Setting Up PeopleSoft Supplier Contract Management

This chapter provides an overview of PeopleSoft Supplier Contract Management setup and discusses how to:

• Set up URL database servers and FTP attachment servers and directories for supplier contracts.

• (Optional) Set up PeopleSoft Integration Broker for Microsoft Word and Adobe integration.

• (Optional) Set up digital signatures.

• Define installation options for PeopleSoft Supplier Contract Management.

• Define clause libraries and groups.

• Set up approval types.

• Establish clause classes.

• Map bind variables.

• Set up wizard bind prompt tables.

• Set up document configurator groups and types.

• Define document templates and styles.

• Define default settings for document formats and options.

• Set up user-defined fields.

• Define automatic numbering specifications.

• Set up user preferences.

Note. PeopleSoft Supplier Contract Management uses Microsoft Word extensively for document authoring. Certain multibyte characters are in Microsoft Word that cannot be supported when you integrate with a nonmultibyte PeopleSoft database for clause content in the library. If you are not using a Unicode Standard database, you should not use these special characters. This exception applies to library setup because the system stores this content in its database. This exception does not apply to modified documents after they have been generated.

You also must set up PeopleSoft Supplier Contract Management to enable syndication, contract agreements, approvals, and Verity searching. This chapter does not provide setup requirements for these features. See the corresponding chapters for setup information about these features.

This release of Supplier Contract Management (9.1 Feature Pack January 2012 and forward) supports Microsoft Word 2007 XML, or later versions. If you have existing data in the contract library that was created using Microsoft Word 2003 XML, you must convert your library to move to the Microsoft Word 2007 XML, or later version, format. You can find detailed instructions and information pertaining to the impact of the conversion on My Oracle Support (https://support.oracle.com), note number 1329290.1. Oracle's PeopleSoft continue to support Microsoft Word 2003 XML depending on Microsoft Word licenses purchased prior to January 11, 2010. This is due to the loss of custom XML tags support in Microsoft Word.

Understanding PeopleSoft Supplier Contract Management Setup

This chapter discusses the general setup information that the system uses to control the document authoring system. Using supplier contract authoring for transactional purchasing contracts, purchase orders, and ad hoc document generation requires basic setup to enable authoring. For example, basic document authoring includes:

• The setup of a database server or file-transfer program (FTP) server directories for file storage.

  Either a database server or an attachment FTP server and its appropriate directories must be available for use by the system to store and retrieve files that are used for the clause library and authored documents. Users might consider storing attachments within the database server preferable to storage to an FTP server because data management is more contained in the database server. However, before choosing a database server or FTP server, you should also consider the following:

  • Are you currently using FTP server or database server attachment setup for other products such PeopleSoft eProcurement?

    If so, you would likely use the same setup for Supplier Contract Management.

  • When considering database servers, consider the database platform you are running and any restrictions within the platform that depend on the expected attachment volume and database size.

  • When large volumes of documents are expected consider the benefits of using FTP servers versus database servers for Verity Search Collections.

    Because Verity search collections require the collection be built from a saved file outside of the database, rebuilding collections using FTP servers and a mapped server drive will likely perform better than extracting attachments from the database and storing them to temporary files for builds.

• The installation of Microsoft Office Word 2007, or later version, on workstations for users interacting with the system.

  This is a minimum requirement.

• A basic library setup.

  You use several core setup features to provide the basis for managing the contract library and to establish basic elements of documents. Clause groups and libraries and configurator types and groups help you to organize the library while approval types and clause classes assist in the document approvals.

  Bind definitions, mappings, and source transaction structures enable the document authoring system to apply transactional values to clauses. You can also use these binds in rules.

  Note. This release of Supplier Contract Management (9.1 Feature Pack January 2012 and forward) supports Microsoft Word 2007 XML, or later versions. If you have existing data in the contract library that was created using Microsoft Word 2003 XML, you must convert your library to move to the Microsoft Word 2007 XML, or later version, format. You can find detailed instructions and information pertaining to the impact of the conversion on My Oracle Support (https://support.oracle.com), note number 1329290.1. Oracle's PeopleSoft continue to support Microsoft Word 2003 XML depending on Microsoft Word licenses purchased prior to January 11, 2010. This is due to the loss of custom XML tags support in Microsoft Word.

• Optional configurations.

  These include:

  • Setting up Microsoft Word components on workstations.

    This feature enables selected users to interact directly with the PeopleSoft database from within Microsoft Word to retrieve bind values and clause content.

  • Comparing and rendering document capability.

    This feature enables users to create system-generated comparisons of a current authored document to a re-created or refreshed version of the document. It also enables the rendering of the Microsoft Word .xml authored document into a Microsoft Word .doc or Adobe .pdf format. You should configure this feature if you intend to dispatch documents externally in a .doc or .pdf format versus the default .xml format that requires the use of Microsoft Word 2007, or later version.

  • Enabling automatic numbering.

    The system uses automatic numbering to automatically assign numbers to ad hoc documents, clauses, and sections.

• Installation options.

  These setup features support a variety of processes including requiring approvals for documents and clauses, enabling document types, syndication, and document comparisons. You can also define chunking for Verity searches, enable transaction sources, enable cycle times, setup internal and external collaboration, and setup digital signatures.

• User preferences.

  You use these features to define authorizations for document administrators and librarians, and to delegate document authorizations to other users.

The Supplier Contract Management Helpful Hints appendix provides additional information about setup issues.

See Supplier Contract Management Helpful Hints.

See Also

Understanding Contract Agreements

Setting Up Contract Syndication

Setting Up URL Database Servers and FTP Attachment Servers and Directories for Supplier Contracts

To set up URL database or FTP attachment servers and directories, use the Administer File Attachment component (SAC_ATT_ADMIN).

This section discusses how to:

• Add FTP servers.

• Override FTP Attachment servers.

Note. Setting up database and URL servers is similar except that you only add a database record name, or URL identifier, and do not setup the component directories that are specified for FTP server setup.

Page Used to Set Up Supplier Contract Attachment Database and FTP Servers and Directories

Adding FTP Servers

Access the Administer File Attachments page.

Prior to accessing a component in the system that stores or retrieves files, you must set up an attachment file-transfer program server, and when the server type is FTP, its appropriate directories. The system stores and retrieves attachments for PeopleSoft Supplier Contract Management from the server locations that are defined on this page.

See "Working with File Attachments," PeopleSoft PeopleTools PeopleBook: PeopleCode Developer's Guide

System administrators can configure one or more servers to store attachments. Using this page, system administrators set up new servers and identify the active server. They can add or modify the FTP root folder and the component-specific subfolder for FTP servers. Administrators set up the attachment server and directories to operate:

• Microsoft Word document templates.

• Clauses.

• Sections.

• Document configurator maintenance.

• Contract entry agreement attachments.

• Agreement result attachments.

• Document maintenance.

File Attachment Servers

Use this grid to add file transfer protocol servers. Click the Add FTP Server button to add a server.

Component Subdirectories

Use this grid after you set up the FTP attachment server to specify specific server subdirectories for the appropriate components. This enables you to segregate and better manage files on the FTP server as they pertain to contracts.

Note. Component subdirectories are only applicable to FTP server types, not database or URL servers.

The next table provides examples of how you can set up subdirectories. You can select any path name you want for a subdirectory. You set up subdirectories for these components:

Overriding FTP Attachment Servers

You can override the attachment server defined during the installation of the PeopleSoft system. When you override the installed server, you can define and use an attachment server specifically for PeopleSoft Supplier Contract Management-related documents and attachments. You use the Override Attachment Server ID field to point to a specific attachment server ID in cases where you are currently using database server attachments in your system only for products other than PeopleSoft Supplier Contract Management. You should evaluate the need for using the FTP Attachment Server feature during the initial setup of the product.

Warning! Overriding an attachment server should be an exception and only performed when absolutely necessary. Overriding the server also affects the use of Verity searching in PeopleSoft Supplier Contract Management. If you choose to use a database server for Supplier Contract Management the Attachment Server Override values must be left blank.

You can use a contract-related attachment server if you need to isolate supplier contract-related attachments from the primary attachment server that is used for all other applications. This feature is primarily intended for when you are already using the database attachment server for all other products, and are ready to begin using PeopleSoft Supplier Contract Management, but prefer the Supplier Contract Management server to be FTP-based versus a database server. So after defining the database attachment server during system installation, you can use the Override Attachment Server ID field on the Supplier Contract Management Installation Options page to define the FTP attachment server for use within Supplier Contract Management only.

When the installation-wide setting is set to a database server, and if you are using a database server for all other types of attachments across the installation, then any other features that store attachments, other than within PeopleSoft Supplier Contract Management document pages, will continue to be stored in the database server and cannot be searched using Verity. Also, if you have attachments tied to an actual purchasing transactional contract or requisitions that are part of a contract, when you create a supplier contract document tied to the transactional contract, these associated or related database attachments cannot be searched using the Verity Search page because Supplier Contract Management searches and indexes FTP server files only.

Note. The Override Attachment Server ID field is used for all supplier contract authoring-related attachments with the exception of header and line attachments existing within the Contract Entry or Purchase Order components. If the Contract Entry or Purchase Order header and line attachments are stored in a database server, you cannot include them in Verity searches.

If you plan to use two FTP attachment servers and neither one is a database type server, you can use one for the installation-wide setting and use a unique one for PeopleSoft Supplier Contract Management. You can use these steps to override the installed server:

1. Select Setup Fin/SCM, Common, File Attachments to create additional server IDs on the Attachment Server page.

   Note. This setup only applies to FTP attachment server types. You also have the option to use a database attachment server instead of a FTP attachment server.

2. Set the active server to the one that you want for all other applications.

3. Remember the server ID for the server that you want to use for PeopleSoft Supplier Contract Management.

4. Access the PeopleSoft Supplier Contract Management Installation Options page.

5. In the Override Attachment Server ID field, select the server ID for the server that you want to use for PeopleSoft Supplier Contract Management.

   When you enter a value in the Override Attachment Server ID field, the system displays a message indicating that the field should normally be left blank.

6. Click Save.

After overriding the attachment server, you can continue with the PeopleSoft Supplier Contract Management setup process as you normally would.

See Also

Supplier Contract Management Setup Needs

(Optional) Setting Up PeopleSoft Integration Broker for Microsoft Word and Adobe Integration

This section provides an overview of system setup for Microsoft Word configuration files and PeopleSoft Integration Broker and discusses how to:

• Set up PeopleSoft Integration Broker window servers for use with Microsoft Word and Adobe Acrobat .

• Install and configure Microsoft Word and Acrobat components on workstations.

Understanding System Setup for Microsoft Word Configuration Files and PeopleSoft Integration Broker

Microsoft Office Open XML integration is a core requirement of PeopleSoft Supplier Contract Management. You can use Microsoft Word 2007, or later version supporting the Microsoft Office Open XML format, to check out and edit clauses, sections, ad hoc configurator clauses, and contract documents. You should begin system setup with a Word 2007, or later version, .XML template (upload).

In addition to standard editing of content with Microsoft Word, an optional, real-time integration between Microsoft Word and the PeopleSoft clause library is available. This integration enables clause librarians to search for bind variables and clauses when developing clause content. Using an optional search feature, contract specialists and collaborators can search for, locate, and retrieve binds and clauses while maintaining the authored contract.

To use Microsoft Word editing features and the Research task pane search requires that you set up workstations on local systems and define settings for PeopleSoft Integration Broker service operations. This section describes the basic steps for setting up both systems. After activating system-supplied service operations in Integration Broker, you can install and configure Microsoft Word components on workstations to interact directly with the PeopleSoft database.

For example, if you are creating a contract clause that requires an inspection process that has been described in another clause, you don't have to navigate to and view the clause using application pages. You can use the Research task pane functionality to search for the clause directly from Microsoft Word and insert the content of the clause or alternate clause directly into the document that you are creating. Optionally, you can click a link that is provided for each clause from the search results, which accesses the specific clause and its details in the document authoring system.

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

The following sections describe special Microsoft Word setup conditions for use with PeopleSoft Supplier Contract Management. They include:

• Microsoft Word installation.

• URL configuration for use with clause searches.

Microsoft Word Setup on Workstations

After you install components on the workstation, you can use the Microsoft Word - Research task pane to search for and to add binds and clauses to contract documents. In the clause search results, the system provides a URL so that you can navigate to the clause in the contract library of the PeopleSoft database.

The following example shows how the Research task pane might appear after you have performed a search for the word WARRANTY in a clause ID, description, or title:

When you search for a clause, the frame displays the first 300 plaintext characters of full text and by reference text that are defined in the clause definition. You can use the Actions button to insert either the formatted full text or by reference text into the document that you are maintaining.

When you search for binds, you use the Actions button to insert the bind value and markers where the cursor is positioned in the Microsoft Word document.

Note. You can uninstall the Microsoft Word integration by running the setup.exe program again. Any time you change the settings in the configuration file, you need to uninstall and run install again for the new settings to take effect.

Integration Broker Setup to Enable Workstation's Word Research Task Pane Searches

A service operation definition consists of general information about an operation, such as its name and alias if one has been defined. It also specifies an operation type, which determines how the operation is to be processed, synchronously or asynchronously. The CS_SEARCH_BINDS and CS_SEARCH_CLAUSES are processed synchronously, meaning that the system waits for a response to the message. These two service operations allow specialists and librarians to access clauses and binds from within Microsoft Word using synchronous messages.

In addition, the service operation definition contains routings, which determine the direction, inbound or outbound, of the service operation. A service operation has one or more handlers, which contain and run the programming logic for sending or receiving the message and manipulating service operation content.

See Incoming and Outgoing Request Flows, "Understanding PeopleSoft Integration Broker," PeopleTools PeopleBook: Integration Broker

To prepare the system to use Microsoft Word task pane services to connect to PeopleSoft databases to search for end-user bind variables and clauses:

1. Configure the gateway if it's not already configured for the database.

   The integration gateway is a platform that manages the receipt and delivery of messages that are passed among systems through PeopleSoft Integration Broker. Information defined for the gateway relates to the config.txt file that you update to define servers. The gateway manager maintains links to the other integration gateway components, including target connectors and listening connectors. Listening connectors invoke the gateway manager when they receive a message request.

   The gateway manager invokes the appropriate target connector based on the content of the message object and waits for a reply from the target connector. When the reply is received, the gateway manager forwards the reply to the calling listening connector. PeopleSoft Supplier Contract Management delivers the LOCAL gateway configured to exchange information with the PeopleSoftServiceListeningConnector in the URLs for bind and clause searches.

   Note. If the gateway is not configured, the database administrator should perform this task.

   See "Managing Integration Gateways," PeopleTools PeopleBook: Integration Broker

2. Set the CS_SEARCH_BINDS and CS_SEARCH_CLAUSES service operations to Active.

   Oracle delivers the service operations in PeopleSoft Integration Broker with a default status of Inactive. You must activate each service operation before attempting to send or receive data from a third-party source or another PeopleSoft system, such as Supply Chain Management.

   To specify messages for the service operations, and to set them to an Active status:

   1. Select PeopleTools, Integration Broker, Integration Setup, Service Operations.

   2. Select CS_SEARCH_BINDS and CS_SEARCH_CLAUSES, alternately in the Service Operations field.

   3. Click Search.

      The service operation appears.

   4. Click the Service Operation link.

      You specify messages for service operations in the Message Information section of the Service Operations - General page. Because the CS_SEARCH_BINDS and CS_SEARCH_CLAUSES are already available, they appear in the section. These messages define the structure of the data that is contained in the service operation. The service operation type determines the number of messages and message types (request or response) that you specify.

   5. Set the CS_SEARCH_BINDS and CS_SEARCH_CLAUSES services to Active using the Active check box in the Default Service Operation Version group box.

   6. Select the Handlers tab.

      The page provides summary information about handlers that have been added to an operation. Two individual server processes work together to handle incoming requests. One server process functions as a dispatcher, while the other functions as a handler. You can specify an application class as a handler for a service operation. The CS_SEARCH_BINDS and CS_SEARCH_CLAUSES use an application class handler.

      See "Sending and Receiving Messages," PeopleTools PeopleBook: Integration Broker

   7. Ensure that Active is selected in the Status field on the Handlers tab.

   8. Click the Save button.

   9. Select the Routings tab.

      This page provides access to routing information that has been added to an operation. Routings determine the direction, inbound or outbound, of the service operation. The routing page is where you specify the sending and receiving node. The Sender Node field value should be ANY for both the CS_SEARCH_BINDS and CS_SEARCH_ CLAUSES operations. The Receiver Node field value should equal the value for the database's default local node. This value appears on the Nodes page and contains Y in the Local Node Name column for the node.

   10. Select the Active check box.

   11. Click the Save button.

       See Understanding Integration Setup, "Appendix: Integration Scenarios," PeopleTools PeopleBook: Integration Broker

3. Set the CS_DOC_CHL queue status to Run.

   A queue isolates different groups of service operations from each other. The CS_DOC_CHL queue queues the CS_SEARCH_BINDS and CS_SEARCH_CLAUSES for processing.

   See "Managing Service Operation Queues," PeopleTools PeopleBook: Integration Broker

   To set the queue status:

   1. Select PeopleTools, Integration Broker, Integration Setup, Queues.

   2. Ensure that Run is selected in the Queue Status field.

   3. Click the Save button.

See "Managing Service Operations," PeopleTools PeopleBook: Integration Broker.

See Setting Up Service Operations, "Implementing Integrations," PeopleTools PeopleBook: Integration Broker.

URL Configuration for Use with Clause Searches

Linking to clauses requires an extra task. To link to clauses from within a Microsoft Word - Research task pane, you also need to establish a URL that will appear as the clause name in Microsoft Word. You must define a server and location for the EMP_SERVLET URL. To access the URL, select PeopleTools, Utilities, Administration, URLs. Search for the EMP_SERVLET URL identifier. Enter a partial PeopleSoft Internet Architecture URL in the URL field. An example of the formatting appears on the page. An entry might be, for example, http://pfas027.peoplesoft.com:8001/psp/e900r20bnt/EMPLOYEE/. See the previous example to view how the URL appears in a Microsoft Word page.

See Integration Broker Setup to Enable Workstation's Word Research Task Pane Searches.

See Also

Understanding Microsoft Word Integration with Supplier Contract Management

Pages Used to Set Up PeopleSoft Integration Broker and Microsoft Word Configuration Files

Setting Up PeopleSoft Integration Broker Window Servers for Use with Microsoft Word and Adobe Acrobat

This section discusses the Integration Broker setup needed for initiating optional server-side comparisons of Microsoft Word files, rendering of .doc or PDF files, as well as rendering PDF or .docx files for preparing the read-only version of documents for capturing digital signatures.

You have to prepare the system to render contract documents in PDF, .doc, and/or .docx file formats by setting up a Microsoft Windows-based server machine, such as Windows 2000 or Windows XP, to render contract documents. For this functionality the dedicated shared Microsoft Windows-based server also needs to have an application server installed that is used for internal messaging between the application servers the Supplier Contract Management users use and the Microsoft Windows application server for special server- side processing. To setup the Microsoft Windows server machine, ensure that:

• PeopleTools is installed.

• An application server domain has been created for your system.

• A copy of CSDOCUTL.DLL is in the %PSHOME%/BIN/SERVER/WINX86 directory before the application server is booted up.

  This DLL enables server-side processing of Microsoft Word files and is used when comparing documents, dispatching documents in .doc file type, and preparing documents for digital signatures using Adobe Acrobat (.pdf) or Microsoft Word 2007, or later version, (.docx). The CSDOCUTIL program interacts with Microsoft Word and Adobe Acrobat on the windows server machine using an internal synchronization message call when you render a .doc or PDF file for dispatch or when you prepare a PDF or .docx file for digital signature.

• Adobe Acrobat 8 Professional (or later versions) is installed if you plan to use Adobe Acrobat digital signatures, or dispatching documents in PDF.

  Note. When using Adobe PDF format for digital signature purposes, contract administrators who are designated for preparing and enabling signature rights must also have a copy of Acrobat 8 installed on their client workstation.

• Microsoft Word 2007, or later version, is installed if you plan to use Microsoft Word digital signature service.

After installing Adobe Acrobat, you have to delete the installed Adobe PDF printer and install it again and update Adobe settings. When re-installing a printer:

1. Access the Add Printer Wizard page by selecting Start, Control Panel, Printers and Faxes, Add Printer, and clicking Next. This example illustrates the Add Printer Wizard window:

2. Select Local Printer attached to this computer.

   Ensure that the Automatically detect and install my Plug and Play printer check box is deselected.

3. Click Next, and select the Desktop\*.pdf {Adobe PDF Port} value in the Use the following port field on the Add Printer Wizard/Select Printer Port window.

4. Click Next, and then click the Have Disk button on the Add Printer Wizard/Install Printer Software window.

5. Select the Browse button on the Install From Disk window to locate the AdobePDF.inf file. Select the AdobePDF folder as shown in this example:

6. Select the Adobe PDF Converter printer at the top of the list and click Next.

7. Select to keep the existing driver on the Add Printer Wizard - Use Existing Driver window, and click Next.

8. Enter Adobe PDF for printer name on the Add Printer Wizard/Name Your Printer window and select No to indicate that you do not want this to be the default printer, then click Next.

9. Select Do not share this printer on the Add Printer Wizard: Share Printer window and click Next.

10. You can print a test page or select No and click Next to complete the wizard.

11. Access the properties for the installed Adobe PDF printer, and click Printing Preferences on the General tab. The next window appears:

12. Deselect the Rely on system fonts only; do not use document fonts check box.

13. Click OK, and then select the Advanced tab, and select Printing Defaults. Also, deselect the Rely on system fonts only; do not use document fonts check box.

    If Adobe Acrobat is installed, it is recommended that you check the option to delete log files. These files are created when dispatching a contract document in PDF or preparing document for digital signature. You access the page by launching Acrobat Distiller and selecting Edit, Preferences. This example illustrates the Preferences window:

    Note. You use Acrobat Acrobat when a file is being converted to PDF from a Microsoft Word XML Document format to support Adobe digital signature or to dispatch a contract document in PDF.

Installing and Configuring Microsoft Word and Acrobat Components on Workstations

After you set up the messages and the integration gateway, you can optionally install and configure Microsoft Word for use with task panes, including the Research task pane for bind and clause searches. This is typically setup for contract administrators who want to access the clause library from within Microsoft Word.

In addition, if you intend to enable digital signatures using Adobe PDF format, each contract administrator who needs to prepare, sign, and most importantly enable signature rights for others to sign a document using the Adobe Reader must have Adobe Acrobat 8 Professional installed on their workstation.

To install and configure Microsoft Word for use with the Research task pane:

Microsoft Word Research Task Pane Workstation Installation

Oracle delivers setup files on the product installation CD that are necessary for this integration. A setup directory containing files for installing and configuring Microsoft Word is available on the CD when you follow this path: setup\SupplierContractMgmt\eng. You can copy the files from this folder to each workstation, or you can run the setup executable file directly from the CD, after you have edited the settings in the configuration file (config.txt).

Note. You can install the CD to the path you choose.

This setup utility must be run on the workstation of each user who wants to use the Microsoft Word task pane integration with PeopleSoft Supplier Contract Management. Normally, this would be the contract specialist. The setup files add information to the registry that is specific to Microsoft Word, which shows up as two additional Microsoft Word - Research task pane services. Within Microsoft Word, you can enable the Research task pane by pressing the Alt key and clicking the mouse. You can also access the page by selecting the Review tab, and then selecting the Research button using Microsoft Word 2007, or later version.

After the setup is complete, when you open the Research task pane, the drop-down menu displays the search values PeopleSoft Search For Clauses and PeopleSoft Search for Binds.

To enable this functionality, you must update the config.txt file in the directory before you run the setup.exe program. The config.txt file contains information that needs to correspond to the PeopleSoft environment configuration and version of Microsoft Word being used. Uniform resource locators (URLs) that are listed in the file need to point to the machine name of the gateway that has been configured for the database for messaging. In addition, you need to update the URLs to contain the corresponding default local node for the database. The config.txt file contains < > markers that indicate what you need to update. Update these URLs:

ClauseQueryPath=http://<insert server name here>
/PSIGW/PeopleSoftServiceListeningConnector?From=PSFT_XINBND
&To=<insert default local node here>
&MessageName=CS_SEARCH_CLAUSES&MessageVersion=VERSION_1
ClauseServiceName=Peoplesoft Search For Clauses  

BindQueryPath=http://<insertserver name here>
/PSIGW/PeopleSoftServiceListeningConnector?From=PSFT_XINBND
&To=<insert default local node here>&MessageName=
CS_SEARCH_BINDS&MessageVersion=VERSION_1 
BindServiceName=Peoplesoft Search For Bind Variables

Here is an example of how the URLs appear after you insert the machine name for the gateway and the default local node:

ClauseQueryPath=http://ple-machine/PSIGW/PeopleSoftServiceListeningConnector?From=
PSFT_XINBND&To=PSFT_EP&MessageName=CS_SEARCH_CLAUSES&MessageVersion=VERSION_1

BindQueryPath=http://ple-machine/PSIGW/PeopleSoftServiceListeningConnector?From=
PSFT_XINBND&To=PSFT_EP&MessageName=CS_SEARCH_BINDS&MessageVersion=VERSION_1

Another parameter in the config.txt file that needs to be verified and updated, if necessary, is the version number for Microsoft Word. Use 12.0 for Microsoft Word 2007 and use 14.0 for Microsoft Word 2010. Here is an example of the version setup for Microsoft Word 2007 client usage of the research pane integration:

;For Word 2007 use 12.0
[WordVersion]
Version=12.0

Use the Gateways page to set up and define the gateway. To access the page, select PeopleTools, Integration Broker, Configuration, Gateways.

While you must update the machine name for the server and default local node (the to parameter) in the config.txt file, you need to change the PSFT_XINBND node only if you want to change the node to be another external node. The from node can be any external node.

The following labels in the config.txt file appear in the Microsoft Word - Research task pane as the service names. You can change the labels.

BindServiceName=Peoplesoft Search For Bind Variables
                
ClauseServiceName=Peoplesoft Search For Clauses

Note. When you are working with Microsoft Word, you do not need to be signed in to a database; however, the gateway for the database to which the config.txt file points must be running. If it's not running, the search does not produce results. The system uses a synchronous message to which it posts the request in the Research task pane and the reply is a message with any clauses or binds in it.

After updating the config.txt file:

1. Disseminate all files in the setup directory to user machines for configuration and complete the remaining steps on each machine.

2. Close all instances of Microsoft Word.

3. Run the setup.exe program.

4. Define the folder where you want to store the .dll file that you use to integrate PeopleSoft Supplier Contract Management with Microsoft Word.

5. Open a version of Microsoft Word 2007 or later version.

6. Using Microsoft Word, select Tools, and then select Research.

   The Research frame appears on the left side of the window.

7. Enter a string or word in the Search for field.

   When searching for a clause value, the system searches through the clause IDs, descriptions, and titles. When searching for binds, the system searches through bind names and descriptions. The search is not case-sensitive.

   Note. When running on Oracle and MSS database platforms, the search also searches the full text field.

8. Select a value from the list that is below the Search for field.

   Select PeopleSoft Search for Bind Variables to search for binds.

   Select PeopleSoft Search for Clauses to search for clauses.

   Note. These values are delivered by PeopleSoft; however, you can change them in the config.txt file.

9. Click the button with the green arrow to initiate the search.

   The button changes to red as the system performs the search. When the search is complete, the system displays the results of the search in the Research frame. All results that meet the search criteria appear in the frame.

   Note. Due to client processing size limitations, the system returns only the first 20 clauses that meet the search criteria. If more than 20 clauses meet the search criteria, the system displays a message at the top of the results that indicates that only the first 20 results appear.

To complete workstation setup for Adobe Acrobat 8 Professional, users who enable signatures should deselect the option to display the PDF in their browser after Adobe Acrobat is installed on their workstation. This is required so that the specialist can properly sign and certify signature files after preparing them within PeopleSoft Supplier Contract Management. The system launches Adobe Acrobat on the specialist's workstation as part of the document preparation process. To deselect to display the PDF in the browser:

1. Launch Adobe Acrobat on each workstation.

2. From the Adobe toolbar, select Edit, Preferences, and select Internet from the Categories scroll area.

3. Deselect the Display PDF in browser check box.

(Optional) Setting Up Digital Signatures

This section provides overviews of:

• How to set up digital signatures.

• Adobe Acrobat digital signatures.

• Microsoft Word digital signatures.

Understanding How to Set Up Digital Signatures

This section discusses

• Digital signature overview and considerations.

• Methods used to create signature clauses.

• Digital signature set up steps.

Digital Signature Overview and Considerations

PeopleSoft Supplier Contract Management provides the capability to use third-party digital signatures for internal as well as external users to sign off on contract documents. Digital signatures are cryptographically-based signature assurance schemes. They are often used in the context of public key infrastructure (PKI) schemes in which the public key used in the signature scheme is tied to a user by a digital identity certificate issued by a certificate authority.

Digital signatures provide:

• Document integrity that verifies the document content has not been altered.

• User authentication that verifies the document came from the person you think sent it.

• Non-repudiation that verifies a level of proof regarding who electronically signed the document and what they signed.

Implementation considerations for which technologies you use with digital signatures include:

• Adobe Acrobat product (.pdf)

  Using Adobe Acrobat enables you to prepare a .pdf document for signature purposes from a Microsoft Word document. This enables internal and external users to sign documents using Adobe Reader. To enable this feature when you using Microsoft Word, you must have a copy of Adobe Acrobat 8 on the same Windows application server as the Microsoft Word installation used to do document compares or .doc format dispatches.

  See Setting Up PeopleSoft Integration Broker Window Servers for Use with Microsoft Word and Adobe Acrobat.

  When documents are ready to be prepared, the document administrator clicks the Prepare for Signature button on the Document Management page. This renders the document as a .pdf file on the server-side, and then launches the PDF document on the client so that specialists can enable and certify (sign) the document. Each document administrator must also have Adobe Acrobat version 8 on the client in order to enable the document so that others may sign it using the Acrobat Reader and certify it by indicating that the document is signed and certified.

• Microsoft Word (.docx).

  You can prepare a signable Microsoft Word 2007, or later version, document instead of a PDF. This method uses Microsoft Word to prepare a signable .docx file of the document instead of a PDF. The .docx file version of the document is intended for signing purposes only. Because this option requires all internal and external users to use Microsoft Word 2007, or later version, for signing purposes, you might find that it is more limited than using a PDF where the Adobe Reader is more readily available to all internal and external users.

  See Signing Documents Using Digital Signatures.

• Internal and external signatures.

  PeopleSoft Supplier Contract Management enables the collection of internal and external signatures. Depending on the organizations needs the document administrator can determine when to prepare documents for signature and when to collect them. For example, for a given document type, you can specify to collect internal signatures before, during, or after approval. And, likewise, send documents to contacts and dispatch documents to collect external signatures before or after approvals, and before or after internal signatures.

• Online external signatures.

  As part of setting up digital signatures, you can also optionally define a framework that includes suppliers in document collaboration and online review and approval processes including the ability to sign the document. This requires that you have a supplier-facing web site available for external users to access contract documents for collaboration, review, and signatures. You can also choose to configure the system so that external signatures are always collected when sending or dispatching a PDF using an email attachment. If you select this method, external users sign and send the PDF back to the administrator, who then uploads the signed document on behalf of the external user.

• Visible and invisible signatures.

  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. You can use an invisible signature, for example, when you want to track a signature for non-repudiation purposes, but do not want to show the signature within the document itself.

  Invisible signatures still require a signature postscript placeholder image file that is unique. In setting up signatures for a document, and you know there are five invisible signers, then you will need five invisible signature placeholder files. Inside the placeholder file, the title can read invisible signer one, invisible signer two and so on. You can use any signature label that you want to provide the invisible signers.

Note. Using digital signatures to sign contract documents is described in the Managing Document Life Cycles chapter.

See Signing Documents Using Digital Signatures.

Methods Used to Create Signature Clauses

You can set up digital signature clauses using these methods:

• Generic signature fields.

  This method is the recommended method for digital signature. You use a generic signature field for a given signature role, such as contract specialist, director, or vice president. These generic signature fields are defined within postcript text files that are then inserted as images into the Microsoft Word version of the clause.

  To create a signature field, you copy a postscript file from Windows Explorer into a Microsoft Word document. The field will appear as a blank image in the Microsoft Word document. When a contract document is ready for digital signature, it is converted to a PDF and the blank image is converted to a signature field where it can be signed. A signature field is a placeholder for a signer to sign in. The signature image in a PDF will appear as a rectangular box.

  When, for example, a director actually signs the signature field in a PDF, the signature information for the director can contain the visible details about him such as his name, title, and an image of his signature. This is the digital ID used in Adobe Acrobat. Using generic signatures are recommended because they reduce the maintenance of clauses and configuration of the system.

  Note. The PeopleSoft Financials/Supply Chain sample database contains some sample Microsoft Word clauses named CL_SAMPLE_PDF_SIGN1 (2,3) for reference and use. These are sample clauses where a postscript file has been inserted into Microsoft Word as described later in this section.

  See Understanding Adobe Acrobat Digital Signatures Using Postscript Files.

• Specific user-signature fields.

  This method for creating signature clauses provides each individual signer a unique signature field. With this method, you create a postscript file using the PeopleSoft-delivered file with a specific signer's name in the file. Then, you create a unique clause with the created postscript file. You use rules to include the correct signature based on who the signer is for that document. This setup is not generally recommended because of long-term maintenance issues, but may work well if an organization typically has only a few specific signers for documents.

  Note. In Adobe Acrobat, an advantage of using specific user-signature fields for each signer instead of generic fields is that the signer's name appears within the PDF list of signers so they can click on their name to obtain the signature field. This is instead of checking for a generic field such as director. However, with generic signature fields, you can also have the specialist manually change the PDF to replace the title with the signer's name as part of the document signature preparation.

• Signature list on the document header versus signature fields in the document.

  Within Document Management a list of signers is specified for each contract document. The list can be defaulted for each contract administrator. This list controls if a user is to have access to the Sign Document button on the Document Management page for signing, as well as routing a document internally before or after approvals for signatures depending on configuration. Separately, but as important, is the signature field provided for each of the signers within the document as previously discussed using postscript file for PDF. Depending on the variability of digital signatures required for your various documents the setup for this may be simple or more complex rules driven. For example, a simple approach is to always include a single signature clause with the number of signatures in the file, because it will always match n number of signers within the document header list.

  A slightly more complex way to include a signature could be to provide a wizard question specifying the number of signers to drive a rule including the write signature clauses. And, using a more sophisticated solution is to use or create your own rule that includes the correct signature clauses based on the number of signers specified for a given document.

  If you are using Adobe Acrobat digital signatures, a signature field in a clause is created by inserting a picture using the signature postscript file. A sample postscript file is delivered by Oracle, but it has to be edited to show the signer's name or title. If you are using Microsoft Word digital signatures, a signature field in a clause is created by inserting a Microsoft Word signature line where you specify the signer's name, title, and email address.

  Note. When you use Microsoft Word 2007, or later version, you don't need the image files. You insert the signature field using Microsoft Word - Signature Line and place the binds below the signature fields. You still insert the signers generically.

Digital Signature Set Up Steps

To set up digital signatures:

1. Setup PeopleSoft Integration Broker to enable rendering of signature documents.

   Note. Consider verifying your setup for server processing by performing a trial run for sending the document to contacts using the PDF format. Click the Send to Contacts button on the Document Management page to perform the test.

   See (Optional) Setting Up PeopleSoft Integration Broker for Microsoft Word and Adobe Integration.

2. Update installation options to enable internal and external signatures and indicate the signature method.

   Using installation options, you enable digital signatures for the PeopleSoft Supplier Contract Management installation. You can select to use either Adobe Acrobat or Microsoft Word 2007, or later version, for digital signatures. In addition, you can update the generic templates used for signatures to meet the organizations needs. These templates are the email messages associated with the digital signature process. You use the Generic Template Definition page to make changes to the instructions and message text. To access the page, select PeopleTools, Workflow, Notifications, Generic Templates.

   Note. You must enable digital signatures on the Installation Options page before you can use them with document types.

3. Enable internal and external signatures for appropriate document types.

   If you are using document types as recommended, you must enable digital signatures for each document type requiring digital signatures. You cannot change the digital signature method. The system automatically uses the installation setting. Additionally, you can set document types to control whether to capture signatures before, during, or after approvals.

4. Set up the supplier-side to enable online signatures.

   The system enables the email dispatch of a signature file for the supplier without having to setup supplier portal access. However, when you enable supply-side integration with PeopleSoft Supplier Contract Management, you can optionally have the supplier access the file for signing directly online. When taking this approach you use the Send to Contacts and Dispatch functionality to notify the supplier using email with URLs that provide supply-side users with links directly to the supply-side web site.

   See Signing External Documents.

5. Create postscript signature files to use in signature clauses and sections as placeholders for digital signatures.

   The system provides two sample postscript files, one for visible signatures and one for invisible signatures.

6. Create sections and clauses with signature placeholders.

   The system supplies some samples of this within the sample database CL_SAMPLE_PDF_CLAUSE1, 2, and 3 for reference. These clauses contain some sample inserted postscript files from step 5.

7. Add signature placeholders sections and clauses to document configurators.

8. Add a document that uses the digital signatures.

   This includes adding or defaulting signers to the document header and creating the authored document that can also use rules to determine proper signature clauses. Also, prepare the document for signatures and route it to each signer through the internal and external signature processes.

   To map supplier-side users to a contract, use the Vendor Contact page to define external contacts for signing.

   The routing and signing process is described in the Managing Document Life Cycles chapter.

   See Signing Documents Using Digital Signatures.

Understanding Adobe Acrobat Digital Signatures Using Postscript Files

To create a signature field for Adobe Acrobat documents, you use a postscript file to insert a signature field when editing a clause, section, or contract document in Microsoft Word. A signature field displays as an image in the Microsoft Word document. When a contract document is prepared for signature, the system converts the document to a PDF and the signature fields are displayed as Adobe Acrobat digital signature fields and signers can sign the document using Adobe Digital IDs.

A sample postscript file is included in your installation directory. For each signature field or signer in a contract document, you should:

1. Open a copy of the postscript file (SignatureField.eps) in Notepad (or other text editor), edit the text after the /T symbol, and save the file as a <filename>.eps extension.

   You can either enter the same text for the /TU for tooltip on the signature field, or you can delete the line.

2. Edit the appropriate clauses in Microsoft Word, and from the toolbar, insert the file (Insert, Picture, From File) and select the appropriate <filename>.eps file that you just saved.

   The image appears within the clause as an empty highlighted box. This is the signature field that will convert and display within the PDF after the document is authored with this clause and prepared for signature.

Adobe uses a postscript image placeholder file to insert signature boxes into a contract document. Adobe places a special postscript signature placeholder file image in the document, such as within a clause or section to gather signatures. When the document is converted to a .PDF, the placeholder field becomes the signature area in the document and enables signers to sign the document using digital IDs.

This example illustrates the delivered postscript SignatureField.eps file:

%!PS-Adobe-3.0 EPSF-3.0
%%BoundingBox: 0 0 200 50
%%Title: (Signature Field)
%%Creator: (Adobe Systems Inc.)

% This example illustrates how to define a signature field
% Each signature field used in a document must have a unique name identified by⇒
 "Signature1" at the end of this file

% Set __pdfMark__ true if pdfmark is already defined
%%BeginPDFMarkPrefix
/pdfmark where {
pop
/__pdfMark__ true def
}{
/pdfmark {cleartomark} def
/__pdfMark__ false def
} ifelse
%%EndPDFMarkPrefix

% Includes these required entries:
% Fields (the array from where all fields in the form can be found)
% NeedAppearances boolean, set to true so field appearances are generated when the⇒
 document is opened
[ /_objdef {afields}
/type /array
/OBJ pdfmark
[ /_objdef {aform}

/type /dict
/OBJ pdfmark
[ {aform}
<<
/Fields {afields}
/NeedAppearances true
>>
/PUT pdfmark

[ {Catalog}
<<
/AcroForm {aform}
>>
/PUT pdfmark
%%>> %End AcroForm

% Actual signature field Signature field
[
/Subtype /Widget
/Rect [ 0 0 200 50 ]
/F 4
/T (Signature1)
/TU (Signature1)
/FT /Sig
/Ff 0
/MK << /BC [0 0 0] /BG [1 1 1] >>
/BS << /W 1 /S /S >>
/ANN pdfmark 

%%EOF

Note. Each of these signature placeholder image files must have a unique signer name as the /T symbol in the SignatureField.eps postcript file when the system creates the document. So, if the created document has three signature fields, the /T value specified in each of the postscript file must be different. PeopleSoft Supplier Contract Management provides visible and invisible signature postscript files. You can edit the postscript files to create as many unique files as you want with either generic signature titles or specific names embedded in the file.

Note. Clauses with signature placeholders cannot be repeating clauses. Otherwise you could have created one clause with one signature file image in it and then treated it as a repeating clause against a list of signers. A signature field must be unique within the document based on signer name.

Understanding Microsoft Word Digital Signatures

You create a signature field in the Microsoft Word document using the Microsoft Word - Signature Line feature. So, if you were to create a signature clause, edit the clause content in Microsoft Word, and insert the signature line object. When the entire contract document is prepared for signature, it will be converted to .docx file format where signers will be able to sign the document. The .docx file format is intended for signatures only and the .xml file remains as the editable document. After the signature process begins, the .xml contract document is in a read-only state and cannot be modified. The system will not display the Edit Document button.

The setup for Microsoft Word signatures requires that you edit the Microsoft Word versions of the signature clauses using Microsoft Word 2007, or later version, but in the .xml format, adding the appropriate signature fields within the clause. Generic signatures are recommended when possible. When using Microsoft Word to capture signatures you use generic signatures instead of using postscript files that were previously described for Adobe/PDF signature method.

Note. The requirement for using the .docx format is that all signers, both internal users and external suppliers, must use Microsoft Word 2007, or later version. Unlike the PDF format the .docx format is still a Microsoft Word document and in certain statuses can be edited. After the first signature, for example, the contract specialist, is placed on the document and the .docx file can no longer be modified itself unless all signatures are cleared. Therefore, you should take care when using a .docx format to ensure that the contract specialist signs the document as part of the prepare process, and as a follow-up ensure that the document signatures have not been cleared by other users.

Additionally, you must set the installation option Signature Method field value to Word and setup for installing Microsoft Word 2007, or later version, on the server.

See Understanding System Setup for Microsoft Word Configuration Files and PeopleSoft Integration Broker.

Defining Installation Options for PeopleSoft Supplier Contract Management

To set up installation options, use the Installation Options component (INSTALLATION_CS).

This section provides overviews of document comparisons and rendering and document comparison and rendering setup and discusses how to define installation options for PeopleSoft Supplier Contract Management.

Understanding Document Comparisons and Rendering

Document comparisons enable you to compare the current document to a temporarily re-created, refreshed, or last-executed document. Last-executed documents are available only when you are working with amendments. The system compares the current document to a temporary document using the normal Microsoft Word - Compare Document feature without you accessing it through Microsoft Word. In addition, you can compare any two document versions from history for an understanding of changes between different Microsoft Word-based checked-in versions.

The resulting output document highlights the differences between the documents you chose to compare. You can use this feature to determine what the impact of doing a document refresh or re-creation would be and what changes you would lose or gain as well as to see what changes were made to specific versions in history.

Document rendering is the process in which the system provides files in a .doc or a .pdf format to users who do not want to use Microsoft Word to view the documents. When the system creates XML documents, they are meant to be opened only using Microsoft Word. If suppliers do not have this version available to them or if they prefer to review the documents in a .doc or .pdf format, then you use the Installation Options page to set up information enabling the system to convert the documents from an XML format to a .doc or .pdf format.

Conversion to a .doc or .pdf format is available only as an option when you send documents to contacts or dispatch documents during the document life cycle. When you send the documents, the system converts the documents that are attached to the email to .doc or .pdf file formats.

Understanding Document Comparison and Rendering Setup

To compare and render documents, you must enable the features using the Installation Options page. Using installation options, you define a directory path name for the Windows NT application server that will serve as a temporary location for document processing for server-side comparisons and document rendering of .xml documents. You also define the machine name of the Windows NT application server and port that has been set up with Microsoft Word and the CSDOCUTIL.DLL file.

Note. The temporary directory should be operating-system specific if a single operating system is being used in the implementation for all applications servers. If multiple operating-system application servers are in the implementation (for example Unix and NT), you should leave the Application Server Path field blank on the Installation Options page.

Oracle delivers the service operations in PeopleSoft Integration Broker with a default status of Inactive. You must activate each service operation before attempting to send or receive data from a third-party source or another PeopleSoft system, such as Supply Chain Management.

Note. Your database administrator will need to assist you with this setup.

See Incoming and Outgoing Request Flows, "Understanding PeopleSoft Integration Broker," PeopleTools PeopleBook: Integration Broker.

To prepare a system to use the compare and render features:

1. Ensure that a Microsoft Windows-based server machine, such as Windows 2000 or Windows XP, has PeopleTools installed on it.

   The machine must be set up as an application server in the system. The PeopleTools installation on this machine must have the file %PSHOME%/BIN/SERVER/WINX86/ CSDOCUTIL.DLL. This file enables server-side processing of Microsoft Word files.

2. If you select the Enable Rendering .doc check box in installation options, ensure that the same server machine has Microsoft Word installed on it.

   The CSDOCUTIL program interacts with Microsoft Word on the machine.

3. If you are select the Enable Rendering .pdf check box in installation options, ensure that the same server machine has Adobe Acrobat 8 installed on it.

   The CSDOCUTIL program interacts with Adobe Acrobat 8.

4. Configure the Integration Gateway if it's not already configured for the database.

   The integration gateway is a platform that manages the receipt and delivery of messages that are passed among systems through PeopleSoft Integration Broker.

   See "Managing Integration Gateways," PeopleTools PeopleBook: Integration Broker.

5. Activate the CS_DOC_ACTION service operation.

   This service operation is a synchronous operation and serves as the integration that handles all requests to the Document Utilities library. Using the library, the system converts documents to a .doc format and enables the comparison of documents using the Document Management page.

   To activate the service operation:

   1. Select PeopleTools, Integration Broker, Integration Setup, Service Operations.

   2. Select CS_DOC_ACTION in the Service Operation field.

   3. Click Search.

      The service operation appears in the search results.

   4. Click the Service Operation link.

      The Service Operations page appears with the service operation definition. The definition consists of general information about an operation, such as its name and alias if one has been defined. It also specifies an operation type, which determines how the operation is to be processed, synchronously or asynchronously. The CS_DOC_ACTION operation is processed synchronously, meaning that the system waits for a response to the message. In addition, the service operation definition contains routings, which determine the direction, inbound or outbound, of the service operation. A service operation has one or more handlers, which contain and run the programming logic for sending or receiving the message and manipulating message content.

      See Incoming and Outgoing Request Flows, "Understanding PeopleSoft Integration Broker," PeopleTools PeopleBook: Integration Broker.

      See "Managing Service Operations," PeopleTools PeopleBook: Integration Broker.

   5. Ensure that the Active check box is selected in the Default Service Operation Version group box.

      If the version that you want is not the default version for the service operation, the default version must also be activated.

   6. Select the Handlers tab.

      The page provides summary information about handlers that have been added to an operation. Two individual server processes work together to handle incoming requests. One server process functions as a dispatcher, while the other functions as a handler. You can specify an application class as a handler for a service operation. The CS_DOC_ACTION uses an application class handler.

      See "Sending and Receiving Messages," PeopleTools PeopleBook: Integration Broker.

   7. Ensure that Active is selected in the Status field on the Handlers tab.

   8. Click the Save button.

   9. Select the Routings tab.

      This page provides access to routing information that has been added to an operation. Routings determine the direction, inbound or outbound, of the service operation. The routing page is where you specify the sending and receiving node. The Sender Node field value should be ANY for both the CS_SEARCH_BINDS and CS_SEARCH_ CLAUSES operations. The Receiver Node field value should equal to the value for the database's default local node. This value appears on the Nodes page and contains Y in the Local Node Name column for the node.

   10. Select the Active check box.

   11. Click the Save button.

       See Understanding Integration Setup, "Appendix: Integration Scenarios," PeopleTools PeopleBook: Integration Broker.

6. Set the CS_DOC_LIBRARY queue status to Run.

   A queue isolates different groups of service operations from each other. The CS_DOC_LIBRARY queue queues the CS_DOC_ACTION service operation for processing.

   See "Managing Service Operation Queues," PeopleTools PeopleBook: Integration Broker.

   To set the queue status:

   1. Select PeopleTools, Integration Broker, Integration Setup, Queues.

   2. Ensure that Run is selected in the Queue Status field.

   3. Click the Save button.

7. Complete the fields in the Document Compares & Rendering grid in the Installation Options component.

   This is a part of setting up the PeopleSoft Supplier Contract Management application and is described in the next sections.

After completing these steps, you can convert documents to a .doc format and compare documents using the Document Management page.

Page Used to Define Installation Options for PeopleSoft Supplier Contract Management

Defining Installation Options for PeopleSoft Supplier Contract Management

Access the Installation Options page (Supplier Contracts, Supplier Contracts Setup, Installation Options).

Use this page to define servers, server paths, compare and render options, Verity searching, syndication options, and required approvals.

Server Path

Use this group box to define default server locations for use in the file creation processes within PeopleSoft Supplier Contract Management.

Document Compares and Rendering

Use this section to enable server-side Microsoft Word processing. This includes comparisons of the current authored document with a temporarily created version of a refreshed or re-created document. After you enable server-side processing, the system makes a Compare button available on the Document Management page.

Also, you can optionally create a Microsoft Word .doc or Adobe .pdf version of the XML-generated documents to send to suppliers who might be using a version of Microsoft Word that is prior to the Microsoft Word version that is on your system. After you enable rendering, the system displays the correct rendering options on the Send to Contacts and Dispatch to Contacts pages. You can test the URL and gateway settings to verify that they are correct and running.

Verity Search

Use this group box to specify Verity index search options. PeopleSoft Supplier Contract Management uses Verity searching to perform content searches on elements in the library. For example, you can search clauses and sections, the latest versions document content, and transactional-related contract data for purchasing contracts.

See Searching for Library and Document Contents.

See Implementing the Verity Search Engine.

Processing Options

Use this group box to define system processing options for purchasing contract syndication and document preferences on various features. Syndication is the exchange of contract information between PeopleSoft contracts and third-party systems. Using syndication, the system publishes contract information from PeopleSoft Purchasing contracts to third-party systems. This enables the third-party system to create the contract. Using syndication, the system can also receive and consolidate contract performance information from third-party systems.

The syndicate options control additional information that the system might publish with the contract. Depending on the capabilities of the remote system as well as the consistency of setup data between the two systems, you might not want to syndicate this optional information.

The default value for all check boxes in this group box is deselected.

See Syndicating Supplier Contracts and Contract Messaging.

Enabled Transactional Sources

Use this section to define whether PeopleSoft Supplier Contract Management users can author contracts using purchasing contracts or the purchase orders in the PeopleSoft Purchasing application.

When you select a check box, the system includes that selection in the list of values for source transactions, such as when you add a document or a document type. You can also perform Verity searches based on the transactional source that you select. You do not need to enable the ad hoc source because it is always available.

Cycle Time Settings

Use this section to define cycle-time settings for completing contract documents and amendments. For example, you can ensure that contract requirements are achieved in a timely manner by establishing a time frame for completing documents. The settings that you define on this page apply to this installation of PeopleSoft Supplier Contract Management; however, you can override these settings for specific document types using the Document Type feature.

You can also set the number of days before the target cycle time that you want the system to display indicators. Use the Red: Number of Days Prior to Due Date and Yellow: Number of Days Prior to Due Date fields to set the indicators for documents and amendments.

After defining cycle settings, you use the Find Existing Documents page to search for and access documents. Using the results from document searches, you can view which documents and amendments are overdue or pending for collaboration and for approvals. You can also search for documents based on their cycle-time settings using the workbench.

Internal Collaboration

Use this section to define internal and external collaboration settings. Internal and external collaboration are similar; however, with external collaboration, you must set up external users so that they can access documents.

External Collaboration

Approvals and Signatures

Use this section to indicate whether workflow approvals are required for clauses and documents and whether internal and external users can electronically sign a document.

Defining Clause Libraries and Groups

To set up clause libraries, use the Clause Library Setup component (CS_LIBRARY).

To set up clause groups, use the Clause Group Setup component (CS_CLS_GROUP_DEFN).

This section provides an overview of clause libraries, groups, and classes and discusses how to:

• Define clause libraries.

• Define clause groups.

Understanding Clause Libraries, Groups, and Classes

You use clause libraries to define a broad grouping of contract clauses. Each clause can belong to only a single library code. Library codes provide a simple method to categorize a complete set of clauses. You can use library codes as search criteria when searching for clauses.

Use contract clause groups to help organize and categorize clauses. Clause groups provide a user-defined means for categorizing clauses as needed. For example, you might have a group of clauses relating to indemnification for work that is performed at the buyer's site. You can associate member clauses with a clause group for work-site indemnification and then address or select the clauses as a group when creating a document configurator.

Note. A clause can belong to more than one clause group at a time.

Clause classes provide another user-defined method of categorizing clauses, particularly for the purposes of clause approvals. Each class contains a description and an optional list of approval types, including a default that enables you to define how the clauses of that class are to be approved. For example, when you create a new clause, you must specify a class. Depending on the class that you select, the system can supply the appropriate workflow for the class by default based on the presence of an approval type on the class.

In addition, you can define alternative approval types on the class. This enables you to further select the appropriate workflow if needed. For example, you can choose to use the class as a higher level category of clauses with zero to n appropriate approval types and descriptions. This enables you to select the appropriate routing, or conversely use the class to define a more detailed grouping, such as a high risk factor, and force a single approval type for the class that cannot be altered by other users.

See Also

Defining Contract Clauses

Establishing Clause Classes

Pages Used to Define Clause Libraries and Groups

Defining Clause Libraries

Access the Library Definition page (Supplier Contracts, Supplier Contracts Setup, Libraries).

Use this page to define a clause library. To establish a library, enter a library name and description. If you leave the fields blank, you can update them later.

After you establish a library, you can assign contract clauses to it using the Library field on the Clause Definition page. To access the field, select Supplier Contracts, Manage Contract Library, Clauses.

Note. Clause library codes provide a means for a simple broad grouping of clauses. They do not control clause access or row-level security. Permission lists and setIDs control access to clauses.

Defining Clause Groups

Access the Group Definition page (Supplier Contracts, Supplier Contracts Setup, Groups).

Use this page to add and update clause group definitions. You can use groups to categorize clauses. When selecting clauses for use on document configurators, you can use clause groups as search criteria. You can associate contract clauses with groups by clicking the Associate to Clause link on the Clause Definition page. To access the field, select Supplier Contracts, Manage Contract Library, Clauses.

You can add all clauses that are related to a group to a document configurator or section, but the intent is only for aiding the selection of clauses during clause addition to the configurator. For example, after you add clauses by group, the clauses are individually maintainable within the configurator as if you added them individually.

Note. You cannot add a group as a dynamic object to a section or to a document configurator.

To add a clause group:

1. Enter the name of the group in the Group Name field and click Add.

2. Type a description of the clause group, and click Save.

3. To add clauses directly to the group, select an existing clause ID in the Clause ID field.

   You can also add a clause to one or more groups while maintaining the clause by clicking the Associate to Clause Group link on the Clause Definition page.

   Groups can contain multiple clauses, and a clause can be included in one or more groups.

Setting Up Approval Types

To set up approval types, use the Approval Type Setup component (CS_APPROVAL_TYPE).

This section provides an overview of approval types and discusses how to define approval types.

Understanding Approval Types

An approval type is a part of the workflow process and controls approvers for the clause approval process and document approval process. Because approval types are associated with clause classes, you use approval types to define the types of approvals that are required for a class of clauses.

Each approval type has an associated role name. The system uses the role name to determine the group of users that it uses in the approval cycle for a clause or document. The system includes all users who have this role in their user profile in the approval process. Each approval type also has a number of configurable approval settings that determine when role users are used in an approval cycle. Check boxes control the approval settings and determine whether:

• An approval is required for a clause definition that is associated with the combination of class and approval type.

• An approval is required for clause usage in a document.

  The system uses role users in the contract approval process when a clause that the contract uses is associated with the combination of class and approval type.

• An approval is required for clause changes, including deletion, in a document.

  The system uses the role users in the contract approval process when a contract both uses and modifies a clause that is associated with the combination of the class and approval type.

The following examples describe clause definitions and clause usage.

For a clause definition, when the system starts the approval process and accesses the Approval Status page for a clause, it determines the correct approval role names based on the clause class and approval type that is specified on the clause. If the Clause Definition check box is selected for the approval type, then users who have the associated role in the Approving Role Name field will be notified to approve the clause definition.

When using a clause, the system starts the approval process and checks the Approval Status page for a document to be approved. It determines the correct approval role names based on the clause class and approval type that are specified on the clause. If the approval type has the Clause Changes in Doc check box or the Clause Exists in Doc check box selected, then users with the associated role in the Approving Role Name field will be notified to approve the clause use or changes in the document approval process.

To create and apply approval types:

1. Create the approval type and select the types of clause definition or usage approvals for each approving role name that you add to the approval type.

2. Add the approval type to the clause class definition.

   This links the roles to a class. To define the clause class, select Supplier Contracts, Supplier Contracts Setup, Classes. Specify which approval type is to be the default for the class definition. When a clause is defined, this default approval type is displayed and entered for you.

3. Create a clause using the clause class with which the approval type is associated.

   When you create the clause, the system creates the link between the approval settings from the approval type definition and the specific clause definition. The approval types are associated with classes on a separate configuration page. Each class can have multiple approval types with a default type, but you can select any of the configured approval types that are available for the class.

See Also

Configuring PeopleSoft Approval Framework for Use with Supplier Contract Management

Page Used to Set Up Approval Types

Defining Approval Types

Access the Approval Type page (Supplier Contracts, Supplier Contracts Setup, Approval Types).

The system uses the approval type that you define on this page for clause approvals. You can include users who are associated with the role name as collaborators in the approval process.

Clause Usage

Select the Clause Usage tab.

Establishing Clause Classes

To set up clause classes, use the Clause Class Setup component (CS_CLS_CLASS).

This section discusses how to set up classes.

Page Used to Establish Clause Classes

Setting Up Classes

Access the Clause Class page (Supplier Contracts, Supplier Contracts Setup, Classes).

Use this page to classify clauses and map the clause classes to approval types. This enables the user to use those classes that require workflow approvals for the clause definition itself or within documents. At least one class must be defined. One class can also be designated as the default for new clauses. When a class is associated with a clause, the default approval type is supplied as well for that clause. This determines the behavior for the clause in terms of its approval process and approval for use. If approvals for particular classes of clauses are not required, leave the Approval Settings grid empty.

Mapping Bind Variables

To set up mappings for bind variables, use the Bind Mapping Setup component (CS_BIND_MAPPING).

To set up source transaction structures, use the Source Transaction Structures Setup component (CS_SRC_TRANS_STRCT).

This section discusses how to:

• Define source transaction structures.

• Map binds.

Pages Used to Map Bind Variables

Defining Source Transaction Structures

Access the Source Transaction Structures page (Supplier Contract, Supplier Contracts Setup, Source Transaction Structures).

Use this page to define the hierarchical structure of source transaction structures. After defining the structure, you can associate a bind variable with the actual record or view the field name from which you want to retrieve data.

See Mapping Binds.

Note. Oracle delivers predefined source transaction structures as system data. Although these are documented here, you cannot change these delivered structures.

Mapping Binds

Access the Bind Mappings page (Supplier Contract, Supplier Contracts Setup, Source Transaction Structures).

Use this page to map bind variables to record views and source records.

Setting Up Wizard Bind Prompt Tables

This section discusses how to define wizard bind prompt tables.

Page Used to Set Up Wizard Bind Prompt Tables

Defining Wizard Bind Prompt Tables

Access the Wizard Bind Prompt Tables page (Supplier Contracts, Supplier Contracts Setup, Wizard Bind Prompt Tables).

Use this page to define a list of values for use in setting up binds. These are tables that you optionally predefine with values that are assigned to a specific bind and that you can then access when you run the wizard while authoring documents. Prompt tables are primarily used for ad hoc document generation where certain values cannot be easily derived from a source transaction, yet the values exist in the system and you want to provide users a list of values from the database. After you define the prompt table, you can create a wizard bind variable that is associated with the prompt table.

Note. The alternate method to providing a list of values through a prompt table is to use a static list that you specifically define for a wizard variable within a question group.

See Defining Question Values and Navigation Details.

Prompt tables for bind variables permit records that contain only a single key that is the value on which you want to prompt. You cannot prepopulate higher-level keys, so records with multiple keys are not permitted. If existing records in the database do not meet your needs, contact your system administrator about creating a new view to retrieve required values.

To permanently delete a prompt table, click the Delete button. The system displays a warning message indicating that you will delete the table record.

Setting Up Document Configurator Groups and Types

To set up configurator groups, use the Configurator Group component (CS_TEMPLATE_GROUP).

To set up configurator types, use the Configurator Type component (CS_TMPL_TYPE).

This section provides an overview of configurator groups and types and discusses how to:

• Define configurator groups.

• Define configurator types.

Understanding Configurator Groups and Types

Configurator groups and types help you organize document configurator information. While the system does not use the groups and types for validation purposes, you can use them for informational and searching purposes.

Use configurator groups to group document configurators for organizational needs. When you display a group, you can view individual document configurators that are contained in the group and that relate to the overall configurator use. For example, if you have contract documents for a class of items, you can associate the configurators that are used for those documents. You can also group configurators that specify certain contractual requirements. After you define a group, you can add individual configurator IDs to it.

Use configurator types to define requirements that you can use in document configurators. These requirements provide instructions and specific details about a transaction type. When you create a document configurator, you can optionally use a transaction configurator type as an information reference for the configurator.

Pages Used to Set Up Document Configurator Groups and Types

Defining Configurator Groups

Access the Document Configurator Group Definition page (Supplier Contracts, Supplier Contracts Setup, Document Configurator Group).

Use this page to create a group of configurators that you can use in document authoring. Define the group name, and then use the Configurator ID field to select document configurators for the group.

You can also enter the descriptions and any other textual information to further define information for the configurator group. The Description and Short Description fields are required.

See Also

Understanding Configurator Groups and Types

Defining Configurator Types

Access the Document Configurator Type Definition page (Supplier Contracts, Supplier Contracts Setup, Document Configurator Types).

Use this page to define the requirements for a specific type of document configurator. For example, you can enter detailed information that might, for example, indicate that the document should specify items and pricing on the contract or indicate how delivery orders should be addressed in the document.

The Short Description field is required.

See Also

Understanding Configurator Groups and Types

Defining Document Templates and Styles

To set up document templates and styles, use the Document Template and Styles component (CS_WORD_TMPL_SETUP).

This section provides an overview of document templates and discusses how to:

• Define document templates and styles.

• Search for where a template is used.

Understanding Document Templates

Templates are predefined Microsoft Word documents that provide formatting for documents. These templates traditionally determine the basic structure for the document that you use in the creation of documents. A template in Microsoft Word is another Microsoft Word document that uses the extension .dot. Templates traditionally have placeholders in which you enter text and use placeholders mainly as starting points for final documents.

A template might traditionally contain document settings, such as autotext entries, fonts, key assignments, macros, menus, page layout, special formats, and styles. When you save a template, Microsoft Word stores it by default in the Templates folder or in one of its subfolders.

Note. Microsoft Word templates are used only as a basis for the creation of documentation. Other types of templates, such as notification templates and document configurators, are used by the PeopleSoft Supplier Contract Management application to manage approvals and collaboration.

See Also

Format and Style Considerations in Microsoft Word

Templates

Sample Templates

Page Used to Define Document Templates and Styles

Defining Document Templates and Styles

Access the Define Document Templates and Styles page (Supplier Contracts, Supplier Contracts Setup, Document Templates and Styles).

Use this page to upload Microsoft Word templates containing paragraph styles for use with supplier contracts. This page contains all the valid Microsoft Word templates that you can use in setIDs and configurators. The Microsoft Word templates must be inclusive of all paragraph styles that you use in the system, regardless of whether they are defaults for document generation or for overriding a style within a clause.

Normally bind variables are included in individual clauses and sections; however, you can include certain bind variables in a template to bind transactional information, for example into a Microsoft Word template's header or footer fields, which then repeats on authored pages of a document. If a specific Microsoft Word template contains header or footer bind variables, and the template is associated with a document configurator, ensure that the bind variables are mapped for the same source transaction as the document configurator. For example, if you set up a document configurator for use with an ad hoc source transaction, then you must also map the transactional bind variables that are used in the Microsoft Word template to the ad hoc source.

The system does not provide a warning if the source transaction for binds is different from the source for the document configurator. The system also does not resolve the binds in the contract document, but provides a message that the bind is unresolved in the document generation log.

See Defining Document Configurators.

See Templates.

Document Style Templates

Styles

Use this grid to list all valid paragraph styles that are defined in Microsoft Word templates that you want to use for PeopleSoft prompting. You must enter these paragraph styles with spelling that matches that of the styles in the Microsoft Word template because the system does not validate against the Microsoft Word template. System prompting for styles is based on this list to reduce the chance of data-entry errors.

See Also

Generating Microsoft Word Documents

Format and Style Considerations in Microsoft Word

Searching for Where a Template is Used

Access the Search for All Content Instances page (click the Where Used link on the Define Document Templates and Styles page).

Use this page to view where the selected template is used throughout the PeopleSoft Supplier Contract Management system. When you click the Where Used link from the Define Document Templates and Styles page, the system displays the search results using this page. The page displays the content type and content ID in which the template is used. For example, a clause type along with the clause ID.

Click the Description link to view the content type, such as a document configurator, in which the template is used. When you click the field, the system navigates to that document element.

When you click the Where Used link, the system accesses the Search for All Content Instances page where you can search all uses of the content ID in which the template is used.

An example of using the Where Used link search might be when you search for where a standard template is used, the system provides a list for the usage. The list includes a document configurator, you can select the Description link for that configurator to view that configurator. Then, you can select the Where Used link to search for all the documents in which that configurator is used.

Defining Default Settings for Document Formats and Options

To set up default values for document formats and options, use the Configuration component (CS_CONFIG).

This section discusses how to define default settings for document formats and options.

Page Used to Define Default Settings for Document Formats and Options

Defining Default Settings for Document Formats and Options

Access the Document Format and Options page (Supplier Contracts, Supplier Contracts Setup, Document Format and Options).

Use this page to define Microsoft Word templates and paragraph text styles. These paragraph style values control the default formatting and numbering of documents that are created within the selected setID.

Document Defaults and Options

Use this group box to define default values that the system will apply to a document when you apply a Microsoft Word template to a document.

Document Text Styles

Use this group box to define default styles to be applied to Microsoft Word documents. Styles determine the format and appearance of content in the document.

Warning! Be careful when you maintain the paragraph styles that are listed on this page and the styles within Microsoft Word templates. The styles affect the generated format for previewing clauses, sections, configurators, and generated contracts.

To preview clauses and sections, the system always uses the Microsoft Word template name that you specify on this page. To preview document configurators and document generation, the system always uses the Microsoft Word template that is specified on the document configurator that is supplied by default from the setID value. You can select styles for different uses with the template.

1.	Introduction, level one title
		Introduction text with multiple lines.

		1.1	Level two title
			  This is text under level 2 title

		1.2	Another level two title
			  This is text under level 2 title

2.	Another level one title
		Text for second level one title

Introduction, level one title
Introduction text with multiple lines.

		Level two title
		This is text under level 2 title

		Another level two title
		This is text under level 2 title

Another level one title
Text for second level one title

1.	Offers can be mailed or hand-delivered, but must be⇒
 physically
 received by the terms specified. A vendor that⇒
 submits an offer
 by mail should allow sufficient mail⇒
 handling time.

2.	No extension of time will be granted for submissions by⇒
 mail or
 any other type of submission. Offers submitted by⇒
 email, facsimile
 transmission, or any other forms of⇒
 electronic submission are not
 allowed.

See Also

Styles and Formatting

Style Examples

Setting Up User-Defined Fields

This section provides an overview of user-defined fields and describes how to set up user-defined fields.

Understanding User-Defined Fields

The purpose of user-defined fields is to provide you with a means of defining some additional user-defined attributes to be associated to a document header. When a document is created, you can set up user-defined fields to be enterable directly within Document Management. They can also be captured as part of a wizard response and stored within the Document Management header page as well. PeopleSoft Supplier Contract Management enables you to set up and use these predefined fields to define and search for more specific document information.

When you define a user-defined field, the system makes the field available across a variety of PeopleSoft Supplier Contract Management features in addition to being visible when searching in and using the Document Management component. You can use the fields to search for documents within Verity as a specific database field. For example, if you create a user-defined field for use with a supplier geographic region, then you can use the search dialog to document management to search for those contracts. You can also create a special workflow step within approvals to require special routings based on the fields.

You can use user-defined fields only when document types are enabled at the installation level. The system displays a warning if you set up user-defined fields without having document types enabled. After you enable the settings for all user-defined fields for the entire system using this page, for each document type, you can then specify to not use any of them, use all of them, or use selected user-defined fields.

Oracle delivers these types of user-defined fields:

• Four 10-character fields.

• Four 30-character fields.

• Two 60-character fields.

• Five date fields.

• Five eight-integer fields.

• Five decimal fields (Three (23.3) fields and two (11.4) fields).

Page Used to Set Up User-Defined Fields

Setting Up User-Defined Fields

Access the User Defined Fields page (Supplier Contracts, Supplier Contract Setup, User Defined Fields).

Field Name	Displays a system-supplied user field that you can set up with a specific label to use that meets an organization's needs.
Description	Displays the system description for the field. The description identifies whether the field is for use with character, date, integer, or decimal values. The description also provides the character length or decimal positions for a field.
Enable	Select to enable a field for use across the installation. The makes the field available when you select to use user-defined field in a document type. When you enable the field, it also makes the remaining fields in the row available for input.
Required	Select to indicate that this field is a required field when you are creating documents.
Use in Searching	Select to use this field when you are performing document or Verity searches. When user-defined fields are set to be available in searching, the Find an Exiting Document page and Verity Search page include a User Defined Fields section. Using that section, you can limit the search to specific attributes for the field.
Visible to Supplier	Select to make this field visible to external supplier users. External users cannot change user-defined field values.
Label to Display	Enter the label for the field that is to be displayed on all pages. This label appears on all Document Management component pages that use the field.

Additional Settings

Select the Additional Settings tab.

Defining Automatic Numbering Specifications

This section provides an overview of automatic numbering and discusses how to set automatic numbering details.

Understanding Automatic Numbering

Automatic numbering applies a system-generated number to new objects as they are entered into the system. You can define automatic numbering specifications for PeopleSoft Supplier Contract Management objects, such as clauses and entire documents. When you use automatic numbering, you define the starting sequence for the object, and as the system processes a new object, it assigns the prefix for the starting sequence, plus the remaining numbering scheme for the ID. PeopleSoft Supplier Contract Management provides system-defined numbering specifications.

The application package SAC_ID_GEN contains classes that the system uses for automatic numbering. The default starting sequence comes from the AUTO_NUM_TBL record. The record appears in the list of values, but you can select a different starting sequence if it has been defined. Data is stored in AUTO_NUMFLD_TBL and you use the CS_ADHOC_ID field name to define the start sequence.

Using the Auto Numbering page, you can define the default value for the clause ID to NEXT when each clause is parsed from the incoming file and added to the page. As it creates each clause, the system then assigns the next number with the specified sequence to the clause. You need to set up automatic numbering data for each setID that you use for automatic numbering.

Note. Automatic numbering is optional for clause ID, contract ad hoc ID, section ID, contract reporting entity ID, and contract number.

To set up and use automatic numbering:

1. Create an entry for each sequence that you want to use for automatic numbering.

   For example, suppose that you want to create an automatic numbering sequence for a series of sections that relate to product inspections. Remember that PeopleSoft Supplier Contract Management provides numbering for section IDs. So you will:

   1. Select Supplier Contracts, Supplier Contracts Setup, Auto Numbering.

   2. Select the Add a new Value tab.

   3. Select Contract Sections in the Number Type field.

      The Auto Numbering page appears.

   4. Select CS_OBJECT_ID in the Field Name field.

   5. Complete the numbering details.

      For example, you could name the starting sequence for the number INS for inspections. After completing the details, save the new automatic numbering scheme for contract sections. Then, if you wanted, you could add another starting sequence for a different type of inspection or for general sections. With the numbering details set up, you can now select the default value for automatic numbering and automatically generate numbers for sections.

   6. Select INS as the default starting sequence.

      This automatically adds a section with the INS starting sequence when you create a section. If you do not select a default value for the starting sequence, the system uses the last sequence that was added as the default, and automatically selects it when you save the page.

2. Select Supplier Contracts, Manage Contract Library, Sections.

3. Select the Add a New Value tab.

   The system inserts NEXT in the Section ID field. This is a placeholder.

4. Click Add, and enter the section information.

5. Save the section.

   The system applies the default prefix for the starting sequence and then applies the numbering scheme by using the next available number in the sequence.

Page Used to Define Automatic Numbering Specifications

Setting Automatic Numbering Details

Access the Auto Numbering page (Supplier Contracts, Supplier Contract Setup, Auto Numbering).

You use the Auto Numbering page to define number types and starting sequences for documents. The system uses the row that is marked as the default value for automatic numbering if document type is selected as an installation option. You can use each start sequence later for one or more document types.

Note. For clauses, sections, and contract reporting entities, a single numbering scheme, which is the default value, can be active at any time for each setID. For ad hoc ID numbering, users who are not using document types, or document types for which the sequence is not specified on the Document Type Setup page, you have one active automatic numbering scheme as well. However, if you define numbering schemes for multiple contract ad hoc IDs, you can select which one to use on the Document Type page. This enables the use of a specific nondefault-value numbering scheme for each document type.

Setting Up User Preferences

To set up user preferences, use the PeopleSoft Supplier Contract Management Define User Preferences component (OPR_DEF_TABLE_CS).

This section provides an overview of user preferences and discusses how to define user preferences.

Understanding User Preferences

User preferences determine the security access and authorizations that users (document administrators and librarians) have when working with authored documents. A document administrator is typically the contract specialist in an organization and is the user doing day-to-day management of documents. Librarians are users who manage and update content in the contract library. This includes clauses, sections, configurators, wizards, and question groups. PeopleSoft Supplier Contract Management provides a sample librarian user role.

Within user preferences, you can define users as document administrators and also grant users access to other administrators' documents, for example, as a supervisor or team member for other administrators. You can also define a document administrator user to have full authorization when needed. In this case, this user has full control of any document in the system when needed.

Users whom you intend to be capable to generate documents of any type must be set up with at least document administrator capabilities. Also, the use of document types should be considered when you are defining user preferences. For example, if you intend to have documents generated only by contract specialists who are using document types for contracts only or who are not using document types, you might want to grant document administrator capabilities to contract specialists only.

On the other hand, if you intend to use document types for generic purposes, such as a generic request-for-contract type for documents that are tied to requisitions, then you need to set up all users whom you intend to permit requesting documents as document administrators, and use the role filter in document type setup to restrict those users to creating just the request.

See Setting Up Document Types.

In addition to providing user preferences for document administrators and librarians, you use user preferences to define security settings to segregate the duties of approving sections, changing document configurator statuses, and importing documents. These may or may not be the same users as document administrator users.

Page Used to Set Up User Preferences

Defining User Preferences

Access the User Preferences page (Supplier Contracts, Supplier Contracts Setup, Define User Preferences, and click the Supplier Contract Management link).

Use this page to define user authorizations for managing documents through their life cycles and to grant the types of controls that the user who is defined in the User ID field can perform on documents. This is the selected user for this page discussion. This user preference page is enabled only for users who have administration rights for authored contracts. Those users can approve library sections and set configurator status.

The application administrator completes the setup information for user preferences for any document administrator.

Document and Librarian Authorizations

The application administrator uses this group box to grant security for document administrators and librarians who will manage section approvals and status changes for configurators and who import documents.

Librarian

Use this grid box to set default values for clause librarians. You can set the default approval for sections and clauses and whether the librarian can change the status of a document configurator. The default values apply to the user ID that you select.

Authorize Document Access for

Use this grid area to define additional authorizations for the person with the selected user ID. These authorizations enable this user to act on behalf of other users who are selected in the Document Administrator column of the grid. You might use this feature, for example, if the selected user is a senior contract administrator. While members of his department or group are away from the office, the user has the authority to perform tasks for his or her documents.

Note. You can also copy user IDs from the Purchase Order Authorizations page to populate this grid. Click the Copy PO Authorized for Users check box to copy the user IDs.