Set up Cross-References in Terms and Conditions

You can use variables to set up cross-refernces to refer to related material between clauses in a contract document.

You can use cross-reference between clauses when the legal language in a clause refers to terms described in another clause within the same document. You can use this feature with both nonstandard clauses and standard clauses defined in the Terms Library.

Setup Cross-Reference for Clauses

Cross-references in contract terms and conditions can help readers to find supporting information between clauses in the contract. To add cross-references to clause text:

1. Navigate to the Terms Library and select the Create Variable task.

2. On the Create Variable page, perform these tasks:

   1. Enter a variable name.

   2. In the Intent field, select Buy or Sell.

   3. In the Source field, select Java string.

   4. In the Method Type field, select System.

   5. In the Method Name field, select Get clause cross-reference.

   6. Click Save and Close.

   Tip: You can add a prefix when naming your cross-reference variables so that you can identify variables that are used to support cross-references from other types of variables
3. Navigate to one of these tabs to select a variable for the clause as a cross-reference in the Cross-reference Variable field:

   • Edit Terms Template > Create Clause tab
   • Edit Terms Template > Edit Clause tab
   • Edit Contract > Edit Clause tab
   • Edit Contract > Create Nonstandard Clause tab

     Use this step to set up the source clause of a cross-reference variable.

4. Navigate to either the create or edit clause tab of the clause where you want to refer to the destination clause, click Insert Variables to insert the cross-reference variable into the clause text.

   Use this step to set up the source clause of a cross-reference variable.

Points to Consider for Cross-References

When setting up cross-references, consider these points relevant to various terms library components.

• Variable

  You can use the Create Variable page to create a new variable that can later be used as an anchor to refer one clause to another clause.

• Clause

  You can select an anchor variable in the Cross-reference Variable field on either the create or edit clause page. The selected variable acts as the bookmark for this clause. The Cross-reference Variable field only displays the active variables that are not added to any clause. You can only add one cross-reference variable to a clause.

  When you create a new version of a clause, a cross-reference variable is copied to the latest version. If this clause is used in terms and conditions, the cross-reference also resolves for the new version. You can only add a cross-reference variable for a new version of a clause. You can't select a value in the Cross-reference Variable field for the history version of a clause.

  Once you have added a cross-reference variable to a clause, you can insert variables into the required clause to set up the source clause. You can edit a clause text and click Insert Variables to add the cross-reference variable. You can also manually insert the reference variable in the clause text using the [@Cross-Reference_Variable_Name@] code. Just replace the "Cross-Reference_Variable_Name" in the code with the variable name you want to add. You can also use the import clause option to import clause text that contains a cross-reference variable.

  Updating the contract document, for example, moving a clause or inserting a new clause, automatically updates the cross-reference used in the clause text.

• Terms Template

  A cross-reference variable only resolves when you add it to a clause associated with a structured terms template. You can embed a cross-reference variable within a simplified terms template, but the variable remains unresolved. You can set up and manage cross-references while editing the simplified terms template in Microsoft Word.

  For a structured terms template, you add library clauses that already have references between them. You can then edit these clauses and click Insert Variables to add the required cross-reference variables. These new draft clauses are submitted for approval along with the terms template. When you move clauses from one location to another and then preview, any clause references are automatically updated based on the new location of the referenced clause.

  You must apply a numbering scheme to terms template for this feature to work when previewing or printing the contract document.