Job Aid

Procurement Contracts (Demo 3) Contracts Term Library - Create

Clause (1 of 4)

Italics are used for notes and information.

DEMO NOTE for accessing login screen:

 From DSS Launchpad > click Launch Demo button
 From Environment Welcome page > click HomePage hyperlink to access main user sign
on screen.
Step Action
1. The Objective of this script is to run through the flow of Creation of Contract
Terms in Library . The flow describes
Clause Creation
Section creation
Creation of a Question and Rule
And Creation of Terms Template

2. Sign in to the application with user calvin.roth / Welcome1

3. From Navigator > Contract Management > Terms Library
Or
Favorites > Terms Library Homepage
4. Click the Create Clause link from the Tasks menu

5. Click the * Business Unit list and select the Value USA1 Business Unit
6. Click in the * Number field.

Choose your own memorable alphanumeric ex. your initials 111

7. Press [Tab].
8. Enter the Title for your clause e.g. "Your Initials - Buy - Law".
9. Click in the Display Title field.
10. Enter the desired information into the Display Title field. Enter a valid value e.g.
"Laws".
11. Click the * Intent list and select “Buy”
12. Click the Type field list and select any value, ex. “Administration”
13. Enter * Start Date .

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Step Action
14. Click the Text sub-tab, under Clause Details section

Enter your clause text in the text area below.

You may enter text directly or you may cut and paste from another source.
(If you copy text from Word or other rich text source, it is recommended to paste it
into Notepad first and then copy from there into the application (to ensure hidden
characters do not cause issues.)
15. Click the Instructions sub-tab

This is optional. Here you can enter additional clause information such as
instruction text. Click on ‘Save’ Button.
16. Click the Related Clauses sub-tab

This is also optional. You may add related clause information to specify alternate
or exclusion rules for this clause .
17. Click the Text sub-tab to add Variables to the Clause Text.

This is optional. A Variable is populated when the clause is used either by information
provided by the user or by some other structured data known in the system.

18. Click the Insert Variables link.

19. Search the variable Parties

Select the box next to Parties line after search results appear.

20. Click the Apply button.

21. Click the Done button.
Variable will be inserted to the clause text as [@parties@]
22. Click the Submit button when finished with the clause information.

23. Click the OK button to the pop up window confirmation.

24. Approve your clause :Same user id has authority to approve your clause. You will not
be able to use your new clause on a contract unless it is approved. With the same user
login,

Click the My Tasks tab under the Overview screen. Click on the Refresh button.

25. Highlight the Approval of Clause Buy - Law from your number link.
Do not click on the actual hyperlink.
26. Click the Actions link.

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Step Action
27. Click in the Approve field.
28. Click the OK button to pop up window that request was processed.
29. You can check the status of the clause, by searching the clause under Search option.
This Search portlet is along the far left pane. As needed, you will have to click on the
double down arrows to show the Search portlet along the far left pane.

Enter your clause number :: your initial % (as entered in 6 th step.)

30. Click the Search link.
It will display the clause. You can see the clause status as “Approved”

31. Click the Done button.

32.
End of Procedure.

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Procurement Contracts (Demo 3) Contracts Term Library - Create

Section (2 of 4)
Italics are used for notes and information
Step Action
33. Using the same user login and password and from the same Terms Library WorkArea,
you have to create a Section.
Sections are very basic. They are used as dividers on templates and contracts to mark
out sections of the document
34. Click the Create Section link.

35. Click in the Name field.

36. Enter the Name for your section e.g. "your initials Proc - General terms".
37. Press [Tab].
38. Enter the desired information into the Description field. Enter a valid value e.g.
"General terms".
39. Press [Tab].
40. Enter the desired information into the * Start Date field. Enter a valid value e.g.
"1/1/2012".
41. Click the Save and Close link.
42. End of Procedure.

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Procurement Contracts (Demo 3) Contracts Term Library - Question &

Rule Creation (3 of 4)

Italics are used for notes and information.

Step Action
43. Use the same link contracts Terms Library Work Area, with the same user login for
creation of rule and question.
There are 3 main type of rules: clause selection: Conditionally add clauses when the
rule is true
Policy deviation: Raises alert logging a deviation from “Policy” when the rule condition
exists in a contract.
Template Selection: Uses an auto-evaluated rule condition to select the contract terms
template to be used in a particular authoring instance.
44. Click the Create Question link from the Tasks menu.

45. Click in the * Name field.

46. Enter the desired information into the * Name field. Enter a valid value e.g. "your
initials PROC".
47. Press [Tab].
48. Enter the desired information into the * Prompt field. Enter a valid value e.g. "On a
scale of 1-10 , how much fun are you having?".
Or you can enter your own question
49. Click the * Intent list and select “Buy”
50. Click the * Type list for “ Response” and select “Numeric”

51. Click the Save and Close link.

52. Click the Create Constant link.

We are creating a Constant for a number which will be the value for the
condition.
53. Click in the * Name field.
54. Enter the desired information into the * Name field. Enter a valid value e.g. "your
initials Proc constant 1".
55. Press [Tab].
56. Click the * Intent list and select “Buy”
57. Click in the * Value field.
58. Enter the desired information into the * Value field. Enter a valid value e.g. "5".
59. Click the Save and Close link.

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Step Action
60. Click the Create Rule link.

61. Click the * Business Unit list and select USA1 Business Unit.
62. Click in the * Name field and enter a name for your Rule , for ex: your initials Proc
Rule

63. Click the * Intent list and select “Buy”

64. Click in the Description field.
65. Enter the desired information into the Description field. Enter a valid value e.g.
"Question related to scaling the value".
66. Click the Add Row graphic in the details grid.

67. Click the Type list, choose “Question”

68. Click the object Name field, enter the name of your question and Press [Tab].
69. Click in the Your -PROC question 1 field and select.
70. Click the list to add the Operator value.
71.
Click the object “ >”
72. Click the Edit Values graphic.

73. Click the Type list and choose Constant

74. Click in the Name field and enter in your Constant Name you created earlier

75. Search your Constant created before- Enter your constant name e.g. "your initials
proc%".
76. Click the Search button.
77. Select the cell for your constant
78. Click the OK button.
79.
In the value column it will show the name of the constant value.
80. Click the Results Tab link.

If the value is above the constant value we will add a new clause. In the Results
you need to add one of your clauses to the clauses grid. This clause will get
added by the contract expert, when your rule condition is true.
81. Click the Add Row graphic under the Clauses section.

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Step Action
82. Enter the clause title into the field against Article Title.e.g. “your initials Proc%".
83. Click the Search link. It will display your clause. Select the same.

84. Click the OK button.

85. Click the Save link.

86. Next you need to assign this rule to your Terms Template in the third tab. Since we have
not yet created Terms Template, Save the rule and it will remain as Draft. Once we
complete Terms Template creation, we can come and add the template here .
87. Activation of Rule ( After template is created)
After template creation and adding the same and when your rule is ready to use, you can
hit the Activate button to enable your rule for use by following the steps given below:

Once the template creation is ready, select the Search Pane.

Select Rules for Search option and enter the Name of your rule, and Search.
Go to the Tab Terms Template Assignments. Click on + (Add)
Search your Terms Template , Select the same and Click on OK Button.
Click on Activate .
Click the Finish button, where there are no errors and your Rule is ready for Activation

88. End of Procedure.

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Procurement Contracts (Demo 3) Contracts Term Library - Create

Term Template (4 of 4)
Italics are used for notes and information
Step Action
89. Use the same link contracts Terms Lib Work Area, with the same user login for creation
of Terms Template.
90. Click the Create Terms Template link from Tasks menu.

91. Click the * Business Unit list and select “USA1 Business Unit”
92. Click in the * Name field.
93. Enter the  Name for the Template as Template # (your initials – template ###)
94. Click in the * Start Date field and enter the current date.
95. Click in the Description field. (optional to enter description for your template)
96. Click the Layout Template list and select Contract Terms Procurement.
97. Click in the Instructions field.
98. Enter the desired information into the Instructions field. Enter a valid value e.g. "Use
this for PO".
This is optional.
99. Click the Enable box option for Contract Expert under the Contract Expert section

100. Click in the Default Section field.

101. Click in the Payment and Insurance Section.

102. You may need to “Save” the record before the next step to see the Add icon.

Click the Add graphic to add a new Document Type

Select the Standard Purchase Order.

103. View the Default Section box.

DO NOT CHECK THE “DEFAULT” OPTION BOX.
104. Click the Save link.

105. Click the Clauses sub-tab

106. Click the Actions object.

107. Click in the Add Section field.
108. Click in the * New Section field.

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Step Action
109. Search for the Section you have created earlier
"your initials Proc%". Select the same
110. Click the OK button.
111. Click the Expand link.

112. Click the Actions object.

113. Click in the Add Clause field.
114. Search your clause created earlier, by entering the clause title and
Click the Search link.

115. Click in your clause field which is displayed through search.

116. Click the Apply button.
117. Click the OK button.

You may now add one or more of clauses you created earlier. You may add additional
sections as well.
118. Click the Save link.
119. Click the Rules sub-tab.

Here you can see a rule which will defaults, because of the rule applied to all templates.
120. Click Actions object at top of page, then click in the Validate field .
121. Click the Done button.
122. When you are done with your terms template, by adding clauses, sections, you can
submit the same for approval. You must approve your template before it can be used in
authoring.

Click the Submit button.

123. Click the Submit button second time, after resolving any errors.

124. Return to Overview screen. Do a search under the My Tasks section to find the
notification for the template approval.
125. Click on the link for the notification. (ex. Approval of Terms JMK Template from
calvin.roth )
New window opens to show notification. Click Approve button

Your terms template is ready for use.

126.
End of Procedure.

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