Redwood: Manage Structured Terms, Notes and Related Contracts

You can now use the Redwood experience to author and manage contract terms with support for template-based Structured Terms and enhanced Attached Document authoring. This release also introduces the ability to Apply and Remove Hold at both contract and line levels, a new Notes feature for capturing contract-specific information, and Related Contracts functionality to define and manage relationships between contracts.

1. Structured Terms (Internal Authoring + Terms Template)

Users can add contract terms using approved Structured Terms Templates from the Terms Library through the Add Contract Terms drawer. Simplified terms and templates enabled with Contract Expert are not available for selection.

Contract Terms Empty State

Contract Terms Empty State

Add Terms Drawer

Add Terms Drawer

After adding structured terms, the Contract Terms tab renders:

  • Clickable Primary Contract Document Link
    • Allows users to download the contract terms as a PDF (or Word document, where applicable) for viewing purposes. Downloading via this link does not trigger contract term locking.
  • Authoring Party: Internal
  • Terms Template Name
  • 3-dot action menu

Contract terms after adding Structured Terms

Contract terms after adding Structured Terms

Supported Actions (Structured Terms)

Supported Actions for Structured Terms

Action Applicable To Contract Status Lock Condition Required Privileges Visible to Read Only Users

Edit Variable Values

 Structured Terms Only Contract must be editable Terms must not be locked OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_TEMPLATE_PRIV No
Edit in Microsoft Word Structured Terms and Word based Attached Documents Contract must be editable Terms must not be locked OKC_EDIT_CONTRACT_PRIV No
Unlock Terms Structured Terms and Word based Attached Documents Contract must be editable Terms must be locked OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV No
Remove Contract Terms Structured and Attached Document flows Contract must be editable Terms must not be locked OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV
and
OKC_DELETE_CONTRACT_PRIV (Delete Contract)		 No

Edit Variable Values

When structured terms are first added and remain unlocked, Edit Variable Values is visible and enabled. Once a user downloads the terms using Edit in Microsoft Word (which locks the contract terms), the Edit Variable Values action is no longer visible.

Edit Variable Values

Edit Variable Values

Clause Text

Clause Text

Edit in Microsoft Word

The Edit in Microsoft Word action enables controlled Word-based editing with automatic locking and revision tracking. When contract terms are not locked, Edit in Microsoft Word is visible and enabled.

Behavior

When a user selects Edit in Microsoft Word:

  • A Word (.docx) document is generated and downloaded.
  • Contract terms are automatically locked to prevent simultaneous edits.
  • When users download terms using Edit in Microsoft Word, the system generates a Word document compatible with the Redwood Terms experience and the new Contracts Word Add-in.

Documents downloaded from Redwood can be uploaded back only through new Contracts Word Add-in.

Edit in Microsoft Word

Edit in Microsoft Word

Contract terms generation

Contract terms generation

Downloaded Contract Terms with Word Add in

Downloaded Contract Terms with Word Add in

Locking Behavior

Upon download:

  • The contract terms are locked to the user who initiated editing.
  • Other users cannot edit the contract terms until it is unlocked.
  • Lock ownership is clearly displayed in the application.

The lock is automatically released when:

  • A revised document is uploaded from Word Add-in
  • An authorized user manually unlocks the terms.

Contract Terms Locked

Contract Terms Locked

Unlock Terms

The Unlock Terms action is introduced to allow authorized users to release a contract terms lock applied during Microsoft Word editing. This ensures controlled collaboration when Word-based editing is in progress.

Unlock Terms

Unlock Terms

By default, the action is hidden.
It becomes visible only after a user initiates Edit in Microsoft Word, which applies the lock.

The contract terms lock can be released in the following ways:

  1. A user manually selects Unlock Terms.
  2. A revised document is uploaded through the Microsoft Word Add-in.

Contract Terms post Unlock

Contract Terms post Unlock

Remove Contract Terms

The Remove Contract Terms action provides a controlled way to remove existing contract terms from the Contract Terms tab. If contract terms are locked, the Remove Contract Terms action is hidden. When terms are unlocked and the above conditions are met, the action is enabled by default.

2. Attached Document Terms

Users can upload contract terms as attached documents via the Add Contract Terms drawer.

Supported combinations:

  • Internal + Attached Document
  • External + Attached Document

The Reference Terms Template option is available only when Authoring Party is set to External in the Attached Document flow. The field is optional. When selected, the Reference Terms Template serves as a baseline for comparison within the Microsoft Word Add-in. This enables AI-assisted capabilities that allow users to compare the externally provided attached document against the selected structured template within word add-in. Simplified terms and templates enabled with Contract Expert are not available for selection.

Reference Terms Template

Reference Terms Template

Supported Actions – Word Documents (DOCX, DOC, RTF)

When a Word document is the active Primary Contract Document: Available actions are Edit in Microsoft Word, Upload Contract, Remove Contract Terms and Unlock

Supported Actions for Word Documents

Supported Actions for Word Documents

Supported Actions – Non Word Formats (PDF, JPG etc)

Available actions : Upload Contract and Remove Contract Terms

Upload Contract

The Upload Contract action is available only for contracts authored using the Attached Document flow (Internal or External). This action enables users to upload revised versions of contract documents, maintain revision history, and update the Primary Contract Document (PCD) directly within Redwood. This action is not applicable to Structured Terms (template-based authoring). Each uploaded file is stored as a separate revision and maintains a full history in the Documents tab. The most recently uploaded file is always treated as the active PCD. 

  • Documents downloaded from Redwood can be uploaded back through:
    • The Upload Contract action in Redwood, or
    • The new Contracts Word Add-in.

Upload Contract

Revisions in Documents Tab

Revisions in Documents Tab

Upload Contract

The Upload Contract action is displayed when all of the following conditions are met:

  • The contract is in an editable status.
  • The user has edit access to the contract.
  • The user has the required privilege:
    OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV (Author Nonstandard Contract Terms and Conditions).
  • Users with read-only access do not see this action.

The action is available:

  • When terms are not locked.
  • When terms are locked but only to the user who holds the lock.
  • Other users do not see the Upload action while the contract is locked.

Apply and Remove Hold

This release introduces Apply Hold and Remove Hold capabilities at both contract header and contract line levels. Users can temporarily place a contract or individual contract lines on hold, controlling further processing.

Apply Hold

Header-Level Apply Hold

Users can apply a hold to the current version of a contract when:

  • The contract status is Active or Expired.
  • The user has the required privilege:
    OKC_HOLD_CONTRACT_PRIV (Hold Contract).

Apply Hold Button

Apply Hold Button

Apply Hold Drawer

Apply Hold Drawer

When a hold is applied:

  • Contract status changes to Hold.
  • All contract lines are updated to Hold.
  • Hold details (Reason and Hold Until Date, if provided) are displayed in a new Hold Details section in the Overview.
  • The Remove Hold action becomes available.

Hold Details

Hold Details

Hold Details at Line Level

Hold Details at Line Level

Line-Level Apply Hold

Users can apply hold to a single contract line when:

  • Exactly one line is selected.
  • Line status is Active or Expired.
  • Contract header status is Active or Expired.
  • The user has OKC_HOLD_CONTRACT_PRIV.

Apply Hold Line Level

Apply Hold Line Level

If the contract header is later placed on Hold:

  • Header-level hold overrides all line-level holds.
  • Line-level hold actions become unavailable.

Remove Hold

Header-Level Remove Hold

The Remove Hold action is available when:

  • The contract status is Hold.
  • The user has OKC_HOLD_CONTRACT_PRIV.

Remove Hold Action

Remove Hold Action

Line-Level Remove Hold

Line-level Remove Hold is available when:

  • Exactly one line is selected.
  • The selected line is on Hold due to line-level hold.
  • The contract header is not on Hold.
  • The user has OKC_HOLD_CONTRACT_PRIV.

Line Level Remove Hold

Line Level Remove Hold

Reference – Refer to Create Customer Contracts for more details on Hold - https://docs.oracle.com/en/cloud/saas/sales/fascc/contract-actions-and-status-changes.html#Contract-Amendment%2C-Contract-Delete%2C-and-Contract-Hold-Flows

Notes

This release introduces a dedicated Notes tab within the Contract Details page, enabling users to create, manage, and track contract-related notes directly in the application. Notes functionality supports rich-text authoring, configurable note types, private note visibility, and controlled access based on user privileges. Notes can be created and managed irrespective of the contract status.

Notes Empty State

Notes Empty State

Key Capabilities

Add Notes

Users with edit access to the contract and OKC_EDIT_CONTRACT_PRIV can:

  • Add notes with a mandatory title and rich-text content.
  • Select a configurable note type.
  • Mark notes as Private (optional).
  • Create notes regardless of contract status.

Add Notes Drawer

Add Notes Drawer

View and Filter Notes

  • Notes are grouped by date (for example, Today and past dates).
  • Users can toggle between All and Private notes.
  • Private notes are visible only to authorized users.
  • Users with view-only access can see public notes but cannot modify them.

View and Filter Notes

View and Filter Notes

Private Note

Private Note

Edit and Delete Notes

Authorized users can:

  • Edit existing notes
  • Delete notes with confirmation.

Edit and Delete Notes

Edit and Delete Notes

Related Contracts

This release introduces a Related Contracts tab within the Contract Details page, enabling users to define and manage structured relationships between contracts.

The tab is available only for contract types where the Related Contracts feature is enabled.

Key Capabilities

Add Related Contracts

Users with edit access to the contract and OKC_EDIT_CONTRACT_PRIV privilege can:

  • Relate the current contract to another contract using a searchable Document Reference field.
  • Select a Relationship Type (for example: Governed By, Governs, Master Of, Child Of, Related To, Renewed By, Renews, etc.).
  • Create relationships regardless of the contract lifecycle status.
  • The system automatically creates the reciprocal relationship on the related contract based on the selected relationship type.

Empty State Related Contracts

Empty State Related Contracts

Add Related Contracts Drawer

Add Related Contracts Drawer

Hierarchical View

Once relationships exist, the tab displays:

  • A default table view with hierarchical expansion.
  • The hierarchy displays related contracts up to two levels of relationships from the current contract.
  • Expand/collapse controls for nested contracts.
  • Clickable contract numbers for navigation.

Related Contracts

Related Contracts

Manage Relationships

Users with edit access and OKC_EDIT_CONTRACT_PRIV privilege can:

  • Add additional related contracts using the + action.
  • Delete a selected relationship
  • Relationship updates are reflected on both linked contracts.

  1. Reduced Legal and Compliance Risk: Contracts can be paused and resumed at the right time, preventing premature processing or execution.
  2. Improved Visibility into Contract Dependencies: Clear representation of contract relationships helps users understand governance and downstream impact.
  3. Stronger Collaboration and Audit Readiness: Notes preserve legal decisions and context directly on the contract for future reference.
  4. Faster, More Confident Contract Reviews: Seamless access to structured terms and attached documents streamlines editing and reduces review time.

Steps to enable and configure

Structured Terms (Template-Based Authoring)

  1. To enable the supported actions, ensure users must also have edit access to the contract and the following privileges and setups are in place:
    1. Remove Contract Terms
      Requires

      • OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV

      • OKC_DELETE_CONTRACT_PRIV

    2. Edit in Microsoft Word
      Requires

      • OKC_EDIT_CONTRACT_PRIV

    3. Unlock Terms
      Requires:

      • OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV

    4. Edit Variable Values
      Requires:

      • OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_TEMPLATE_PRIV

  2. Configure Terms Templates in Terms Library

Ensure Structured Terms Templates are:

    • Created in the Terms Library.
    • In Approved status.
    • Within valid effective dates.
    • Mapped to the appropriate:
      • Business Unit
      • Intent
      • Contract Type

Templates should include:

    • Required clauses
    • Properly defined variables (text, numeric, date, etc.)

Attached Document 

  1. Assign Required Privileges and users must also have edit access to the contract.
    • Remove Contract Terms
      Requires:

      • OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV

      • OKC_DELETE_CONTRACT_PRIV

    • Edit in Microsoft Word
      Requires
      • OKC_EDIT_CONTRACT_PRIV
    • Unlock Terms
      Requires:

      • OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV

    • Edit Variable Values
      Requires:

      • OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_TEMPLATE_PRIV

    • Upload Contract (Attached Document flow only - Word and non-Word formats)
      Requires:

      • OKC_AUTHOR_CONTRACT_TERMS_AND_CONDITIONS_NON_STANDARD_PRIV

  2. Optional – Reference Terms Template Setup (External Authoring Only)

If using Reference Terms Template for external authoring:

    • Ensure Structured Terms Templates exist in the Terms Library.
    • Templates must be Approved and properly mapped (Business Unit, Intent, Contract Type).

Apply Hold and Remove Hold

To enable Apply Hold and Remove Hold functionality:

  1. Assign Required Privilege
    • Ensure users are granted the functional privilege: OKC_HOLD_CONTRACT_PRIV (Hold Contract)
    • This privilege controls both:
      • Apply Hold
      • Remove Hold at header and line levels.
  2. Configure Hold Reasons
    • Make sure that the required Hold Reasons are configured in the relevant Lookup i.e. Manage Contract Hold Reasons from Setup and Maintenance.
    • The Reason field in the Apply Hold drawer is mandatory and is driven by configured lookup values (for example: Quality Issues).

Manage Contract Hold Reasons from Setup and Maintenance

Manage Contract Hold Reasons from Setup and Maintenance

Manage Contract Hold Reasons

Manage Contract Hold Reasons

Notes:

  1. Users should have edit access to the contract

  2. Grant the OKC_EDIT_CONTRACT_PRIV privilege to users to enable them to create, edit, or delete notes.

  3. Configure Note Types: Navigate to: Setup and Maintenance and then Manage Contract Note Type Mappings

    1. Ensure required note types (for example, General, Legal, Expense Report Approval) are defined.

Manage Contract Note Type Mappings

Manage Contract Note Type Mappings

Note Types

Note Types

Related Contracts

To enable Related Contracts functionality:

  1. Enable Related Contracts for the Contract Type: Ensure the Related Contracts feature is enabled for the applicable contract type.
  2. Only users with edit access to the contract can add related or delete relationships.
  3. Users should be assigned with OKC_EDIT_CONTRACT_PRIV privilege
  4. Configure Relationship Types
    1. Relationship values are driven by the lookup: OKC_RELATIONSHIP_TYPE
    2. Navigate to Setup and Maintenance, open Manage Standard Lookups, and search for the lookup type OKC_RELATIONSHIP_TYPE.
    3. Ensure required relationship types are defined.

Manage Standard Lookups

Manage Standard Lookups

Relationship Types

Relationship Types

Key resources

https://docs.oracle.com/en/cloud/saas/sales/fascc/overview-of-contracts.html#u30261357