Accept Supplier's Revisions and Finalize

Click to accept the document updates made by the supply-side user and to set the document to Collaborated status. This button is available for the contract administrator after supply-side users complete their collaboration. The system must be configured to enable external online collaboration with suppliers. The feature is only available if you have a supply-side portal configured for external users to access the system and the document has an external contact and user defined as the primary owner of the document.

Add Attachments/Related Documents

Click to add attachments and documents that are related to the main document. 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 page for source transactions of purchasing contract also appear on the Attachments page. Related documents are other documents that are created using Supplier Contract Management that you want to associate as being related to other documents.

Approve

Click this button to approve the document during formal document approvals.

Approval Details

Click this link to view a graphical workflow of a document.

Attach to Requisition

Click this button to attach a document, along with any comments that you enter, back to the purchase order requisition under the header comments. You can attach only one version of a document to a requisition at one time. This button is visible only if the ad hoc document is tied to a requisition ID. The document must be assigned a document type that is set up for use with PO requisitions.

Bypass Approvals

Click this button 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.

Cancel Approval Process

Click to end the approval process. When contract administrators stop the document approval process, the system will set the document status to Draft.

Cancel Collaboration

Click this button to stop collaboration on a document. This action is performed by the document owner. If you are canceling an internal collaboration cycle and no collaborators have responded to the collaboration request, the system displays a message that indicates that 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.

If you are canceling an external collaboration cycle and the external user has not started to make any changes, the system sets the document status to Draft. If the external user has already started making changes, the system displays a message that you that those changes will be lost if you proceed to cancel the collaboration.

Cancel Check Out

Click this button to cancel the check out of a document. Any changes that might have been made to the document are not saved, and the system records the action in the document history.

Cancel Signature Process

Click to stop the signature process for a contract document. This action rolls back the document to the last editable (.xml) version and removes signatures that may have already been entered on the document. After canceling the signature process, you can change the document and prepare it again for signatures after the changes are complete.

Cancel Signing

Click to cancel the check out of a document that is being signed. The button only appears for the user who has the document locked for signing and the document administrator.

Change to New Source

Click to change the source transaction type for an imported ad hoc document. This button only appears for imported ad hoc documents on the Document Management page and enables you to access the Change Source Transaction page. You can change the source from an ad hoc to purchase order or purchasing contract document. The change is permanent and after you make the change, the button is no longer available.

Check In

Click this button to check in a document. The system provides you prompts to select the checked out file, upload it, and define version updates. When you are checking in an amended contract that is in an amendment cycle, and the amendment option is Amend Contract with Amendment Files, the system provides a prompt that ask you if you want to automatically update the amendment file with the changes made to the amended contract.

Compare Document

Click this button to compare differences between the current version of the document and a re-created or refreshed version of the current document. This button is available only if you have set up the system for document comparisons. Use installation options to define comparison and rendering settings.

See Understanding Document Comparisons and Rendering.

See Understanding Document Comparison and Rendering Setup.

Compare Selected Word Documents

Click this button to compare two documents that you select on the Document History page.

Compare Revised Documents

Click this button to compare a suppliers' revised document with the current version of the document. This enables you to better understand what changes may have been made by the supplier. The system opens a new temporary document that shows the changes, just as if you had compared the files using Microsoft Word compare functionality.

Complete Document

Click this button to indicate that the document is in a completed status. The button appears when a document is tied to a corresponding document type that has been set up with Draft/Complete statuses instead of full life-cycle statuses. When you complete the document, the document is through with modifications and further collaboration is not necessary.

Copy Document

Click this button to create a document using an existing document. The copy document function creates a new document starting with the source document content then runs a refresh on it to update bind values and content based on the target contract's bind values.

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 and sets the amendment cycle to 1.00, 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 handling options for amendment files are available to support the different amendment processes.

See Creating and Maintaining Amendments for Supplier Contracts.

Create Document

After you select a source transaction and document configurator ID, click 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.

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.

Decline Signing Document

Click this button to decline digitally signing the document and enter comments about the document. This could be due to a variety of reasons, such as a signature field is not in the PDF or the document needs revising. The system updates the Document Management page to indicate that the document has been declined.

Note. Internal approval of a document and digitally signing it are independent actions. Some users may have to approve the document using PeopleSoft Approval Framework and then sign the document. Depending on your configuration, you might be capturing signatures before, during, or after the approval process when using approvals.

Dispatch

Click to select and send original documents, attachments, amendments, or any combination of these to suppliers for final signatures. The document owner performs this action. You can also use this action to initiate the collection of digital signatures on the Supplier Portal for external suppliers. The system updates the document status to Dispatched to indicate that the routing to suppliers for signatures is in process. This button appears only when the document is in an Approved status.

Document Details

Document administrators can click this link to update information about the document including administrator, document type, sponsor, department, description and any user-defined field attributes. For ad hoc documents, you can also change the begin date and expire date of the document. The Document Details page also provides information about document cycle times and document creation and processing activities.

Document Modification Summary

Click this link to view changes, such as new, changed, or deleted clauses, that have been made to a document.

Document Version History

Click this link to access the Document History page where you can view the history and version details for a document.

Document View Access

Click this link to provide viewing permissions for users and to review collaborators who have view permissions. You can assign view access based on the user's role.

Edit Amended Document

Click this button to edit an amended document. The button is only available when you create an amendment using the amendment option is Amend Contract with Amendments. This option enables you to check out and amend the main contract. You can also edit the amendment file using the Edit Amendment File button. When you check out the amended document, the system updates the Document Management page to indicate that the document is checked out, and provides Check In and Cancel Check Out buttons for the document.

Edit Amendment File

Click this button to edit an amendment file. This file contains a summary of changes for the amended document. When you check out the file, the system updates the Document Management page to indicate that the file is checked out, and provides Check In and Cancel Check Out buttons for the file.

Edit Document

Click this button to edit 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.

Execute Contract

Click this button to indicate that the original document has been signed off by all parties and is frozen. Document owners perform this action. 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 the button.

External Contacts/Signers

Click this link to add and update external contacts for a document. The system uses values that are defined on the External Contacts page as default values when you send or dispatch documents. In addition, attributes necessary for supplier portal access to documents is also defined here for external users.

Finalize Collaboration

Click to complete collaboration after all collaborators have responded to the collaboration request. The document owner performs this action. For internal collaboration, the owner should review the current version of the document and review and approve any changes in the document before clicking this button.

For external collaboration, when you click the Finalize Collaboration button, the system disregards any supplier or external user changes and continues using the current version of the document. If you want to incorporate some or all of the supplier changes but do not want to take the supplier's version as is, you can check out the original version sent to the supplier and manually make any changes and then check in that document before finalizing it. This might be necessary if the supplier made too many changes and you only want a couple of them, or if the supplier returned the document in an incorrect Microsoft Word format that is not .xml.

If you want to use the supplier's version and make it the current version, use the Accept Supplier's Revisions and Finalizebutton. The system updates the document status to Collaborated when collaboration is finalized.

Generation Log

Click this link to review warnings, wizard information, and configurator expansion information that the system gathers during the generation or re-creation of a document.

Import Document

Click this button to import prior, executed versions of a document. When the current version is already in an amended state, then you can import prior versions. You can import only one version for each prior amendment number within a contract.

See Importing Contract and Ad Hoc Documents.

Import Prior Document

Click this button to access the Import Document page where you can import a prior version of a document after you have generated the document. The button is only available when a document is eligible to have a previous version imported.

Internal Contacts/Signers

Click this link to view or maintain the internal collaborators and signers defined for the document.

Create/Maintain Executive Summary

Click to access the Executive Summary page. Using the page you can view, update, refresh, and re-create the executive summary document.

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.

Modify Attachments/Related Documents

Click to update attachments and documents that are related to the main document. The attachments can represent supplier papers, internal executive summaries, or other documents that are related to the contract. Related documents are other documents that are created using Supplier Contract Management that you wish to associate as being related to other documents.

Modify Collaboration

Click this button to update the list of collaborators when a document is currently pending collaboration. 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.

Notify Me

Click this button to create a list of people who should be notified when a document is checked in. The system provides this button when a document is checked out by someone other than yourself. The system inserts a date and time stamp when you enter an email address for the person to be notified. The system provides a Notify When Available Template field on the Installation Options page in which you can select a notification template for use with this button.

The Notify Me function is useful when you route a document for internal collaboration and it can be edited on a first-come, first-serve basis. If a user attempts to edit a document and someone else has it checked out, the user can setup a notify option to receive an email when the document becomes available.

Prepare Document for Signing

Click this button to access the Prepare Document for Signatures page where you can verify that the list of signers is accurate and list those who need to sign the document. Internal signers must be in the list so that they have access to the document and that the system provides them the appropriate tasks on the Document Management page.

This action converts (creates a copy) the document to the appropriate signature method defined on the Installation Options page. The available methods are Adobe Acrobat PDF or Microsoft Word DOCX methods. After preparing the document for signature, you cannot make additional changes to the editable version of the document. You use the Internal Contacts List and External Contacts List links to establish document signers.

The display of this button on the Document Management page also depends on the document type settings. When internal signatures have been enabled, you can define when a document should be ready for signing, such as prior to, during, or after approvals.

Note. The list of signers in the internal contact and external contact list act independently of actual signature fields defined within the document at the time of document preparation. Depending on your needs and signing scenarios, you can establish one or more signature clauses and include them in an authored Microsoft Word document prior to preparing the document for signing. In more complex scenarios, you can use rules to drive which signature clauses are included during document authoring or refresh tasks based on the signature list that you define for each document or based on wizard questions.

Preview Approval

Click this button 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 whether approval is required for documents. If the system doesn't require approvals, it does not display this button.

See Previewing Approvals.

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.

Recreate Document

Click this button to completely re-create the document and rerun any associated wizard to view and update wizard values. During re-creation, the system removes document contents and does not save any manual edits that have been made to the current document in the re-created document.

If you specify a new version when re-creating 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 that you select determines whether you can re-create the amendment file or the primary document.

See Generating Microsoft Word Documents.

Refresh Document

Click this button 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 used in a rule and 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 used in a rule or is of a repeating nature and changes are made, such as changes to a contract line, the system re-creates the entire repeating or rule 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 you are refreshing an amendment, the amendment processing option that you select determines whether you can refresh the amendment file or the primary document.

See Refreshing Microsoft Word Documents.

Redispatch

Click this button to dispatch the document to external users again. This button is only available when the document status is Dispatched. This action can be useful if dealing with multiple external parties, or if need to reroute for signatures.

Reset to Dispatch

Click this button 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.

Route Externally

Click this button to send a document for external collaboration. External collaboration enables you to send documents to the primary document owner for external collaboration. After you submit a document for external collaboration, the system essentially locks the document while waiting for the supplier to respond. However, during this process, contract specialist and administrator can cancel the external collaboration cycle if needed.

Note. Routing external feature is only available if you have a supply-side portal configured for external users to access the system and the document has an external contact and the user is defined as the primary owner of the document. This information can be maintained from document to document and defaulted from the vendor definition contact information for a contract collaborator type contact.

Route for Internal Signatures

This button is available for document administrators when the system is configured to allow routing for signatures before or after approvals. Click the button to send the document to internal signers for their digital/electronic signatures. The system routes the document in sequential order to each person listed as a signer on the Internal Collaborator/Signers page, and who has not yet signed the document. After everyone in the list has signed the document, the system completes the route for internal signature and notifies the document administrator.

This button only appears when the document has been prepared for signing and when the document type has been set up to route for internal signatures. You use the Life Cycles Options section on the Document Type page to select routing options. When you select to enable internal signatures in the Life Cycles Option section, the system activates three additional check boxes. If you select the Prior Approvals or After Approvals check box, this button appears. If you select During Approvals this button does not appear on the Document Management page.

Note. After a document is prepared for routing, external signatures can be accomplished before or after internal approvals using the Send to Contacts or the Dispatch buttons.

See Setting Up Document Types.

Route Internally

Click this button 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 on the My Contacts/Collaborators page. 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 or Route Externally buttons to send and collect feedback from suppliers.

Send to Contacts (send document to contacts)

Click this button 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 of documents to external or internal contacts. In addition, you can use this button to route the document to external contacts for their digital signature. This routing is online using the Supplier Portal. The document format can be an .xml, .doc, or .pdf file type depending on how the rendering options are set on the Installation Options page for PeopleSoft Supplier Contract Management.

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.

When a document is prepared for digital signatures, the Send to Contacts button enables you to send the signature-ready PDF file using email, or to use the supplier-side portal if the system is configured for it. To route for external signatures using the supplier-side portal, the document must have an external primary owner that specifies that a signature is required. If multiple signatures are required from an external organization, the primary document owner must route the PDF manually within that organization to capture external signatures and then upload the final, signed document through the supplier-side pages.

See Signing External Documents.

Sign Document

Click this button to lock the document for signing. The button only appears for users who are listed as a signer for the document and have not yet signed the document. This action launches and locks the document and enables you to digitally sign the document and then upload it back to the system. When using approval processing and capturing signatures during the approval process, the user who is approving the document will also see the Sign button on the Document Management page when the approval step is awaiting the user.

Note. Signing and approving or denying within a workflow are separate actions.

Sign Document (On Behalf)

Contract administrators click this button to sign a document on behalf of an internal signer. The system locks the document for signing and opens it for the administrator to sign. After signing, the document needs to be uploaded. This button enables an administrator some flexibility to capture signatures offline if corrections are needed or a user is marked as signed but did not sign the document.

Stop Internal Signatures

Contract administrators click this button to cancel the internal signature process and access the Stop Route for Internal Signatures page. The system takes the document out of the route for internal signature process and notifies users.

Submit for Approval

Click this button 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.

If the system is configured to capture internal signatures during approval and there are internal signers listed for the document, then the Sign Document button appears for each user in the approval process at that user's step for approval. Users should sign and upload the document followed by marking the document as approved.

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.

Upload a Document Attachment File

Click to upload a document attachment for the main document. 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 page for source transactions of purchasing contract also appear on the Attachments page.

Upload another Document Attachment File

Click to upload a document attachment for the main document.

Upload Prepared Document

Click this button to upload the prepared for signature document. The button only appears when you are preparing a document for signatures. When preparing a document for signatures using Adobe Acrobat, the document owner must certify and enable usage rights using the Adobe Acrobat Professional version. Adobe Professional is required for all administrators because enabling usage rights for the document enables other signers with the Adobe Reader security to sign the document. When preparing a document for signatures using Word 2007, the document owner must certify and sign the contract document before it is ready to be signed by others. This prevents the document from being accidentally modified by others after it has been certified.

Note. For Adobe Acrobat, if the administrator uploads a prepared document which has not had usage rights enabled, then users having just the Adobe Reader are not permitted to add a signature.

Upload Signed Document

Click this button to upload the signed document after you have digitally signed the document. This action updates the signature status to Signed. If the document is being routed for internal signatures before or after approvals using the Route for Internal Signatures button, the system routes the document to the next signer in the list.

View

Click to view a delete attachments and documents that are related to the main document. 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 page for source transactions of purchasing contract also appear on the Attachments page. Related documents are other documents that are created using Supplier Contract Management that you wish to associate as being related to other documents.

View Amended Document

Click this button to view an amended document.

View Amendment File

Click this button to view an amendment file. This is a file with the summary of changes in the document.

View Document

Click to view but not check out a document. Users who have document administrator authority, are defined as collaborators (interested parties), or are approvers of the document, can view the document.

View Executive Summary

Select to view the executive summary for the contract document. The executive summary is available for all internal users who have view access to the document. The View Executive Summary button is available after the summary has been created. The button is also available during document approval.

View Original Document

This button appears only when the current document is an amendment, and the amendment option is Amendment Files Only. Click the button to view but not check out the originally executed document. The View Document button appears in addition to this button so that you can view the current amendment.

View Revised Document

Click this button to open a document that has been collaborated on with an external user (supplier). This button appears on the contract owner's Document Management page after the supplier has completed the review.

Where Used as Related Document

Click this link to access the Search for All Content Instances page, which provides details about where this document has been added to another document as a related document. You use the Modify Attachments/Related Documents link or the Add Attachments/Related Documents link to add or update related documents. The Where Used as Related Document link automatically appears on documents that have been linked as related documents on other documents.

Pending Collaboration

The document has been routed for collaboration, but not all collaborators have responded.

Pending Internal Review

The document has been reviewed and updated by the supplier user. It has been returned to the document owner or contract specialist for reconciliation.

In External Collaboration

The document has been sent to the supplier user (external user) who is designated as the primary document owner on the supplier side.

Collaborated, Pending Review

The document has been reviewed by all internal collaborators and is awaiting a final review by the document administrator or owner.

Collaborated

The document has been reviewed by all external or internal collaborators and the document administrator or owner has reviewed and updated the document based on the reviews.

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.

Complete

When using document types, you can set a document to complete by clicking the Complete button.

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 he or she creates or documents that are associated with users who 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 or can be derived when a configurator selector wizard is used. 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 value in the Availability Status field 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.

Configurator Selector

Click this button to launch the configurator selector wizard if one is defined for the given document type. This special type of wizard enables you to develop and use a series of questions that are designed to select the appropriate document configurator for the document that you want to create.

The configurator selector wizard automatically runs between the Add Document and Create Document pages, if necessary, based on the document type. The Configurator Selector button also appears on the Create Document page to enable you to run the configurator selector wizard again as needed.

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.

Copy Document

Click this button when you to create a document by copying an existing document. The button is available only upon initial entry and a document does not exist.

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.

Department

Represents the department with 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 or digitally signing 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.

Document SetID

The setID to which all elements in a document, such as clauses, sections, and wizards, belong.

Document Type

Document types can help you organize and further categorize documents that you use in the document authoring system. Using document types, you can define specific settings, defaults, and security that can help fine-tune the use of each type of document. The use of document types requires that you select the Use Document Type check box on the Installation Options page. This field does not appear if the check box is not selected; however, if it is selected, the field is required.

Document View Access

Click this link to view and update those users who have view access for the document by role name.

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.

External Contacts List

Click this link to update the external contacts list. When you send a document to contacts, the system uses this list to populate the Send to Contacts page.

Import Document

Click this button to import a legacy document or a contract. Legacy documents and contracts are those preexisting contract and ad hoc documents that were not created in the document authoring system. The button is only available when a document does not exist. The system places imported documents into the document authoring system.

Imported Document

This is an indicator that appears on the Document Management page to inform you that a document was imported into the system. Some system features that are available for documents that are created within the system aren't available for those that have been imported.

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 appears in this field.

Save

Click this button to save an ad hoc or purchasing contract document's attributes prior to creating the formal document. This button is available only on the Create Document page.

Source Transaction

Indicates whether 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.

A Purchase Order document is linked to a Purchasing purchase order.

When you create a document using the ad hoc source, you manually enter a document name. Using a purchasing contract or purchase order, you select the contract or purchase order to which you want to associate the document.

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.

Add a Document

CS_DOC_ADD

Supplier Contracts, Create Contracts and Documents, Document Management

Create ad hoc documents and ad hoc contracts from purchase orders using Document Management.

Create Document

CS_DOC_CREATE

Click the Add a Document button on the Add a Document page.

Create ad hoc documents for requisitions.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management.

Enter document attributes on the Add a Document page, and click the Create Document button.

Define basic information about purchasing contracts 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.

Copy Document

CS_DOC_COPY_SEC

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Copy Document button on the Add a Document page.

Select the document from which you to copy the new document.

Copy ad hoc or purchase order contracts using Document Management.

Import Document

CS_DOC_IMPORT

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Import a Document button on the Add a Document page.

Importing ad hoc or purchase order contract documents.

Contract ID

Select the purchasing contract for which you want to create a document. This field is only available when you select to create a purchasing contract document.

PO ID(purchase order ID)

Select the purchase order for which you want to create a document. This field is only available when you select to create a purchase order document.

Ad Hoc ID

Enter a name for the ad hoc document. This field is only available for ad hoc source transactions. If you are using automatic numbering for the ad hoc ID, the system places NEXT in the Ad Hoc ID field. Then, when you click the Add a Document button, the system assigns the document ID beginning with the start sequence that is defined for the given document type. If a start sequence is not defined at the document type level, then the system uses the default start sequence defined in the auto numbering setup. The rest of the ID depends on the length of the field and the last number assigned to a document.

Note. You can override the NEXT value in the Ad Hoc field; however, if users can override the value, the naming schema can be disrupted.

Document Type

Select a document type for use with this document. When creating a document the valid list of document types for a user is controlled by the roles associated with the document type definition. If installation options have been set to use the document type, the Document Type field is required. If the Use Document Type installation option has not been selected, the Document Type field does not appear on this page.

Add a Document

Click to create the document based on a document configurator ID.

Copy Document

Click to create the document as a copy of another document in the system. You can copy a document that is based on a different source transaction if the document type has been set up to allow copying a document from a different source transaction. The system determines the document combinations that can be copied by using the document configurator Applicable Sources grid settings. These settings define the other source transactions documents that can be copied for documents that use the configurator.

See Copying Documents Using Document Management.

Import a Document

Click to import a legacy document or a contract.

Note. Depending on user preference settings, this button may not be visible for all users.

See Importing Contract and Ad Hoc Documents.

Find an Existing Document

Click to access the Find an Existing Document page to search for existing documents.

See Finding Authored Documents.

Document Type

Select to change the document type that you entered on the Add a Document page. Depending on the type you select, the fields that are displayed on this page might change. This field is only visible if Document Types are enabled.

Configurator Selector

Click to run the wizard that will select the configurator based on the answers to wizard question. The button is only available if document types are enabled and the document type selected is defined to use a configurator selector wizard.

Configurator ID

If you use a document type that has a specific configurator ID defined for it, the system automatically populates the Configurator ID field based on the document type. Or, if you are using a configurator selector wizard, the system populates the field when you complete the configurator selector wizard's questions. The Configurator ID field is only available if document types are not enabled, or if you are using document types and the user has configurator override capability defined on the document type.

Begin Date

For Ad Hoc documents only, 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 PeopleSoft Purchasing contract documents. Their begin date is already specified in the contract itself.

Expire Date

For Ad Hoc documents only, this date represents the end date of the document, such as the end date of the contract. The system does not display this date for PeopleSoft Purchasing contract documents. Their expire date is already specified in the contract itself.

Description

Enter a description for the document. For purchasing contract source types, the system displays the description from the actual purchasing contract. You can override the description.

Cycle Start Date

Displays the current date. Only users who are set up with full document access on their user preferences can override the date. The start date establishes a cycle start date on which to track cycle times for contract document and amendment creation, approval, and execution. Using the cycle start and end dates, you can track documents to ensure that they meet time requirements.

Cycle End Date

Displays the date based on the number of days of cycle time and the cycle calendar that has been set up on the Installation Options page. The system adds the defined cycle time from the start date to arrive at the end date. The system calculates the date using the calendar to only include actual working days. Only users who are set up with full document access on their user preferences can override the date with a new value.

You use these cycle dates on the Document Management search results to identify contract documents that have stalled or are not progressing through the collaboration and approval cycle.

See Cycle Time Settings.

Note. When you are creating new documents, user-defined fields appear on the Document Management page. When you are maintaining existing documents, user-defined fields appear on the Document Details page.

Use Wizard Responses from Document

Select to use the responses to a set of wizard questions from another document to create this document. The system displays and uses the responses from the wizard or the original document when the bind variable between the original document's wizard and this documents wizard match. You can override individual responses as you go through the questions. This button is available when you are using document types that have the Allow using wizard responses from a prior document check box selected.

This feature is available for all document types, but is primarily used with purchasing contracts when you most likely would want to pull answers from an ad hoc contract request document into the formal purchasing contract document as a starting point for the contract specialist to work from.

For example, when a purchasing contract is created from an awarded requisition and you add a document for that contract, the system displays a page indicating that the contract ID is linked to one or more requisitions, which are tied to ad hoc contract request documents, and asks you whether you want to use the answers from those documents to create this document.

You can also use this feature to do general copying of wizard responses from document to document. For example, you might have a contract document containing several wizard responses in it, and wish to create a summary document with only selected key responses from the original document in it. In this case when you add the summary document the system can display the Use Wizard Responses from Document field. Click the Select Document link to select a document and select the contract document. When you create the summary document, the system runs the summary document's wizard and uses the answers from the original contract as default values for the wizard questions.

Select Document

Click to select the document that contains the wizard responses that you want to use. The link becomes available when you select to use wizard responses from another document within the Document Type definition page.

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 generation errors occur, the system displays a message. When the document is 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.

Import Document

Click to import an document that was created outside of Supplier Contract Management. You can import a document into purchasing contract, purchase order contract, and ad hoc contract source transactions types.

See Understanding Document Import.

Internal Contacts/Signers

Click to access the internal contacts list where you can add internal collaborators and configure the signing settings.

See Maintaining Internal Contact Lists.

External Contacts/Signers

Click to access the external contacts list where you can add external collaborators, enable supplier portal access, and configure the signing settings.

See Maintaining External Contact Lists.

Document View Access

Click to view or grant access authority to contract documents for user roles and collaborators.

See Granting Document View Access.

Request BU (request business unit)

Select the business unit in which the requisitions exists. This field is only visible when using a document type that is setup to link to an eProcurement or Purchasing requisition.

Note. If you access this page directly from an eProcurement or Purchasing requisition page, the system automatically populates the field.

Requisition ID

Select the requisition to which you want to attach this document. This field is only available when you are using a document type that is setup to use a requisition. When the system creates the document, it provides a link from the Document Management page to the requisition in PeopleSoft Purchasing or eProcurement. In addition, you can access the document in the document authoring system using links from Purchasing or eProcurement requisition pages.

After the requisition is approved, buyers can use the document as supplemental information as they progress through the requisition process.

Note. If you access this page directly from an eProcurement or Purchasing application requisition page, the system updates this field.

Find an Existing Document

CS_DOC_FIND

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.

Find an existing document.

Source Transaction

Select a source transaction type on which to base the search. You can only search on a single source transaction at a time. Available source transactions are Ad Hoc, Purchase Orders, and Purchasing Contracts. The source transaction that you select determines which fields are available on this page.

Document Type

Select a document type to narrow down the results to only documents that are associated to that document type.

Set ID

Select a setID on which to base the search.

Business Unit

Select a business unit ID on which to base the search. This field is available when you select a purchase order source transaction.

Ad Hoc ID

Select a specific ad hoc contract ID on which to base the search. This field is available when you are using an ad hoc source transaction.

PO ID (purchase order number)

Select a PO ID on which to base the search. This field is available when you select a purchase order source transaction.

Contract ID

Select a contract on which to base the search. This field is available when you select a purchasing contract source transaction.

Vendor SetID

Select a vendor set ID on which to base the search. This field is available when you select either a purchase order or purchasing contract source transaction.

Vendor ID

Select a set ID on which to base the search. This field is available when you select either a purchase order or purchasing contract source.

All Statuses

Select this check box if you want to search for documents in any status. If you do not select this check box, then you can select individual statuses on which to base your search.

Draft/Collaborated

Select if you want to only include documents in the search results that are in a Draft or Collaborated status.

Pending Approval

Select if you want to only include documents in the search results that are pending approval.

Pending Internal Signatures

Select if you want to only include documents in the search results that are pending internal signatures.

Pending Internal Collaboration/Review

Select if you want to only include documents in the search results that are pending internal collaboration or reviews.

Approved

Select if you want to only include documents in the search results that have been approved.

Pending External Signatures

Select if you want to only include documents in the search results that are in pending external signatures.

Internal Collaboration Statuses

Select if you want to only include documents in the search results that are in internal collaboration statuses. These statuses include Pending Collaboration, Pending Review, and Collaborated.

Pending External Collaboration/Review

Select if you want to only include documents in the search results that are in external collaboration statuses.

Dispatched

Select if you want to only include documents in the search results that are in a Dispatched status.

Executed/Complete

Select if you want to only include documents in the search results that are in an Executed or Complete status.

Awaiting User

Select a user for whom you want to view all documents that are waiting an action by that user such as a check-in, signature, collaboration review, or approval. If you do not select a specific user, the search results will contain documents awaiting all users and that meet other search criteria you enter.

Configurator ID

Select a document configurator on which you want to base this search.

Document State

Select a document state. A state can be active of inactive, and you can include either state in the search or include both states in the search. Inactive documents are those that have been deactivated using the Deactivate button on the Document Management page. The default value for the field is All Active Documents.

Request BU (requisition business unit)

Select the business unit in which you want to search for documents that are tied to a specific Business Unit and Requisition ID combination. The Use with PO Requisition check box must be selected on the Installation Options page to use requisition documents.

Requisition ID

Select a Requisition ID to narrow the search results to only those documents tied to a specific requisition.

From Begin Date and To Begin Date

Select a from and to begin date to establish a begin date range on which to base the document search.

From Expire Date and To Expire Date

Select a from and to expire date to establish an expiry date range on which to base the document search.

From Cycle Start Date and To Cycle Start Date

Select a from and to cycle start date to establish a cycle start date range on which to base the document search. The system searches for documents that have start dates within the date range that you enter.

From Cycle Due Date and To Cycle Due Date

Select a from and to cycle due date to establish a cycle due date range on which to base the document search. The system searches for documents that have due dates within the date range that you enter.

More than X Days in Status

Enter a numeric value that represents the number of days that a document has been in a specific status. This enables you to monitor contracts that may have stalled or might be nearing their due dates, but may not have triggered a caution or warning yet. For example, a sensitive contract document may have been pending collaboration for more than five days, but hasn't triggered a cycle status warning. You might not want to wait before intervening in the collaboration.

Cycle Status

Select a specific cycle status on which to base a search. For example, you can set the cycle status to Red to narrow the search results to only those documents that are in a Red status, meaning they are nearing their estimated target completion date, but are still not completed.

Green: Indicates that the document or amendment is on schedule.

Red: Indicates that the document or amendment is close to or past its target cycle-end date and is not yet complete.

Yellow: Indicates that the document or amendment is nearing its target cycle-end date.

Note. The setup details for determining when the number of cycle days that a document has been in a status is defined using the Cycle Time Settings grid on the Installation Options page. The values in the Red number of days prior to Due Date and Yellow number of days prior to Due Date fields determine the search results.

Search

Click to initiate a document search that populates the lower part of the page.

Clear

Click to clear any entered search criteria.

Save Search Criteria

Click this button to save the search criteria that you entered for this page. The system saves the search criteria by user ID, so each user can set up their own default search criteria. You can save search values for a single set of default values that the system will use for all document search pages. Anytime you navigate to this page, the saved criteria will automatically populate the page. The saved data remains the default value until you change the search parameters and save the search criteria again. So, you can change the search criteria multiple times, but until you save the values, the system uses the saved search criteria.

Note. If you are navigating from the Document Management page directly, the system maintains the search criteria and the list of documents that was last used.

Delete Saved Criteria

Click to delete any previously saved search criteria if it is no longer needed.

Add a Document

Click to access the Add a Document page where you can create a new document.

Delete

Click to mark this document for removal from the system. When you select the Delete Selected Documents button, the system deletes the selected documents, and they are no longer available for use. You can only delete contract documents that are in a Draft status.

Document Keys

Click the link to access the Document Management page for a contract document, where you can maintain the document. Document keys are based on the source transaction:

• If the contract document is an ad hoc transaction source, the document key displays the setID and the contract document description.

• If the contract document is a purchase order source transaction, the document key displays the business unit ID along with the purchase order ID.

• If the contract document is a purchasing contract source transaction, the document key displays the set ID along with the purchasing contract ID.

Document Version

Displays the version of the document. To access the document, click the Document Keys link to access the Document Management page where you can view version history.

Note. This document version is not the same as the purchasing contract version that is used to control and maintain contract versions on the Contract Entry page.

Amendment

Displays the number of amendments that have been created for the document.

Document Status

Displays the status of the document. Status values include:

Draft

Pending Approval

Collaborated, Pending Review (internal and external)

Collaborated (internal and external)

Pending Collaboration (internal and external)

Pending Approval

Approved

Dispatched

Executed

Completed

Days in Status

Displays the number of days that a document has been at the status that appears in the Document Status field.

Awaiting User

Displays the user ID for the user on which the document is awaiting an action. When the document is not awaiting a specific action, such as collaboration, approval or check-in, the system displays the document owner as the awaiting user, because the owner is ultimately responsible for the document in all other states.

Note. When the Multiple Users link appears as the awaiting user, it indicates that the document is waiting on more than one user. To view all users, click the link. The system displays the Internal Contacts List page or the approval routing that relates to the document status.

Checked Out

Displays the value Yes if the document is currently checked out. The user ID who has the document checked out, is displayed in the Awaiting User field.

Cycle Start Date

Displays the date on which the document's cycle started.

Cycle Due Date

Displays the date on which the document should be completed.

Status

Displays the document's cycle status using symbols. The symbols include a:

Green check mark: Indicates that the document has completed its cycle based on the values defined at the document type or the installation option level.

Green circle: Indicates that the document is still within the current cycle and is not close to its target due date.

Yellow triangle: Indicates that the document is within the defined yellow days on the corresponding document type from the target due date.

Red square: Indicates that the document is within the defined red days on the corresponding document type from the target due date.

Delete Selected Documents

Click to delete the documents that you have selected in the Delete column. When you delete a document, it is no longer available for use by the system. The deletion process removes the structures and files related to the ad hoc, purchase order, or purchasing contract document. The deletion includes the files stored on the FTP servers and applicable rows in the database.

After you delete documents you might need to rebuild the Verity indexes, depending on when the indexes were last run. Rebuilding the index removes the deleted documents from Verity search results.

Inactive

Displays as selected when the document has been deactivated using the Deactivate Document button on the Document Management page. You can reactivate the document using the Reactivate Document button on the Document Management page.

Document ID

Displays the system-assigned number for this document. The system assigns these numbers as it creates ad hoc, purchase order, and purchasing contract documents.

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.

  Click the Maintain Document button on the Purchase Order page in PeopleSoft Purchasing.

Maintain documents.

Return to Document Search

Click to access the Document Search page, where you can search for another document. The search page will be displayed with the last set of search criteria and results shown.

Ad Hoc ID

Displays the ad hoc identifier. The field only appears for ad hoc source transactions.

Contract ID

Displays the system-defined identifier for the PeopleSoft Purchasing contract for which you are creating or maintaining documents. The field only appears for purchasing contract source transactions. .

PO ID

Displays the system-defined identifier for the PeopleSoft Purchasing purchase order for which you are creating or maintaining documents. The field only appears for purchase order source transactions.

Document Type

Displays the document type that was used to create the document. .

BU/Requisition (business unit/requisition)

Click this link to access PeopleSoft Purchasing and PeopleSoft eProcurement requisition pages for this business unit and requisition. This field appears only if the document is tied to a requisition.

Amendment Configurator ID

Displays the amendment configurator ID that was used to create the amendment. The system displays this field when a configurator has been established for an amendment and is defined as a use for amendments-only document.

See Creating Document Amendments.

Document Details

Click to access the Document Details page, where you can update the administrator, document type, sponsor, department, document description, and user-defined fields.

See Maintaining Document Details.

Description

Displays either a contract description or a user-defined description for the document that is identified in the Document ID field. Use the Document Details 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 in, refreshed, recreated or amended. You can control whether 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 the check box, the system provides an additional option for you to indicate that you want to use the same version when you check in the document.

Add Attachments/Related Documents and Modify Attachments/Related Documents

Click to access the Attachments and Related Documents page, where you can add or view existing attachments and related documents, 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.

Related documents are other document within the document authoring system that you can link to the current document. When you link one document to another document, you can use the Where Used as Related Document link for that document to access the Search for All Content Instances page that provides details about where the document has been added to another document as a related document.

See Viewing and Uploading Attachments and Related Documents.

Status

Displays the current status of the document. Along with approval and collaboration requirements, the document status can also be determined by the document type. You define the statuses that a specific document type should use. For example, you can reduce the number of statuses that a document goes through by selecting values that use only two statuses for a document as it goes through its life cycle. Newly generated documents start with a status of Draft.

Field values can be Draft, Pending Collaboration, Collaborate Pending Review, Pending External Collaboration, Pending Internal Review, Collaborated, Pending Approval, Approved, Dispatched, Completed,and Executed.

If document approvals are not required, the Pending Approval status is not applicable.

View Document

Click to open a document or amendment as read-only in Microsoft Word. This action does not check out the document, but rather enables 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.

Note. You can view a variety of documents. The type of document is described by the button name. For more information about the individual buttons, see the Document Actions table.

See Document Actions.

Edit Document

Click to check out a document or amendment and edit it using Microsoft Word. The buttons are available if a document is not checked out. Upon check out, the system records the date and 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 and amendments 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.

Note. For more information about the individual buttons, see the Document Actions table. This is an alphabetic display of all buttons and actions available on the Document Management page.

See Document Actions.

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 Internally

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.

Internal Contacts/Signers

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.

See Routing Documents for Internal Collaboration.

External Contacts/Signers

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. The system uses this information when you click the Send to Contacts or Dispatch button. Contacts that you define here are default values for sending documents to contacts and for dispatching documents.

See Setting Up Default Document Preferences.

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 that was originally included in the document. The system does not track 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.

Document View Access

Click to provide viewing permissions for users and to review collaborators who have view permissions for this document. You assign user permissions based on the user's role.

See Granting Document View Access.

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.

See Sending Documents to Internal and External Contacts.

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 want to update the document with only changes to binds and rules. The content structure can also change based on evaluation of rules.

See Refreshing Documents.

See Refreshing Microsoft Word Documents.

Recreate Document

Click to access the Recreate Document page, where you can completely rebuild a document. This means that the system starts from the beginning and uses the most current contents based on the specified configurator. You can use a different configurator to re-create a document.

See Re-creating Documents.

See Generating Microsoft Word Documents.

Attach to Requisition

Click to attach the document along with any comments you enter back to the purchase order requisition under the header comments. You can attach only one version of a document to a requisition at any one time.

See Creating Ad Hoc Documents for Requisitions Using Document Management.

See Adding Requisition Documents and Wizard Responses.

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 re-created or refreshed version of the current document. This feature can be useful to perform what-if scenarios to identify any differences between a re-created or refreshed copy of the document and the current document. This feature uses the Microsoft Word Compare Documents function, which requires special setup before you can use it.

See Understanding Document Comparison and Rendering Setup.

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.

See Deactivating and Reactivating Documents.

Where Used as Related Document

Click to access the Search for All Content Instances page, which provides details about where this document has been added to another document as a related document. This link appears for a document that has been used as a related document. The search provides links to the documents to which this document has added as a related document.

See Performing Where-Used Searches.

Generation Log

Click to access the Generation Log page, where you can review warnings, wizard information, and configurator expansion information that the system gathers during the generation or re-creation 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 that the system records might be a result of bind variables that were not found in the document. Detail log generation includes extended details about the history of wizard responses, bind variable resolutions, rule resolutions, copying documents, and details on expansion of the configurator. This information is useful when you are implementing a new document configurator or for auditing purposes.

See Viewing Document Generation Logs.

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.

Recreate Document Options

CS_DOC_VERSIONS_SP

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Recreate Document button on the Document Management page.

Re-create documents.

Amendment Option

Displays the option that the system used to create the amendment. The system displays this field only 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 you are 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 applies 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 re-create 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 re-creation 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 re-create 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 re-creating 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 re-create 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 re-creating 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 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.

Update Amendment File

Select to update the amendment file automatically with compared adds, changes, and deleted text that you have made to the main amended contract document. When selecting this check box, a server-side compare is performed between the last executed main contract document and the latest version that has been checked in. Those changes are inserted into the location in the separate amendment document based on the location of the amendment placeholder section in the amendment configurator.

This option enables you to edit only the main contract and have the comparison performed for you to extract changes to the separate amendment file as a starting point for edits within the separate amendment file. This option applies only when the amendment option is Amend Contract with Amendment Files and the current document is in an amendment cycle and the amendment file's configurator ID has an amendment placeholder section defined within the structure.

Comments

Enter any comments that you have about the purpose of the refresh. These comments appear in the document's version history on the Comments tab.

Document Type

Select a document type to use when re-creating the document. Document types are available for use only if selected on the Installation Options page.

The field appears with the document type value that was used to initially create the document. You can change the type, but if the document was created using a document type, you cannot clear the field.

Configurator ID

Select the document configurator to rebuild this document. The default value for the field is the configurator the system that was used to create the document or the configurator that was used the last time that the document was re-created. Because you are building the document from the start, the system generates a version of the document based on the configurator ID that you enter and the original date of the document.

The system low-lights the field when document types are enabled and the user does not have override capability as specified on the document type. .

Configurator Selector

Click to run the configurator selector wizard. The system makes the button available when you select a document type that uses a wizard to select the configurator ID.

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.

Recreate 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 re-create the current version of the main amended contract in the system. For example, this could be in addition to re-creating 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 deselected.

Recreate Amendment File

Select to re-create only the amendment file that is attached to the main document. This option applies only when the amendment process option is Amend Contract with Amendment Files and the current document is in an amendment cycle.

Update Amendment File

Select to update the amendment file automatically with compared adds, changes, and deleted text that you have made to the main amended contract document. When selecting this check box, a server-side compare is performed between the last executed main contract document and the latest version that has been checked in. Those changes are inserted into the location in the separate amendment document based on the location of the amendment placeholder section in the amendment configurator.

This option enables you to edit only the main contract and have the comparison performed for you to extract changes to the separate amendment file as a starting point for edits within the separate amendment file. This option applies only when the amendment option is Amend Contract with Amendment Files and the current document is in an amendment cycle and the amendment file's configurator ID has an amendment placeholder section defined within the structure.

Document Details

CS_DOC_CHANGE_SP

Supplier Contracts, Create Contracts, Document Management

Click the Document Details link on the Document Management page.

Maintain document details.

Executive Summary

CS_DOC_EX_SUMM

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Create Executive Summary button on the Document Management page.

Create an executive summary.

Create Executive Summary

CS_DOC_ACTIONS_SP

Click the Create Executive Summary button on the Executive Summary page.

Enter comments for an executive summary.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Edit documents.

View documents.

Cancel document checkout.

List of People to Notify

CS_DOC_NOTIFY_SP

Click the Notify Me button on the Document Management page.

Define users who should be notified when a document that is checked out is checked in. When you enter an user's email address, the system inserts a date and time stamp for when the user was defined. You can select which template to use with the notification by selecting a value in the Notify When Available Template field on the Installation Options page.

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.

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 checkout 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.

Version

Select the option for how you want the version to increment for the file that 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.

Update Amendment File

Select to update the amendment file automatically with compared adds, changes, and deleted text that you have made to the main amended contract document. When selecting this check box, a server-side compare is performed between the last executed main contract document and the latest version that has been checked in. Those changes are inserted into the location in the separate amendment document based on the location of the amendment placeholder section in the amendment configurator.

This option enables you to edit only the main contract and have the comparison performed for you to extract changes to the separate amendment file as a starting point for edits within the separate amendment file. This option applies only when the amendment option is Amend Contract with Amendment Files and the current document is in an amendment cycle and the amendment file's configurator ID has an amendment placeholder section defined within the structure.

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.

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 and Related Document History

CS_DOC_ATTHST_SEC

Click the View Attachments link on the Document History page.

View attachment and related document history.

PO History vs Document History

PO Contract Version History vs Document History

CS_DOC_CHGHIST_SP

Click the View Source Version History link on the Document History page.

View source version history.

Note. The page title changes for this object name depending on the source transaction for the document. If the document is a purchase order document, the system displays the PO History vs Document History page. If the document is a purchase order contract document, the system displays the PO Contract Version vs Document History page.

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 re-created documents and amendments on the Document History page.

View generation history.

Select

Select to mark this document version as one of the versions that you want to compare. You must select two documents to compare. The system displays a warning message when you click the Compare Selected Documents button if you select one or more than two documents.

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. This version is not the same as the version used to tract changes to the transactional contract.

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 separate amendment files are associated with the document. Click the link to access the amendment to view its state when the update was made. When multiple amendments exist, 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 view its history.

Click the View Executive Summary button to view the executive summary document.

Details

Displays when an action has more details associated with it, such as dispatch details, collaboration details, and so on.

View

Displays who has viewed the document. The view history provides an audit trail of who accessed the main document or its amendment files. When a user clicks the document's View button, the system records the action for the history. The history is logged when a document is viewed internally, and externally. Select the Log View Action in History check box on the Document Type page to make this history available.

Compare Selected Documents

Click to compare the two documents that you have selected. This enables you to compare any two document versions in history versus using the Compare Documents button on the Document Management page. That button only enables you to compare the current against a refreshed, re-created, or last executed version. Using the Compare Selected Documents button, the system creates a temporary version that provides you a Microsoft Word document highlighting the differences between the two selected documents.

Note. Comparing selected documents requires that you prepare the system to use the compare feature which includes selecting to enable compare functionality on the Installation Options page.

See Understanding Document Comparisons and Rendering.

Description

Displays the type of system action that was performed on the source transaction or document. Values for the field depend on whether the source transaction is a purchase order or purchasing contract transaction. For example, after creating a document for a purchasing contract, the field displays the Initial Contract Created value. Then, if you are using version control and create a new contract version, the field displays the Contract Version Created value.

Also, each time the document is updated, the system records the description, such as when the contract document was amended or dispatched.

Source Version

Displays the version of the purchasing contract or change order number of the purchase order on which the corresponding description is based.

Document Version

Displays the document version at which the document action took place. Values appear in this field for only document updates. The versions include major and minor versions.

Amendment

Displays the amendment number. The amendment number corresponds to the document version.

Date

Displays the date on which the action in the Description field took place.

Time Value

Displays the time that the action took place. The system does not record time values for purchase order and purchasing contract actions.

Allow for Email

Select to enable this attachment to be included when you send the document to contacts or when you dispatch the document.

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 attachment for this document. This is a read-only version of the file.

Email to Vendor

Displays whether the Email to Vendor check box on the Contract Entry Header Comments page is selected. If it is selected, the system includes the attachment with the email for this document. You cannot update the field using the document authoring system.

Comment Type

Displays the type of comment that was entered for the header.

Attached File

Displays the name of the file. You assign this name when you upload the file.

View

Click to view the attachment.

Allow for Email

Select to enable this document to be emailed. If the document has its own dispatch step, you cannot include it in the dispatch step for the current document.

Source Transaction

Displays whether the document is an ad hoc or purchasing contracts document.

Ad Hoc ID and Contract ID

Displays the ID for the related document.

Internal

Displays whether the document is for internal use only.

Document Status

Displays the current status of the related document, regardless of the status it was at when it was added as a related document.

My Default Document Preferences

CS_OPR_PREFERENCE

Supplier Contracts, Create Contracts and Documents, My Default Document Preferences

Define default document preferences.

User

Select users whom you want to define as default collaborators for contracts that you create. The system automatically includes these users in 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 deselected, you can associate these users as interested parties to a specific contract for read-only access any time during the contract's life cycle.

User

Select the user ID for the user who you want to sign your documents.

Required to Sign the Document

Select this check box to indicate that this internal user is required to sign any contract documents created by the current user ID.

Visible Signer

Select this check box to indicate that this user is a visible signer. A visible signer must provide a visible electronic form of their handwritten signature on the contract paper-based document. An invisible signer is a signer whose digital signature is not actually visible on the contract document. The invisible signer signature serves mainly as a security indicator that the user has verified the contents of the document.

Sign Order

Enter a numeric value that indicates the order in which the user will sign the document. The system uses this value to sequentially route the document to the signers when it routes the document for signatures.

Signing Title

Enter a job title that describes the collaborator's position related to the contract document.

Internal Contacts/Collaborators

CS_DOC_COLLAB

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Collaboration Details link on the Document Management page.

Route documents for internal collaboration.

Route for External Collaboration

CS_DOC_COLL_EXT_SP

Click the Route Externally button on the Document Management page.

Route documents for external collaboration.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Modify collaboration.

Cancel collaboration.

Respond to collaboration requests.

Finalize collaboration.

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 to which this document is linked. This field appears when you select a document that is linked to a transactional Purchasing contract.

PO ID (purchase order ID)

Displays the purchase order on which the contract document is based. This field appears when you select a document that is linked to a transactional purchase order.

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 access the document only 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 Internally

Click to initiate the routing of the document for internal 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.

User

Displays external users who have been defined on the External Contacts List page.

Allow Document View Access

Indicates whether the external user has view access for the document. With view access, users can open and view a document. This value is assigned using the External Contacts List page.

Primary Doc Owner (primary document owner)

Indicates if the external user is designated as the primary document owner. This is the external user who is responsible for coordinating the document's review with other external users and then uploading the reviewed back to the PeopleSoft system. The primary document owner can make changes, but only one external user can be the primary document owner at a time.

Owner for this Collaboration (primary document owner)

Indicates which external user should be designated as the owner for this collaboration cycle. This enables you to assign an owner other than the primary document owner to be responsible for the collaboration of the document and for coordinating the document's review with other external users and then uploading the reviewed document back to the PeopleSoft system. Only one external user can be the owner for a collaboration cycle.

When you select this check box, the system also selects the Can Edit During Collaboration check box to provide edit authority to the collaborator.

Can Edit During Collaboration

Indicates whether the corresponding external user can edit the contract document.

Collaborate on Main File

Select to indicate that this user should collaborate on the core document file. This check box is available when you are sending an amended document for external collaboration and the amendment option is Amend Contract with Amendments.

Collaborate on Amendment File

Select to indicate that this user should collaborate on the amendment file. This check box is available when you are sending an amended document for external collaboration that has the additional amendment file. You can provide collaboration authority for the main file, amendment file, or both. The main and amendment files are staged for review on the external side and kept distinct from the core document files.

Route Externally

Click to route the document for external collaboration. The system sends an email or worklist notification to the primary document owner's primary email address that is defined in the PeopleSoft system. The user preference determines if the notification is an email or worklist notification.

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.

Accept Supplier's Revisions and Finalize

Click to accept the document updates made by the supply-side user and to set the document to Collaborated status. This button is available for the contract administrator after the supply-side users completer their collaboration. This button is not available if the supplier did not check in an acceptable format for the file. For example, if they checked in a .doc file instead of an .xml file. In this case, the contract administrator must manually apply any valid changes.

When you click the button, the system displays the Accept Supplier's Revised Documents page. You use the page to maintain the document version and to add comments about the document.

Finalize Collaboration

Click to set the document to Collaborated status. Contract administrators use this option when they want to manually apply any suggested changes to the current version of the document by using the Edit or Check In buttons at the bottom of the page. After they have made the changes manually, they can click this button to complete the collaboration process. This button is available for the contract administrator after supply-side users complete their collaboration.

Note. If you finalize collaboration without accepting suppliers revisions or attachments the revisions will be excluded from version control and kept only in the document history.

View Revised Document

Click to open a document that has been collaborated on with an external user (supplier). This button appears on the contract owner's Document Management page after the supplier has completed the review.

Compare Revised Documents

Click to compare a supply-side revised document with the current version of the document. This enables you to better understand what changes may have been made by the supplier. The system opens a new temporary document that shows the changes, just as if you had compared the files using Microsoft Word compare functionality.

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 document changes.

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 numbering is 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.

Attachments and Related Documents page

CS_DOC_ATTACH_SEC

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Add Attachment/Related Documents link or the Modify Attachments/Related Documents link on the Document Management page.

View and upload attachments and related documents.

Upload a Document Attachment File Upload another Document Attachment File

Click to initiate the upload process that you use to browse other sources for attachments to use with this document. This link is available as long as the contract document is not in an Executed status.

Allow Email Dispatch

Select to indicate that this attachment should be available for external contacts when the document with which it is associated is sent or dispatched to contacts for review. When you send or dispatch a document for external review, you can include attachments. If this check box is selected, the system highlights the Attachments check box on the Send to Contacts and Dispatch pages. Then you can determine whether 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.

Delete

Click to remove an attachment from the document. The attachment is removed immediately, but you must click OK to save the page and the deletions.

Email to Vendor

Appears if the Email to Vendor check box on the Contract Entry Header Comments page is selected. If this check box is selected, the attachment is included with email for this document. You cannot update the field in the document authoring system.

Comment Type

Displays the comment type from Purchasing.

Attached File

File name of the attachment that was assigned in Purchasing.

View

Click to open the attachment from the Purchasing contract.

Allow Email Dispatch

Select to indicate that this related document should be available for external contacts when the document with which it is associated is sent or dispatched to contacts for review.

Note. You cannot include a related document for email dispatch when the corresponding document has it's own dispatch step. You can include only documents that do not have their own dispatch step in the email.

Visible to Supplier

Select to indicate that this related document should be to external users.

Source Transaction

Displays whether the document is an ad hoc, purchase order, or purchasing contract document. Based on the values that you select in this field, the system adds the Set ID, Business Unit ID, Contract ID, and PO Number fields.

Set ID

Select the setID from which to select an ad hoc or purchasing contract document.

Business Unit ID

Select the business unit from which to select a purchase order contract document. This field is available for purchase order contract documents.

Ad Hoc ID

Select the related ad hoc document.

Contract ID

Select the related ad hoc document.

PO Number (purchase order number)

Select the related ad hoc document.

Transfer to Document (purchase order number)

Select to access the related document where you can view and maintain the document details.

Internal

Displays whether the document is for internal use only. This value is based on the Internal Document check box on the Document Type page. If the check box is selected, a check mark appears in the Internal field.

Document Status

Displays the current status of the related document, regardless of the status it was at when it was added as a related document.

Internal Contacts List

CS_DOC_INT_CONT_SP

Supplier Contracts, Create Contracts and Documents, Document Management

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

Maintain internal contacts.

External Contacts

CS_CONTACT_SEC

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

Maintain external contacts.

Send to Contacts

CS_DOC_DSPTCH_SEC

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

Send documents to contacts.

Required to Sign the Document

Select this check box to indicate that this internal user is required to sign any contract documents created by the current user ID.

Visible Signer

Select this check box to indicate that this user is a visible signer. A visible signer must provide a visible electronic form of their handwritten signature on the contract paper-based document. An invisible signer is a signer whose digital signature is not actually visible on the contract document. The invisible signer signature serves mainly as a security indicator that the user has verified the contents of the document.

Sign Order

Enter a numeric value that indicates the order in which the user will sign the document. The system uses this value to sequentially route the document to the signers when it routes the document for signatures.

Signing Title

Enter a job title that describes the collaborator's position related to the contract document.

Signed Status

Displays the status related to whether a signer has signed a document. Values include:

Initial

Signed

Pending Signature

Replaced by Alternate

Signed by Proxy

Marked as signed

Declined

Signed DTTM

Displays when the document was signed.

Recycle Sign Status to Initial

Click to reset the signed status to Initial. The system updates the document's signed status for this user to Initial. The user has to sign the document again.

Mark as Signed

Click to set the current row to a signed status of Marked as Signed. Administrators can use this button to indicate that particular users have signed the document offline.

Contact ID

Displays the system-assigned number that uniquely identifies this external contact. As you add contacts, the number is increased by one.

Allow Document View Access

Select to provide this external user with view access to documents associated with this contract. You use the Document View Access link on the Document Management page to authorize internal users to view documents.

Primary Document Owner

Select to indicate that this external user is the primary document owner for all online external collaborations and approvals for documents associated with this contract. This check box becomes available after you select a user ID.

The system verifies that there is only one external user defined as the primary document owner. If there is another primary document owner defined for the contract, the system displays a warning message. To override a previously defined primary document owner, select the check box.

Required to Sign Document

Select to indicate that this external user is required to provide a digital signature for documents associated with this contract. The field is available when you select the Enable External Signatures check box on the Installation Options page.

Document Access

CS_DOC_ROLE_ACCESS

Supplier Contracts, Create Contracts and Documents, Document Management

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

Grant view access.

Dispatch

CS_DOC_DSPTCH_SEC

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Dispatch button on the Document Management page.

Dispatch documents to contacts.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Reset documents to dispatched.

Vendor

Displays the vendor on the purchasing contract.

Version

Displays the version of the document.

Amendment

Displays the number of amendments belonging to this purchasing contract or ad hoc document.

Administrator

Displays the administrator.

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 that 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. 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.

The system has no 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.

Email and Online Signatures: Select to indicate that the document needs to be signed by the supplier online instead of using the Supplier Portal. This option locks the document until the external contact responds back using the Supplier Portal or the document check out is cancelled by the document administrator.

Send as File Type

The file type is the application format that you use as the basis to dispatch a document.

Values include:

Adobe PDF Format:Select to send the file in an Adobe Acrobat PDF format.

See Understanding How to Use Digital Signatures.

Word 2003 XML: Select to send the document by email in a Microsoft Word .xml format.

See Installing and Configuring Microsoft Word and Acrobat Components on Workstations.

Word Document: Select to send the document by email in a Microsoft Word .doc format. This is for use with contacts who might not have Microsoft Word 2003 available, but still want to view the document. Any edits will have to be manually entered into the Microsoft Word 2003 .xml file. This check box appears when you select to render documents in a .doc version using installation options.

See Understanding How to Set Up Digital Signatures.

Preview PDF

Click to preview the document in a PDF format. The system launches a new page and displays the document with any edits.

See Preparing Documents for Signature.

Subject

Displays a system-generated description of the document to be reviewed.

Description

Displays a system-generated description of the document when you send the document to contacts by email. 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.

Original Executed Document

Select to send the original document. This option is available when you are sending separate amendment files, which include files for the amendment process options Amend Contract with Amendment Files and Amendment Files Only, and you also want to 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 that you can select individual attachments.

Related Documents

Select to include related documents in the email with this document. Related documents are those documents that have been created or imported into the document management system. If you attempt to select a related document that has its own dispatch setup, the system prevents the selection. You can attach only related documents that have a document type that uses these applicable statuses: Draft, Complete Statuses Only and Draft, Approve Statuses Only.

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 checkout and check out the current document to incorporate any supplier changes.

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.

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.

Name

Displays the person to whom the email will be sent containing the dispatched document and any attachments and related documents that you select.

Title

Displays the position that is defined for contact.

Email ID

Displays the email address for the contact.

Description

Indicates the origin of the contact. For example, you can add ad hoc contacts for a document or use contacts that are pulled from the Vendor component's Contacts page. This is applicable only if the document is tied to a purchasing contract transaction. The description values are Ad Hod Contact and Vendor Contact.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Approve a document.

Prepare Document for Signatures

CS_DOC_PREPSIGN_SP

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Prepare Document for Signing button on the Document Management page.

Preparing documents for signature.

Route for Internal Signatures

CS_DOC_ROUTE_SIGN

Click the Route for Internal Signatures button on the Document Management page.

Routing documents for internal signatures.

Document Management

CS_DOC_MAINT

Click Worklist on the Home page, select the Sign Review value in the Work List Filters field, and click the document link.

Sign internal documents using digital signatures.

Cancel All Signatures

CS_DOC_ACTIONS_SP

Click the Cancel Signature Process button on the Document Management page.

Confirm that you want to cancel the signature process and to enter comments about the cancellation.

Cancel Supplier Signatures

CS_DOC_ACTIONS_SP

Click the Cancel Supplier Signing button on the Document Management page.

Cancel the external signature process.

Stop Route for Internal Signatures

CS_DOC_ACTIONS_SP

Click the Stop Internal Signatures button on the Document Management page.

Cancel the internal signature process.

Decline Signing Document

CS_DOC_ACTIONS_SP

Click the Decline Signing Document button on the Document Management page.

Decline signing a contract document and to enter comments about the denial.

User

Displays the user ID for an internal user. You use the Internal Contacts/Signers link on the Document Management page to define internal users collaboration and signing settings. The values you define on the Signing Settings tab appear on this page.

Signing Title

This field is optional and displays the title that was defined on the Internal Contacts List page for this user. You use the Signing Settings tab to define the signing title. The field is provided if you intend to bind it into the authored document.

Visible Signer

Displays as selected when this signer has been defined as a visible contract document signer on the Internal Contacts List page. Visible signatures appear on a contract document as opposed to invisible signers, who do not appear in the formal document.

Sign Order

Displays the sequence in which this user will sign the contract document. The system determines the signing order based on the order that you enter on the Internal Contacts List page. When routing the document manually for signatures outside of workflow approval, sign order values are used for sequential routing.

User

Select a user to include for the internal signature routing.

Required to Sign Document

Select to indicate that this internal user is required to sign the document. When you select this check box, the Visible Signer and Sign Order fields become available for entry. This field controls the visibility of the Sign Document button when the contract is routed to the user.

When a user is not required to sign the document, then the user is considered a collaborator or viewer for the document and is not provided signing authority for the document. The user will not see the Sign button or be included in signature routings.

Visible Signer

Select to indicate that this internal user's signature will be visible on the contract document. The field is available if the Required to Sign Document check box is selected. Visible signers are those signers whose signature labels appear on a contract document. Unlike visible signatures, you can also set up a signer with an invisible signature. You can only see an invisible signature in the signature properties of the document, and not in the document itself.

Sign Order

Select to indicate that this internal user's signature will be visible on the contract document. The field is available if the Required to Sign Document check box is selected. If a user is not a visible signer

Signed Status

Displays the status related to whether a signer has signed a document. Values include:

Initial

Signed

Pending Signature

Replaced by Alternate

Signed by Proxy

Marked as signed

Declined

Signed DTTM (signed date and time)

Displays when an internal signer has signed the document and indicates when the signer completed the document.

Sign Document

Click to launch the Microsoft Word .docx or Adobe PDF file and lock the file from any further actions. When the file opens, the system replaces this button with the Upload Signed Document button.

Decline Signing Document

Click to decline signing the document. The system displays the launch the Decline Signing Document page where you can enter comments about the action.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Execute documents.

Create an Amended Version

CS_DOC_VERSIONS_SP

Supplier Contracts, Create Contracts and Documents, Document Management

Click the Create Amendment button on the Document Management page.

Create an amendment.

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.

Recreated Document

Click to compare the current document with a temporarily re-created version of the document. It presents a temporary document as though it has been re-created 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 had 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 that were 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.

Documents Pending Action (Internal)

CS_DOC_PND_PGLT

Opens on login.

View a list of contract documents that are pending your check in, review, approval, or signature. Documents are shown sorted by the cycle due date and created date and amendment created date. This is a general pagelet intended for any administrator or frequent contract collaborator.

Documents by Due Date (Internal)

CS_DOC_DUE_PGLT

Opens on login.

View a list of the most recent upcoming documents ordered by due date. The pagelet includes documents due for you as an administrator as well as other administrator's documents for which you have authorized document access. Only documents with an assigned cycle due date are displayed on the pagelet.

Documents Pending Review (External)

CS_SUPP_PEND_PGLT

Opens on login.

View a list of documents that are pending your review for collaboration or signature. This is an external supplier-side pagelet intended for use with a supplier-facing portal. When a document is routed for external collaboration or sent for online signatures, the document will be displayed on this pagelet for the external user who needs to collaborate or sign the document.

Document Management

CS_DOC_MAINT

Supplier Contracts, Create Contracts and Documents, Document Management

Deactivate documents.

Reactivate documents that have been deactivated.