Example of Setting Up an Automated Contract Header Descriptive Flexfield

Learn how to create user-defined criteria based on contextual data from the contract type and associate the user-defined criteria with contract headers.

Scenario: Your company wants to be able to perform analysis on contracts created for various portions of your commercial and government customers.

Summary of Tasks

To create contextual user-defined criteria for contract headers, do these tasks in the Setup and Maintenance work area:

1. Create the contract header value set.

2. Create the context segments on the descriptive flexfield.

3. Deploy the modified descriptive flexfield.

Next, complete these tasks in the Contracts work area:

1. Create contract types associated with the descriptive flexfields.

2. Create a contract and associate the new user-defined criteria.

Create Contract Header Value Set

Use the Setup and Maintenance work area to complete this task with the default values for fields unless the steps specify other values.

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Enterprise Contracts

   • Functional Area: Terms and Clauses Library

   • Task: Manage Contracts Value Sets

2. On the Manage Contract Terms Value Sets page, click the Create icon in the Search Results section.

3. Complete the initial fields, as shown in this table:

   Field	Value
   Value Set Code	OKC_CH_TYPE_DFF
   Description	Contract Type Code DFF
   Module	Enterprise Contracts
   Validation Type	Table
   Value Data Type	Character

4. Complete the Definition fields, which appear after you select the validation type, as shown in this table. While creating a value set, you can select Value Data Type as Character and Value Subtype as Numeric digits only to exclude comma for separating groups of thousands.

   Field	Value
   FROM Clause	OKC_CONTRACT_TYPES_VL
   Value Column Name	NAME
   ID Column Name	CHR_TYPE

5. Click Save and Close to return to the Manage Value Sets page.

6. Click Cancel to return to the Overview page.

Create Context Segments

The Setup and Maintenance work area is used to complete this task. We will accept the default values for fields unless the following steps specify other values.

1. In the Setup and Maintenance work are, go to the following:

   • Offering: Enterprise Contracts

   • Functional Area: Enterprise Contracts Base

   • Task: Manage Contract Descriptive Flexfields

2. On the Manage Contract Descriptive Flexfields page, in the Search section Name field, enter "Contract Headers" to search and find the Contract Headers descriptive flexfield.

3. In the Search Results section, select the Contract Headers row and click the Edit icon.

4. On the Edit Descriptive Flexfields page, enter these values in the Context Segment:

   Field	Value
   Prompt	Gov_or_Commercial
   Value Set	OKC_CH_TYPE_DFF
   Default Type	Parameter
   Default Value	ChrType
   Display Type	Hidden
   BI Enabled	enabled (checked)

5. Click Save. On the Edit Descriptive Flexfields page, click Manage Contexts.

6. On the Manage Contexts page Search Results tool bar, click the Create icon.

7. On the Create Context page create the context header by entering a Display Name of "Government" and clicking Save.

8. Optionally enter a description to help with identification in the future.

9. Create a Context Sensitive Segment by clicking Create and enter the values as shown in this table.

   Field	Value
   Name	Level
   Data Type	Character
   Value Set	OKC_CH_TYPE_DFF
   Default Type	Parameter
   Default Value	ChrType
   Prompt	Level
   Display Type	Hidden
   BI Enabled	enabled (checked)

10. Click Save and Close to return to the Edit Context: Government page.

11. On the Context Sensitive Segments tool bar, click the Create icon.

12. Create another segment for the Government context by clicking Create and enter the values shown in this table:

    Field	Value
    Name	Budget
    Data Type	Character
    Value Set	OKC_CH_TYPE_DFF
    Default Type	Parameter
    Default Value	ChrType
    Prompt	Budget
    Display Type	Hidden
    BI Enabled	enabled (checked)

13. Click Save and Close to return to the Edit Context: Government page.

14. Click Save and Close to return to the Manage Contexts page.

15. On the Manage Contexts page Search Results tool bar, click the Create icon.

16. On the Create Context page create the context header by entering a Display Name of "Commercial" and clicking Save. Optionally enter a description to help with identification in the future.

17. Create a Context Sensitive Segment by clicking Create and enter the values as shown in this table:

    Field	Value
    Name	Industry
    Data Type	Character
    Value Set	OKC_CH_TYPE_DFF
    Default Type	Parameter
    Default Value	ChrType
    Prompt	Industry
    Display Type	Hidden
    BI Enabled	enabled (checked)

18. Click Save and Close to return to the Edit Context: Commercial page.

19. On the Context Sensitive Segments tool bar, click the Create icon.

20. Create another segment for the Commercial context by clicking Create and enter the values as shown in this table:

    Field	Value
    Name	Customer Budget
    Data Type	Character
    Value Set	OKC_CH_TYPE_DFF
    Default Type	Parameter
    Default Value	ChrType
    Prompt	Customer Budget
    Display Type	Hidden
    BI Enabled	enabled (checked)

21. Click Save and Close to return to the Edit Context: Government page.

22. Click Save and Close to return to the Manage Contexts page.

23. Click Done to return to the Edit Descriptive Flexfield page.

24. Click Save and Close to return to the Manage Descriptive Flexfields page.

Deploy the Modified Contracts Header Descriptive Flexfield

You deploy the edited descriptive flexfield to expose the field in the application and make it available for use when creating user-defined criteria.

1. In the Setup and Maintenance work area, go to the following:

   • Offering: Enterprise Contracts

   • Functional Area: Enterprise Contracts Base

   • Task: Manage Contract Descriptive Flexfields

2. On the Search Results tool bar on the Manage Contract Descriptive Flexfields page, click Deploy Flexfield.

3. Monitor the progress of the deployment and click OK when it completes.

4. Click Done to return to the Search page.

5. Click Done to return to the Setup and Maintenance Overview page.

Create the Contract Type with Context for User-Defined Criteria

Use the Contracts work area to complete this task with the default values for fields unless the steps specify other values.

1. Click the Contracts Type task.

2. On the Search Results tool bar, click Create.

3. Complete the Create Contract Type fields, as shown in this table:

   Field	Value
   Class	Enterprise contract
   Set	Common Set
   Name	Commercial
   Intent	Sell
   Allow lines	disabled (unchecked)
   Buyer Role	Customer
   Seller Role	Supplier
   Contract Owner Role	Contract administrator
   Code	Commercial Note: This ties the contract type to the descriptive flexfield segment previously defined.

4. Click Save and Close to return to the Manage Contract Types page.

5. Repeat steps 2 through 4 to create a contract type named Government with a Code of Government.

Create a Contract and Associate User-Defined Criteria

Use the Contracts work area to complete this task with the default values for fields unless the steps specify other values.

1. Click the Create Contracts task.

2. Create a new contract using the entries as shown in this table:

   Field	Value
   Business Unit	Vision Operations
   Legal Entity	Vision Operations
   Type	Commercial
   Number	HA151101-1
   Primary Party	General Associates
   Intent	Sell
   Description	Contract to demonstrate automated context sensitive descriptive flexfield.

3. Click Save and Close on the Create Contract window to continue to the Edit Contracts page and accept any defaulted fields or enter as indicated in the table.

4. On the Edit Contracts page open the Additional Information section and verify that the correct context sensitive segments are displayed.

5. Click Submit to return to the Contracts work area page.