may leave this blank to place the global building block at the top (directly beneath the standard Persons and teams involved item).
11. Click Insert in template to add the global building block to the contract sheet.
