Common Elements Used When Managing Document Life Cycles

Administrator

The user ID that indicates who is the administrator for this document. A document administrator has the authority to create, edit, and control the status for documents that he or she creates or documents that are associated with users who have been authorized for document access.

If you are creating a purchasing contract document, the system populates this field with the administrator from the purchasing contract.

If you are creating a purchase order document, the system populates this field with the buyer from the purchase order

If you are creating an RFx document, the system populates this field with the administrator from the sourcing event.

See User Preferences - Supplier Contract Management Page.

Approved On

This is a date field that indicates when the document owner or administrator approved the document. When the system displays this field, the document has been through all approvers in the approval process, the approval process has been canceled, or the approval process has been bypassed.

Configurator ID

Represents the document configurator that provides the basic structure for the purchasing contract or ad hoc document. The configurator also controls the content of a document. If you are adding a document, you select the configurator from the list or can be derived when a configurator selector wizard is used. You define configurators using the Document Configurators feature in the Manage Contract Library component. When you build the configurator, you select document elements to build the document. The value in the Availability Status field must be Available for the configurator to appear in lists of values.

Configurators are based on two sources. The first is a purchase contract transaction and the other is an ad hoc type. When you initially add a document, you select the transaction source that matches the type of document you want to create. Then, only document configurators that match the type of document you want to create are available for selection.

Configurator Selector

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

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

Collaborated On

This is a date field that indicates when the document completed the collaboration process. When the system displays this field, the document owner or administrator has reviewed and updated the document based on collaborator reviews. You can route the document to contacts or dispatch it.

Contact

People to whom you might send documents, dispatch documents, or collaborate with during the life cycle of a document. Contacts can be internal or external and their setup information includes name, address, phone, email, and title.

Copy Document

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

Created On

This is a date field that indicates when the document was created. The system adds this value when you initially create the document. If you amend the document, the system updates the field.

Department

Represents the department with which this document is associated. The department might be the group of people who use the document or the group who is responsible for maintaining or digitally signing the document.

Description

Enter a description for the document. This is a required field.

If you are creating a:

• Purchasing contract document, the system enters the description from the purchasing contract.

• Purchase order document, the system uses the purchase order description as the default value for purchase order ID.

• Sourcing event, the system uses the event description from the event ID

Dispatched On

This date field indicates when the document or an amendment was sent as a formal document to suppliers for signatures. The system updates this field only if a document goes through the approval or collaboration process again and is then dispatched.

Document SetID

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

Document Type

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

Document View Access

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

Executed On

This date field indicates when the document owner or administrator sent the contract as a frozen document. After this date, you cannot edit the document unless you create an amendment or reset the document to dispatch.

External Contacts List

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

Import Document

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

Imported Document

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

Last Modified On

This date field indicates when changes were last made to the document. For example, if an approver or a collaborator made an edit to the document, the date and time of the edit appears in this field.

Save

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

Source Transaction

Select a source transaction (Ad Hoc, Purchase Orders, Purchasing Contracts, or Sourcing Events).

Enter the key information pertaining to the document to be added. Based on the source transaction that you select, either the Contract ID, PO ID, Event ID, or the Ad Hoc ID field appears.

Sponsor

Select a sponsor for this document. A sponsor should represent a user from the department that is sponsoring the contract.

Supplier ID

Displays the supplier for the contract. The system populates and displays this field when you create a document based on a contract ID.