Currently CMx supports below languages as part of internationalization and localization efforts, however, the goal is to support all available languages at some point.
if you think a language is missing in below list, let us know at support@sysintellects.com and we will gladly add the language in the next immediate release:
All the emails generated from CMx are by default with an email address named: “noreply@sysintellects.com”
As a CMx administrator who have access to Company Profile and Advanced Configurations, there is an option to change that “noreply@sysintellects.com” to your own company email by following below steps:
Step 1: Request your IT team to Create a new (or use existing email) SMTP email inbox for use by CMx . For example: contract-management@yourcompany.com . Make sure your IT team provides you the configuration description values especially the underlined ones.
Step 2: Add below configurations to Company Profile → Advanced Configurations
In Order to configure custom SMTP email - from address instead of using “noreply@sysintellects.com” , Go to Company Profile → Advanced Configuration and add below configurations with correct values.
When you partner with our company, a robust communication process ensures you're involved every step of the way, from the initial consultation to the project's close. Here's how it benefits you:
This seamless communication process not only keeps you informed but deeply integrates your needs and expectations into the project, resulting in a product that truly reflects your vision.
The communication between the builder and the client is highly comprehensive and interactive. From the initial consultation and design discussions, every aspect of the project is openly reviewed and planned in collaboration with the client. This ensures that the client's vision is at the heart of the project.
This constant and detailed communication ensures that the client feels involved and valued throughout the entire process.
Goto Manage Configurations from Logout Menu and then Click on Create New Configuration.
Following account level configurations are supported by CMx.
Configuration Name/Key | Configuration Description/Value | CMx Behavior |
---|---|---|
cmx.default.currency | Any valid currency code Eg: USD INR AED | Create Contract Screen defaults to the currency code set in this value. Default Currency in USD |
cmx.default.date.format | mm-dd-yy | Default Date Format of CMx is US Date Format For example 04-05-2018 Affected Screens: Create Contract (Effective Date, Expiry Date, Milestone Dates) Update Contract (Effective Date, Expiry Date, Milestone Dates) Manage Contract (Effective Date and Expiry Date) Advanced Search (Effective Date and Expiry Date) Import Data Excel Template (Effective Date and Expiry Date) |
dd-mm-yy | This date format sets CMx date format to be in UK format of dd-mm-yyyy For ex: 21-05-2018 Affected Screens: Create Contract (Effective Date, Expiry Date, Milestone Dates) Update Contract (Effective Date, Expiry Date, Milestone Dates) Manage Contract (Effective Date and Expiry Date) Advanced Search (Effective Date and Expiry Date) Import Data Excel Template (Effective Date and Expiry Date) |
|
cmx.create.display.auto.generate | true | Displays an "Auto Generate" button which uses the selected type (contract template) and custom field values to generate the contract while creating contract itself in one step. |
cmx.input.pattern | Any String Value Eg: SQF | CMx reads all key value data from an Excel file with input pattern Example: SQF-Supplier-Form.xlsx that is shared with an external party and makes those external party entered values available as custom fields that can be used for contract document generation. |
cmx.office365.enabled | true | Use Office 365 in addition to CMx default live editor |
cmx.contract.documenttab.treeview | true | For enabling document view in hierarchical tree/nested folder structure view in Create/Edit Contract |
cmx.contract.number.editable | true | Makes contract number editable in edit contract |
cmx.contract.template.collabera.editor.enabled | true | Live Editor in Contract Template Page |
cmx.default.emailgroup | youremailgroup@yourdomain.com | CC email for receiving all electroSigned final signed copies. |
cmx.blank.document.option | false | Hiding new blank document option from Generate Contract options |
cmx.create.amendment | true | Add this option in manage configurations to create quick and easy amendments to existing documents. This feature provides an option to clone any existing documents of contract and then make edits(amends) to them using the Live Editor. |
cmx.email.from.name | For example : Sysintellects LLC | Preferred ORG Name for emails |
cmx.create.contract.hidden.fields | Any fields on create contract main fields other than contract title and contract type , comma separated | Example value: description,renewalDate,contractValue,expiryDate,notificationList,expiryReminder,contractSigners,closeoutdate,approvalworkflow,riskLevel,renewalTerm,autoRenewal,department,contractowner,stage,status,effectivedate,contractingparties,requests,contractnumber |
cmx.manage.contract.display.custom.fields | Any valid custom field names as comma separated. | |
cmx.default.homepage.{RoleName} Unknown macro: {RoleName} = lower case role name with no white space For example if user role name is Admin, the configuration is: cmx.default.homepage.admin | Value: Any of below values: (1) Dashboard (default without this configuration) /dashboard (2) Calendar /calendar (3) Signature /sendSignature (4) Manage Contracts Default Page Value = /manageContracts?target=showContractse (5) Create Contract Default Page /manageContracts?target=createContracts (6) Manage Requests /request?target=manageRequest (7) Manage Contract Types /contracttype?target=manageContractTypes /customField?target=manageCustomField (9) Manage Contract Templates /contracttemplate?target=manageContractTemplates (10) Manage Contracting Party /contractingparty?target=manageContractingparty (11) Manage Contracting Party Types /contractingpartytype?target=manageContractingPartyTypes (12) Manage Clause Library /clauselibrary?target=manageClauseLibrary (13) Manage Clause Category /clausecategory?target=manageClauseCategory (14) Manage Workflow /workflow?target=manageWorkflow (15) Import /import?target=manageImport (16) Import Status /importstatus?target=manageImportStatus (17) Export /export?target=manageExport (18) Reports /contractanalytics?target=showContractAnalytics (19) Audit Trail /audittrail?target=showAuditTrail (20) Company Profile /companyprofile (21) Manage Locations /location?target=showLocationCreateDetails (22) Manage Departments /department?target=showDepartmentCreateDetails (23) Manage Groups /group?target=showManageGroups (24) Manage Users /controlpanel?target=staffAdmin (25) Manage Role /controlpanel?target=roleAdmin (25) Manage Permission Scheme /permissionscheme | On login , CMx redirects the user with the role to respective default home page configured as value. |
cmx.electrosign.sendsigneddoc | true | This configuration is required to send final signed pdf to one or more recipients in email after signature. |
false | Disables the sending of email with final signed pdf after signature. | |
cmx.electrosign.date.tab.default.format | Format of date in electronic signature tab MMMM DD, yyyy Example: April 05, 2020 DD-MM-YYYY Example: 31-05-2020 | |
cmx.create.contract.hidden.contract.types | In create/edit contract page , hide certain contract types so that these are not visible for the user. | Example Configuration Description: contract type1,contract type 2 |
cmx.create.contract.mandatory.fields | ContractingParties,Description,renewaldate,contractvalue,expirydate,notificationlist,contractsigners, closeoutdate,approvalworkflow,stage,status,risklevel,requests,renewalterm | |
cmx.electrosign.default.email.sign.request.subject | Change the subject of ElectroSign default message to all recipients | For Example: Your Text - ${ContractNumber} ${ContractTitle} |
Status ID |
Contract Status |
Triggers (When Contract Status is changed?) |
Contract CLM Stage |
Description |
---|---|---|---|---|
500 | Draft | Creation of Contract using Create Contract User Click | Authoring |
New Contract document request has just arrived and starting to generate a contract from the template or starting to create a contract document from scratch. In this status, the Contract Document is being drafted or prepared with all the legal clauses in place. |
501 | Sent for Review & Approval | Send for Internal Review & Approval Action Click | Review & Approval |
Contract Authoring is complete and Contract is ready for internal review and approval process. When the Contract is sent for Internal review, Stage is changed to "Review & Approval" and Status is set to "Sent for Review & Approval" |
502 | Approved | Internal Review & Approval Flow Completion by all persons in the workflow | Review & Approval |
The contract is approved by all levels of approvers in the Approval Workflow Steps. At this time, the approved Contract status is set to "Approved" and Stage is "Review & Approval". |
503 | Sent for External Review | Send for External Review Action Click | Review & Approval |
The contract is sent for external review, for example to an external party who is not already in CMx users list. At this time Contract Status is set to "Send for External Review" and Contract Stage is set to "Review & Approval". |
504 | External Review Completed | External Review Completion - Once an external party review is completed in CMx | Review & Approval |
Contract review is completed by an external party (For eg: by an external lawyer). At this time Contract Status is set to "External Review Completed" and Stage is set to "Review & Approval". |
505 | Sent for Signature | Sent for Signature Action Click | Execution |
The contract sent for signature is signed by all signing parties. At this time, contract status is set to "Signed" and contract stage is set to "Execution". |
506 | Signed | Signature (manual or e-Sign) | Execution |
The contract sent for signature is signed by all signing parties. At this time, contract status is set to "Signed" and contract stage is set to "Execution". In this Stage and Status: If there is an expiry date available CMx sends automatic expiry reminders 90,60,30,1 day(s) prior to the expiry date to all emails in Contract Owner + Notification List. |
507 | Active | Once the contract is signed by all parties and on the effective date of the contract when the contract starts to be in effect. | Live |
The contract is signed by all parties and the effective date is current. At this point, Contract Status is set to "Active" and Contract Stage is set to "Live". In this Stage and Status: If there is an expiry date available CMx sends automatic expiry reminders 90,60,30,1 day(s) prior to the expiry date to all emails in Contract Owner + Notification List. |
508 | Expired | On Expiry Date | Closed/Discontinued |
On Expiry date of the Contract, it is set to Status: Expired and Stage as "Closed/Discontinued" unless the Contract is renewed. |
509 | Canceled/Inactive/On Hold | On Cancel Contract Action Click | Closed/Discontinued |
When the Contract is no longer required by the user, Contract is in-activated or de-activated using option "Cancel Contract". At this time, Contract Status is set to "Cancelled" or "Inactive/On-hold" and Contract Stage is set to "Closed/Discontinued". |
515 | Requested Changes | When a change is requested by a user for the contract | Review & Approval |
The contract is sent for internal review and approval and in one of the workflow step an approver request changes to the contract with comments. At this time, the contract is set to Status: "Requested Changes" and stage to " Review & Approval". |
2. Double Click on the Installer Downloaded to proceed with the installation
3. Click on the "Next" button.
4. Click on the "Next" button.
5. Click on the "Close" button and on opening MS Word, a user should be able to see the CMx plugin.
6. The user can sign in by Clicking on "Sign-in" option from the menu. Once the user logs in by providing valid credentials, the menu options to search Clause Library, Contract, Templates etc.
Once the user has successfully signed in, Clicking on "Clause Library" will provide the user with an option to search for the Clauses created for the Organization, based on Clause text or based on Clause Category
By selecting the clause category and clicking on "Search", the application will display the clauses for the selected category
A user can drag and drop the clause from the results to the document pane.
Search for all Existing Clauses list in the System.
Clicking on "Clause Library" will provide the user with an option to search for the Clauses created for the Organization, based on Clause text or based on Clause Category
By clicking on "Search", an application will display the list of all the clauses in the system.
Clicking on "Contract Repository" will provide the user with an option to search for the Contract created for the Organization. The application provided the user to search by Contract Number, Contract Title, Contract Owners, Department, Location, Contracting Party, Contracting Party type etc.
Ex: Search by Contract Number:
Enter Contract Number in the Keyword field and select "Contract Number" and click on "Search".
Ex: Search by Contract Title:
Enter Contract Title in the Keyword field and select "Contract Title" and click on "Search".
Ex: Search by Contract Owners
Enter Contract Owners in the Keyword field and select "Contract Owners" and click on "Search".
Ex: Search by Departments:
Enter Departments in the Keyword field and select "Departments" and click on "Search".
Ex: Search by Locations
Enter Locations in the Keyword field and select "Locations" and click on "Search".
Ex: Search by Contracting Party
Enter Contracting Party in the Keyword field and select "Contracting Party" and click on "Search".
Ex: Search by Contracting Party Type:
Enter Contracting Party Type in the Keyword field and select "Contracting Party Type" and click on "Search".
Ex: Search by Document Attachment Contents:
Select "Document Attachment Contents" and click on "Search".
Ex: Search by Document Attachment File Name:
Enter Document name in a keyword, Select "Document Attachment File Name" and click on "Search".
The application provides the user to search for existing Contract templates in the system, which are tied to a Contract type. The user can search for those templates, and modify those templates from the Authoring plugin
Clicking on the Templates, the menu option will provide the user with options to search for Contract types in the system.
The user can double click on the template document attached and make modifications to the template and save the document.
CMx Word Plugin Screenshots:
Using Generate Contract function, you can generate word documents from MS Word template embedded with custom field values (When required) with the click of a button and share it internally or externally within CMx.
Follow below setup for creating a word template and annotating the word template with replaceable values wherever required within the word document:
Download Here. (Note: This is a simple .docx file with annotations which is used as a master template document for generating further documents from it)
Note the annotations within ${}, these are the dynamic fields CMx replaces with actual values when generating the word contract document. For example ${ContractingParty} refers to the party name with whom the contractual obligation is being made.
Reserved Keywords (NOT to use in Custom Field Names)
Annotating Commonly Used Fields
Annotating using Default Main Fields
By default CMx adds below properties into the generated document when embedded within the word template document:
Annotating using Custom Fields
Use below steps to annotate MS Word document using Custom Fields.
Note: Spaces and special characters are NOT allowed in custom field annotations, means no ' and ô or any other special characters.
Supported Additional Template Fields
CMx adds below properties into the generated document when embedded within the word template document:
(3) Generated Contract Document:
And the Contract Generated will have the data in tabular format once annotated correctly.
Click on Contract Templates from the left navigation menu and then on Create Contract Template.
Enter a name and description for the contract template and browse for the MS Word document template created in Step1 and click on Create button.
Verify that the Contract Template is created successfully in the Manage Contract Template screen.
Click on Custom Field form on the left navigation menu.
Provide and name, description for the custom field form. Drag and drop required custom fields.
(NOTE: White spaces are not supported in custom field names for generate contract annotations. For example: "Billing Rate" is not supported. The correct field name is: "BillingRate")
Drag and drop a single line text from right to left section.
The new field will appear like above with label as "New text".
Click on the second icon pointed by the red arrow and it will bring up the Options dialog screen.
Provide Label name without numbers or special characters or white spaces as above and click on Okay button.
Provided Label name should be visible above the custom field text as similar to below.
Add all the required single line text fields that you need following above steps.
Once done, Scroll all the way down and click on Create or Update button to save the custom field form.
Click on Contract Types from the left navigation menu and click on create contract type.
Provide Name and description and select the contract template created in step 1 above and custom field form in step 2.
Click on Create/Update.
Verify in Manage Contract Types screen that a record exists with the details of updates that you made above.
Admin User can assign permissions to the newly created and existing roles. business users can Manage and Create Permission Schemes.
Manage Permission Schemes screen displays the list of all existing Permission Schemes. To view the manage screen, click on Permission Schemes link in the menu under Administration.
In the Manage Permission Schemes screen, click on Create button to create a new Permission Schemes, click on Edit button to update an existing record, click on delete button to delete the record.
Click here: 3. Permission Schemes for knowing more on how to Manage Permission schemes...
CMx provides ample feature for specifying Roles to different users based on the tasks they need to perform.
Admin User can Manage details of each Role. In Role business, users can Manage and Create Role.
Manage Role screen displays the list of all existing Role. To view the manage screen, click on Role link in the menu under Administration. In the Manage Role screen, click on Create button to create a new Role, click on Edit button to update an existing record, click on delete button to delete the record.
For more Information on how to do the Create/Update/Delete Role click here: 4. Role
Users are the inevitable part of any Contract Management systems.
Admin User can Manage User details. Business users can Manage and Create User.
Manage User screen displays the list of all existing User. To view the manage screen, click on User link in the menu under Administration. In the Manage User screen, click on Create button to create a new User, click on Edit button to update an existing record, click on Reset Password button to reset the password for that particular record.
For more information on how to setup a user click here: 5. User
Admin User can Manage Company Location details.
In Location business, users can Manage and Create Location and these locations will be associated with different Departments.
Manage Location screen displays the list of all existing Location. To view the manage screen, click on Location link in the menu under Administration.
Note: The Location associated with specific Department, if that Department is associated with particular Contract, then the Location cannot be deleted.
For information on how to do the Create/Update/Delete Location click here... 2. Location
Department is a specialized functional area within an organization or a division, such as accounting, marketing, planning, etc. where the admin user can manage company’s department details.
Admin user can manage Company department details. In Department, business users can Manage and Create departments.
Each department is assigned to locations and Location cannot be deleted unless that department is used in any of contracts...
For more details click here....: 1. Department
Contract Clause Category concerns with specific clauses.
Clause Category conceptualize the idea of grouping clauses of specific category or buckets so that it makes organizing clauses easier.
For example, all the Legal clauses can be categorized into Legal Clause.
Click here: 2. Clause Category to know more about how to Create/Edit/Delete actions are done in Clause Category.
Special Terms and Conditions for the Contracts are stored in Clause Library.
Clause Library is the central storage area where all of your organization's clause text's are stored so that they can be reused again in new or existing contracts.
For knowing more about how to implement Create/Edit/Delete on Clause Library, click here: 1. Clause Library
These are Standard forms of contract which is usually a pre-printed contract containing set clauses.
This feature provides user to manage contract templates which can contain user-defined custom fields.
Contract Template is the centralized area where all the template documents across the company can be stored and updated. A contract template is used in Generating Contract using CMx.
In this feature, the user can Manage and Create a Contract template.
Go to Contract Template from menu, Displays Manage contract Template page, where a user can see following columns in a grid.
1.Template Name
2. Description
3.Status
4.Action
For more details on how to work on Contract Template, click here: g. Contract Templates
Contracting Party type refers to the various types/buckets contracting party can be categorized.
This feature provides user to manage contracting party type.
For more details on how to Create/Update/Delete, Contracting Party clicks on the link : i. Contracting Party Type
Contracting Party is the business entity that enters into a legally binding contract with the current organization who creates the contract.
This feature provides user to manage contracting party details.
While creating Contracting Party user need to provide details of all the entities in the Contracting Party form along with Contact details.
Click: h. Contracting Party for more details on how to implement Contracting Party[Create/Update/Delete].
Custom Field Form is a user-defined form with multiple control definitions using a designer and a name.
Click on Custom Field Form from the menu, Manage Custom Field Form Page displays with following columns in the grid.
Custom filed form feature helps the CMx user to customize the forms as per the user needs in an effective and easy manner.
For how to Process Custom Field Form details click here: f. Custom Field Form
Contract Types are used to classify a contract based on the functional context.
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu.
In the Manage contract type screen, click on Create Contract Type button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
For the step by step procedure to How to Create/Edit/Delete, Contract Type click here: e. Contract Types
Workflow is a Progression of steps /tasks that comprise a work process, involve two or more persons.
This Provides user to define a workflow for contract approvals.
For more info on how to work with Approval Workflow, click on the link: k. Approval Workflow
Once a contract has been created in the system, contract owner can send the contract for Review as per the workflow configured for the contract
Pre-requisite: A workflow should be created in the system and the same should be assigned to Contract.
For sending a contract for internal review click here to follow the steps involved: f. Sent For Internal Review
CMx provides options to restrict view and edit access at the contract level.
To access this feature goto Create or Edit Contract which you want to restrict access to and Click on the Lock Icon towards the top right of the Contract Screen.
This user action will bring up the Restrictions Pop Up where the user can select the user(s) and/or group(s) with whom the access of the contract is to be restricted.
Once the User(s) and/or Group(s) are selected, click on Save Changes to finalize the changes. This action enables the contract to be visible or editable or both for the set of user(s) and/or Group(s).
CMx user can export the contracts that he has access to.
The extracted excel file :
CMx provides a distinguished feature to Import external Contracts and Contracting Party into the system.
There are two options to fulfill the Import actions.
a. Basic Import
b. Import by Contracting Party
While importing Contracts user needs to correct the errors in Pre-validation Grid and Click on Import button on right side corner to import the validated contracts.
The imported actions can be viewed in Import Status Tab.
For more details on how to import a Contract or Contracting Party, click on the Link: l. Import Contracts
CMx provides ample feature for searching any type of data in CMx both text type content in text documents and from image files as well.
Advanced Search facility can be utilized by users to accomplish all the searches in CMx by both Filtered Search and Full-Text Search, thereby searching any content in contracts of CMx.
The Advanced Search Menu is linked to the Contract Repository and user can select that option to do the searching in CMx
For more details on How to do Advanced Search, click here: b. Advanced Search
Users who have permission to delete a contract already existed in manage contacts list can be purged by the user.
The Purge Contract option is attached to Contract Number submenu in manage contract as well as in Advance search Filtered Search- Contract Number link
Click on the following link to get more information on How to Delete a contract: j. Purge Contract
Contract Creation is one of the most important activities in Contract Management system.
Any user who have to create permission assigned to creating a contract can create a new contract by adding documents, Clauses, Milestones, Notes, Restrictions etc...
For Creating a contract user can either click on the Create Contract Button in the Manage Contract Page or can choose the direct link in Contract Repository submenu.
For Detailed information on how to Create a Contract, click here: d. Create Contract
Manage contracts screen displays the list of all existing contracts in a centralized Grid with many features added to it for accomplishing different purposes on each contract.
To view the manage screen, click on Manage Contracts link in the menu.
In the Manage contracts screen, the user can notice different options, one to Create contract button to create a new contract, click on Contract number drop-down, where you can see different actions and Contract Settings Button to set values on contracts while create/update.
For more information on How does Manage Contract Works, click here: c. Manage Contracts
This session gives the User hints on how to accomplish each action on CMx.
a. How to work on Manage Contracts in CMx?
b. How to Create Contract in CMx?
d. How to do Advanced Search in CMx?
e. How to Import Contracts to CMx?
f. How to Export Contracts from CMx?
g. How to Restrict Access At Contract Level?
h. How to Sent a Contract for Internal Review?
i. How to Create/Update/Delete Approval Workflow?
j. How to Create/Edit/Delete Contract Types?
k. How to Create/Edit/Delete Custom Field Form?
l. How to Add/Edit/Delete Contracting Party?
m. How to set up Contracting Party Type in CMx?
n. How to Set up a Contract Template in CMx?
o.How to Access Clause Library?
p. How to work on Clause Category?
q. How to Create/Update/Delete a Department?
r. How To Create/Update/Delete Locations in CMx?
s. How to Setup a new user in CMx?
t. How to set Roles for Users?
u. How to Manage Permission Schemes in CMx?
Email notifications in CMx may be configured with custom email formats in html or plain text. Please use Manage Configurations to create configuration name and description described below for customizing various email template formats:
Configuration Name:
cmx.emailtemplate.contractapprove
Mandatory variables in email template (Must be available):
${title} - Contract title
${action} - Action String. Can be "Approve" or "Sign"
${link} - Link for action
${content} - Optional : provides the changing par of url other than the hostname. For example: https://live.contractexperience.com/{content} , content will substitute the dynamic varying part of the url.
Example:
Configuration description:
Configuration:
cmx.emailtemplate.contractexpire
Mandatory variables in email template (Must be available):
${title} - Contract title
${number} - Contract number
${host) - Server URL
Configuration:
${link} - Secure Link for Document
${content} - Optional : provides the changing par of url other than the hostname. For example: https://live.contractexperience.com/{content} , content will substitute the dynamic varying part of the url.
Example:
Hello,
This email notification can be customized as per your requirements.
Here is the shared document:
${link}
CMx Team
Configuration:
cmx.emailtemplate.contractexpiremilestone
Possible variables:
${title} - Contract title
${number} - Contract number
${host) - Server URL
Configuration:
cmx.emailtemplate.request
Possible variables:
${request} - Request Id
${host} - Server URL
Configuration:
cmx.emailtemplate.invite
Possible variables:
${firstName} - Firstname of the New User
${email} - Email
${password} - Password
${host} - Server URL
Configuration:
cmx.emailtemplate.signrequest
Possible variables:
${link} - Request Link
${recipient} - Recipient's name
${emailMessage} - Email message
Configuration:
cmx.emailtemplate.signcomplete
Possible variables:
${recipient} - Recipient's name
${documentName} - Document's name
The final signed PDF document will be attached to email message.
Configuration:
cmx.emailtemplate.contractforexternalreview
Possible variables:
${title} - Contract's title
${link} - Link to open the Document
Configuration:
cmx.emailtemplate.contractmanuallysigned
Possible variables:
${title} - Contract's title
${number} - Contract's number
${host} - Server URL
Configuration:
cmx.emailtemplate.contractsendforapproval
Possible variables:
${title} - Contract's title
${host} - Server URL
${approveUrl} - URL for Approve contract
${requestChangesUrl} - URL for Request Changes
Configuration:
cmx.emailtemplate.contractrequestchanges
Possible variables:
${title} - Contract's title
${host} - Server URL
Configuration:
cmx.emailtemplate.contractsendworkflowstepapproval
Possible variables:
${title} - Contract title
${firstName} - First name of the user
${lastName} - Last name of the user
${host} - Server URL
${reviewComments} - Review comments
Configuration:
cmx.emailtemplate.taskreminder
Possible variables:
${number} ${title} Contract: is pending for your review. Please click on the below link to review: ${title}.
Configuration:
cmx.emailtemplate.customreport
Possible variables:
${reportName}
${documentName}
${recipient}
HTML Sample
This section provides details about the various email notifications and other types of alerts generated by CMx.
CMx Contract Experience product is available in two versions:
(1) Cloud Contract Management Software
(2) On-Premises/ In-Office Contract Management Software
CMx provides product support for all its features and users can ask queries and sent feedback to:
Email support@contractexperience.com
Thank You!
In order to configure custom email sender address, below steps needs to be done and confirmed by someone from your IT team so that CMx can use your preferred verified sender email:
(1) Create a new email address inbox, which will be used to send automatic notification emails from Contract Management System (CMx). We do not need access to this email inbox and only you will have access.
Examples:
contracts@yourdomain.com
notifications@yourdomain.com
cmx@yourdomain.com
This shall be a “noreply” kind of email. for which you can be the “owner” of this address.
(2) “n order to configure the sender email in CMx instance, there are few steps that need to be done by your IT or someone who can access to your domain (yourdomain.com) DNS records:
The steps include verification of the domain, DKIM and SPF settings of the sender domain which is explained in detail in below URL , so the person should have access to make additions (adding TXT records) to the existing DNS records.
Below is a sample of our current configuration for "noreply@sysintellects.com" for which you can see that it is verified (all green checks) , DKIM Valid and SPF Valid.
(3) Once above 2 steps are done please confirm back to us at : support@sysintellects.com and we will check and make sure it shows green and do the rest of the configuration.
For best user experience with CMx, enabling below browser setting is recommended:
This section covers all best practices, standard operating procedures, and troubleshooting for specific issues in CMx Contract Experience Platform.
Contact: support@sysintellects.com in case if you are not able to find a resolution for your specific problem here.
Browser Support:
By default, CMx Supports all modern browsers such as Internet Explorer, Google Chrome, Mozilla Firefox, Safari, and Opera. However, due to the differences in browser implementations, there may be a need to change few settings in some of the browsers and this knowledge base captures them all.
Only Admin can View and update the company details in Company Profile page.
2.Company Profile Page displays with the Following sections-
a. Organization Details
b. Primary Contact Details
Under organization detail we have following Default entry fields.
All the above fields are default entries,you can view and update the changes and Click on "Submit" button.
If there are no changes,and get back to the Dashboard page click on "Cancel" button.
Admin User can Manage details of each Group.
Different Users can be assigned to groups for specific activities.
Manage Group
Manage Group screen displays the list of all existing available groups.
To view the manage screen, click on Group link in the menu under Organization Settings.
In the Manage Role screen, click on Create button to create a new Group, click on Edit button to update an existing record, click on delete button to delete the record.
Create Group
To Create a new Group
Edit Group
To edit an existing Group:
Delete Group
To delete an existing Group:
Admin User can Manage User details.
Business users can Manage and Create User.
Manage User:
Manage User screen displays the list of all existing User. To view the manage screen, click on User link in the menu under Administration.
In the Manage User screen, click on Create button to create a new User, click on Edit button to update an existing record, click on Reset Password to reset password.
Create User:
To create a new User:
Edit User
To edit a existing User:
Reset Password
Admin can reset password for existent users.
Admin User can Manage details of each Role.
In Role business users can Manage and Create Role.
Manage Role:
Manage Role screen displays the list of all existing Role. To view the manage screen, click on Role link in the menu under Administration. In the Manage Role screen, click on Create button to create a new Role, click on Edit button to update an existing record, click on delete button to delete the record.
Create Role:
To create a new Role:
Edit Role
To edit a existing Role:
Delete Role
To delete a existing Role:
Admin User can assign permissions to the newly created and existing roles. business users can Manage and Create Permission Schemes.
Manage Permission Schemes:
Manage Permission Schemes screen displays the list of all existing Permission Schemes. To view the manage screen, click on Permission Schemes link in the menu under Administration.
In the Manage Permission Schemes screen, click on Create button to create a new Permission Schemes, click on Edit button to update an existing record, click on delete button to delete the record.
Create Permission Schemes:
To create a new Permission Schemes:
Edit Permission Schemes
To edit a existing Permission Schemes:
Delete Permission Schemes
To delete a existing Permission Schemes:
Admin User can Manage Company Location details.In Location business users can Manage and Create Location.
Manage Location:
Manage Location screen displays the list of all existing Location.
To view the manage screen, click on Location link in the menu under Administration. In the Manage Location screen, click on Create button to create a new Location, click on Edit button to update an existing record, click on delete button to delete the record.
Create Location:
To create a new Location:
Edit Location
To edit a existing Location:
Delete Location
To delete a existing Location:
Note:The Location associated with specific Department,if that Department is associated with particular Contract,then the Location cannot be deleted.
Admin User can Manage Company department details.In Department business users can Manage and Create departments.
Manage Department:
Manage Department screen displays the list of all existing Department.
To view the manage screen, click on Department link in the menu under Administration. In the Manage Department screen, click on Create button to create a new Department, click on Edit button to update an existing record, click on delete button to delete the record.
Create Department:
To create a new Department:
Edit Department
To edit a existing Department:
Delete Department
To delete a existing Department:
CMx ElectroSign provides inbuilt Signature support, follow the below process to send documents for signature:
Note: cmx.electrosign.sendsigneddoc = true in advanced configuration is required to send the final signed pdf to multiple recipients
Package: A Signature Package is a set of documents sent to one or more recipients for electronic signature.
Status: Prior to the signature, the status of a document is either created or pending. After Signature it becomes Signed or Executed.
By default CMx Electronic/Digital Signature offers below forms of security to make sure it's validity across different geographies and global laws. In United States, this process follows the e-sign act :
From the left navigation menu, click on Signature menu option to start the send signature process.
All the packages that have already sent for signature by the user are listed in this screen. This page also displays the status of each package, the date sent for signature and the recipients who are signers of the documents in the package.
From the top right section, click on New button to send a new PDF document for signature. In the first screen of prepare for signature, select the PDF document that should be sent for signature by clicking on the Choose button. Once the selection of the document is made, Click on Upload button so that the document is uploaded to the server. In the next step, add the recipients who should be signing the document.
You can add one or more recipients for signature process.
Once the document is prepared for signature by placing the Sign Here tabs, click on the Send Button on the top right section. This completes the process of sending for Signature by CMx and all the recipients receive an email with a unique URL requesting for signature.
A new signature package record is created and should be visible in the Manage Signature Packages screen:
Each recipient receives an email which looks similar to below:
The recipient clicks on the unique signature URL in the email which takes them to the Signing page in CMx:
On clicking Sign Here, the recipient can affix the electronic signature.
Finalize the Signature Process by clicking on the Save button, accepting the terms and conditions checkbox and clicking on the Complete Signature button.
Once the signature is finalized by the recipient, the document status is changed to Executed and the signing process is complete.
Exiting User can Change the password using Change Password Link.
To delete and go back to Dashboard page click on "Cancel" button.
Audit Report -
CMx provides ability to combine or merge multiple word documents (Note: PDFs are not supported) and create an amended document as a result.
Follow below steps for creating an amendment:
From any contract which already has two word documents (docx files) ,from the contract number menu , click on : Create Amendment option and select any 2 documents:
Once the documents are merged , the combined document is generated and displayed in a window:
All metadata from CMx contract records including custom field values can be exported from CMx from the Export page and clicking on the Export Metadata button.
CMx user can export the contracts that he has access to.
Once the import is submitted, a message is displayed to the user stating "Import Job is successfully scheduled"
Displays number of records that failed was failed in the import.
Import Status Tab
CMx user can import the Contracting Party lists either bulk or single lists that he has access to.
Downloaded Import Sample Template
CMx user can import the contracts that he has access to.
Workflow is the series of activities that are necessary to complete a task. Both Simple and Complex Workflows can be configured within CMx Approval Workflow:
Complex workflow approvals , for example like the one below between multiple departments and external reviewers can be automated using Approval Workflow.
Manage Workflow :
Manage Workflow screen displays the list of all existing Workflows .
To view the manage screen, click on Workflow link in the menu. In the Manage contract type Workflow screen, click on Create button to create a new Workflow , click on Edit button to update an existing record, click on delete button to delete the record.
Create Workflow
To create a new Workflow :
Edit Workflow
To edit a existing Workflow :
Delete Workflow
To delete a existing Workflow :
Contract clause category helps to group clauses into specific category or buckets so that it makes organising clauses easier.
For example: All Financial clauses can be grouped under clause category named "Finance".
Manage Clause Category:
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu.
In the Manage contract type screen, click on Create button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Clause Category
To create a new Clause Category:
New Clause Category is created in the system and navigates to the Manage screen, displaying the newly created Clause Category.
Edit Clause Category
To edit a existing Clause Category:
Delete Clause Category
To delete a existing Clause Category:
Clause Library is the central storage area where all of your organization's clause texts are stored so that they can be reused again in new or existing contracts. This tool not only organizes your clauses but also enhances the efficiency and accuracy of your contract management processes.
Manage Clause Library:
Manage Clause Library screen displays the list of all existing Clause Library. To view the manage screen, click on the Clause Library link in the menu.
In the Manage Clause Library screen:
A clause library serves as a centralized repository of standardized contract clauses. This organized collection allows users to quickly search and retrieve specific clauses, ensuring that only pre-vetted language is used in contracts.
By using a clause library, businesses can reduce errors related to manual clause composition. With access to a range of reliable templates, the risk of inaccuracies is significantly diminished, saving both time and resources.
Standardized clauses mean every contract maintains uniform language and structure. This consistency helps in presenting a cohesive brand image and can also facilitate smoother collaboration with external partners who appreciate clarity and uniformity.
Preapproved clauses are typically vetted for legal compliance, which means using them increases the likelihood that contracts meet all necessary legal standards. This minimizes the risk of contractual disputes and potential legal setbacks.
Utilizing a clause library transforms contract creation from a daunting task into a streamlined process, safeguarding your business’s legal and professional integrity.
A clause library is a powerhouse tool for enhancing your contract management system's effectiveness. Here's how it brings accuracy, consistency, and compliance to your business:
With a well-organized collection of preapproved clauses, you can accelerate the process of constructing contracts. This library allows users to easily search for and select the appropriate clauses to insert into various documents. The streamlined approach reduces the time spent on drafting and assembling contracts, enhancing overall productivity.
A clause library fosters transparency among all parties involved in the contract process. By providing easily accessible clauses, everyone gains a clear understanding of expectations, nurturing better communication. This increased visibility helps avert potential misunderstandings and ensures everyone is on the same page.
Having pre-vetted clauses at your fingertips simplifies the task of maintaining legal compliance. Your contract management and legal teams can swiftly locate clauses that meet specific legal criteria, significantly reducing the risk of errors or omissions that could lead to legal issues.
The efficiency brought by a clause library means your team can focus more on strategic tasks rather than mundane administrative duties. By cutting down on the time spent finding and inserting clauses, teams save considerable time, boosting overall productivity and allowing resources to be allocated to more critical activities.
A clause library ensures that every contract is crafted with a consistent tone and structure. This uniformity reinforces a sophisticated and professional image to business partners, showcasing the integrity of your contract management process.
In conclusion, integrating a clause library into your contract management system is a strategic move toward optimizing operations. With benefits ranging from time efficiency to enhanced legal compliance, it's an invaluable asset that supports the seamless execution of contracts.
Human error is an inevitable part of any business operation, but the key to success lies in how well you prepare for and mitigate it. In the realm of contract management, a clause library can be a powerful tool in reducing these errors.
In conclusion, a well-maintained clause library doesn't just reduce the occurrence of human error—it elevates the entire contract management process, ensuring accuracy, consistency, and compliance while saving valuable time and resources.
A clause library can dramatically speed up your contract creation process by providing a repository of preapproved clauses that are ready to use. By having these clauses at your fingertips, you can seamlessly incorporate them into recurring contract types, eliminating the tedious chore of manual clause insertion.
Forget the hassle of searching through document after document. A clause library simplifies the search and retrieval process, allowing your team to focus on adding value instead of hunting for the right text. This efficiency not only saves time but also ensures that your contracts are ready for review and approval at a faster rate.
Incorporating preapproved clauses helps maintain uniformity and reduces errors in your contracts. Every contract you build will consistently reflect the professionalism of your business, presenting a coherent, well-rounded picture to clients and stakeholders.
By using a clause library, your contract management system achieves a higher level of optimization. Your team can dedicate more time to strategic tasks, leading to a more efficient workflow and improved business relationships.
In essence, a clause library turns the often cumbersome task of contract generation into an efficient, error-free operation, ultimately allowing you to create more contracts in less time.
A clause library is a powerful tool for reducing risk in contract drafting. Here's how it works:
1. Standardization of Language:
By providing a set of preapproved clauses, a clause library ensures that language is consistent across all contracts. This consistency eliminates ambiguity, helping to avoid misunderstandings that can arise from vague or imprecise wording.
2. Quality Assurance:
Preapproved clauses are crafted with careful attention to detail, ensuring that all potential legal and operational pitfalls are addressed. This reduces the likelihood of errors that can lead to disputes or legal consequences, safeguarding both your company and your business relationships.
3. Efficiency in Drafting:
Having a repository of ready-to-use clauses streamlines the drafting process. This not only saves time but also ensures that all contracts are built on a foundation of legally sound language, further minimizing the risk of discrepancies.
4. Risk Mitigation:
When contracts consistently utilize vetted clauses, the potential for drafting errors diminishes. This standardization serves as an indirect risk management strategy, proactively reducing the chances of disputes and the subsequent damage they may cause.
By leveraging a contract clause library, businesses can focus on building strong, reliable agreements, knowing that their foundational elements are secure.
Preapproved clauses serve as fundamental components in contract creation, providing essential legal terms and information. These clauses are stored in a contract clause library, where they can be tagged with specific attributes—such as terms, services, and other critical details—relevant to various contract types. This classification allows businesses to efficiently tailor contracts to their specific needs.
In essence, preapproved clauses streamline the contract building process by reducing manual input, ensuring uniformity, and bolstering productivity across contract management workflows.
In the Manage Clause Library screen, click on Create button to create a new Clause Library, click on Edit button to update an existing record, click on delete button to delete the record.
Create Clause
To create a new Clause:
Edit Clause
To edit a existing Clause:
Delete Clause
To delete a existing Clause
By leveraging a clause library, your organization can achieve improved visibility for all parties involved, setting clearer expectations and enhancing communication. The library is enriched with preapproved and prebuilt clauses, ensuring that your contract management team and legal department can quickly find clauses that meet various criteria while maintaining legal compliance.
By utilizing tagging features, the legal department can significantly streamline the auditing process. This allows for easy identification of risks, making it more manageable to address them effectively. In essence, a well-structured clause library is not just a repository of text but a powerful tool that enhances the overall speed, efficiency, and accuracy of your contract management system.
Electro Sign Terms and Conditions Conventions:
For signing with electronic signatures, Terms and conditions are displayed to the user who is signing. This terms and conditions can be customized for each contract type by following below conventions and CMx automatically displays the correct terms and conditions for each contract type.
"Contract Type" appended with text " Terms"
For example:
if the contract type is "Fixed Contract" , naming a clause as : "Fixed Price Terms" will set the electrosign terms and condition automatically.
Contracting Party type refers to the various types/ buckets contracting party can be categorized.
Manage Contracting Party type:
Manage the Contracting Party type screen displays the list of all existing Contracting Party type. To view the manage screen, click on Contracting Party type link in the menu. In the Manage Contracting Party type screen, click on Create button to create a new Contracting Party type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contracting Party type
To create a new Contracting Party type:
Edit Contracting Party type
To edit an existing Contracting Party type:
Delete Contracting Party type
To delete an existing contract type:
Contracting party is the business entity that enters into a legally binding contract with the current organization who creates the contract. where the user can manage contracting party details.
Manage Contracting Party:
Manage the Contracting Party screen displays the list of all existing contracting Party. To view the manage screen, click on contracting Party link in the menu under External Parties.
In the Manage contracting Party screen, click on Create button to create a new contracting Party, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contracting Party
To create a new Contracting Party enter the following fields.
Edit Contracting Party
To edit an existing Contracting Party:
Delete Contracting Party
To delete an existing Contracting Party
Contract Template is the centralized area where all the template documents across the company can be stored and updated. The contract template is used in Generating Contract using CMx.
In this feature, a user can Manage and Create a Contract template.
Go to Contract Template from menu, Displays Manage contract Template page, where a user can see the following columns in a grid.
1.Template Name
2. Description
3.Status
4.Action
The user can see a Live Editor Icon, Update Icon Button, Delete action Button in the Manage Contract Template Page.
On click of "Create Contract Template" page displays with following fields, where the user must input values to create a new Contract template.
1.Contract Template name
2.Description
3.Template Document attachment field
Input values in the above fields and click on "Create" button, Contract Template creates successfully and displays in Manage contract Template grid.
Click on Contract Templates from the left navigation menu and then on Create Contract Template.
Enter a name and description for the contract template and browse for the MS Word document template created in Step1 and click on Create button.
Verify that the Contract Template is created successfully in the Manage Contract Template screen.
Custom Field Form is a user defined form with multiple control definitions using a designer and a name.
Click on Custom Field Form from menu,Manage Custom Field Form Page displays with following columns in the grid.
Manage Custom Field Form
Search Field and show entries drop down on top of grid where user can input the custom field name and search.
In Manage custom Field Form admin users can view, edit, delete all the existing custom field form and also create new custom field forms.
Create Custom Field Form
Click on Create custom Field Form in the manage Custom Field Form page.Screen displays with following fields.
Number
Single line text or String
Multi line text
Drop Down Select
Check box
Radio Group Field
To Create new Custom Field Form:
Edit Custom Fields Form
To edit a existing Custom Fields Form
Delete Custom Fields Form
To delete a existing Custom Fields Form:
Click on Custom Field form on the left navigation menu.
Provide and name, description for the custom field form. Drag and drop required custom fields.
(NOTE: White spaces are not supported in custom field names for generate contract annotations. For example : "Billing Rate" is not supported. Correct field name is: "BillingRate")
Drag and drop a single line text from right to left section.
The new field will appear like above with label as "New text". Click on the second icon pointed by the red arrow and it will bring up the Options dialog screen.
Provide Label name without numbers or special characters or white spaces as above and click on Okay button.
Provided Label name should be visible above the custom field text as similar to below.
Add all the required single line text fields that you need following above steps.
Once done , Scroll all the way down and click on Create or Update button to save the custom field form.
Contract Types are used to classify a contract based on the functional context.
Manage Contract Type:
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu. In the Manage contract type screen, click on Create button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contract Type
To create a new contract Type:
Edit Contract Type
To edit a existing contract type:
Delete Contract Type
To delete a existing contract type:
Click on Contract Types from left navigation menu and click on create contract type.
Provide Name and description and select the contract template created in step 1 above and custom field form in step 2.
Click on Create/Update.
Verify in Manage Contract Types screen that a record exists with the details of updates that you made above.
To Create a Contract:
Create/edit contract screen is displayed with different tab sections as mentioned below.
(1) Main :
(2) Custom
(3) Documents:
(4) Clauses:
(5) Milestones :
(6) Notes:
(7) Access Restrictions:
(8) Enter Tags:
2. Click on Custom Tab displays Custom Tab with any custom fields configured for the contract type.
For example NDA (non disclosure agreement) may have different custom fields than HR Agreement.
Refer: Custom Field Form
3.Now Click on Documents tab.
4. Click on Clauses tab.
5. Click on Milestone tab.
6.Click on Notes Tab
7.Click on Access Restrictions Tab(Unlocked Icon in Right top Corner of Create Contract Page)
8.Click on Enter Tags Tab(Text area at Right top Corner of Create Contract Page)
After entering all these click on "Create" button.Contract creates successfully and displayed in the Manage contract Grid.
Pre-requisite: cmx.create.amendment configuration is set to true in Manage Configurations
Cancel Contract action is done on contracts for making it to Inactive state and there by cancelling the contract.
After clicking on Cancel Contract the Particular contract will get cancelled or goes to Inactive state and "Success Message" will be displayed on Manage Contract page.
User can see the Cancellation scenario in the Contract as Stage and Status changed to Closed/Discontinued and Inactive/On Hold respectively..
CMx provides inbuilt Electronic Signature support, follow the below process to send a PDF OR DOC or DOCX files for signature one at a time.
Package: A Signature Package is a set of documents sent to one or more recipients for electronic signature.
Status: Prior to signature, the status of a document is either created or pending. After Signature it becomes Signed or Executed.
Sent For e-Signature
From the Manage Contracts, click on Sent For e-Signature menu option to start the send signature process.
From the top right section, click on New button to send a new PDF document for signature. In the first screen of prepare for signature, select the PDF document that should be sent for signature by clicking on the Choose button. Once the selection of the document is made, Click on Upload button so that the document is uploaded to the server. In the next step, add the recipients who should be signing the document.
You can add one or more recipients for signature process.
Once the document is prepared for signature by placing the Sign Here tabs, click on the Send Button on the top right section. This completes the process of sending for Signature by CMx and all the recipients receive an email with a unique URL requesting for signature.
A new signature package record is created and should be visible in the Manage Signature Packages screen:
Each recipient receives an email which looks similar to below:
The recipient clicks on the unique signature URL in the email which takes them to the Signing page in CMx:
On clicking Sign Here, the recipient can affix the electronic signature.
Finalize the Signature Process by clicking on the Save button, accepting the terms and conditions checkbox and clicking on the Complete Signature button.
Once the signature is finalized by the recipient, the document status is changed to Executed and the signing process is complete.
To Send a contract for Manual Signature to the Contracting Party.
After clicking on Sent for the Manual Signature button from options the following screen appears
The user can enter details into Contracting Party Email and select a contracting party from the drop-down list which is associated with that particular contract.
Once the documents are sent for manual signature and its processed successfully, an alert will be displayed in the Manage Contract Page.
Once a contract has been created in the system, contract owner can send the contract for Review either Internally or Externally.
Pre-requisite: A workflow should be created in the system and the same should be assigned to Contract.
3. An email is sent to Contract Approver and the Contract is listed in “Pending Tasks” in the dashboard of the Contract Approver.
4. Contract approver logs in and Clicks on the “Contract Id” from the Pending Tasks widget.
5. Reviewing the contract User clicks on “Approve Contract” button. (Assuming no changes are required )
6. The status of the contract should become approved and the status of Workflow can be verified by clicking on “View Version History” for the contract observe the revision history for the Contract.
Scenario 2:
One level Workflow – When the approver has requested for changes to the contract
Click on Contract number and from the menu click “Send For Internal Review”
2. An email is sent to Contract Approver and listed in “Pending Tasks” in the dashboard of the Contract Approver.
3. User Enter the Review comments and clicks on “Request For Changes”
4. An email is sent to Contract Owner to review task and Review Task is listed in Pending tasks when Contract Owner logs in.
5. Clicking on “View Version History” user can check the status of the workflow and also the status of the contract will not be approved.
Two level Workflow – Approve Contract:
Pre-requisite: Create a workflow which has 2 level of approvals and assigns the same to a Contract
Once the contract has been created, the contract can be sent for multiple levels of approvals by assigning the contract to a workflow which has multiple levels of approvers. In this contract will only go to an approved state, when both the approver's has approved the contract.
2. Click on Contract number and from the menu click “Send For Internal Review”
3. An email is sent to Contract Approver1 and listed in “Pending Tasks” in the dashboard of the Contract Approver1.
4. When Contract Approver1 clicks on “Approve Contract”, an email is sent to Contract Approver 2 and listed in “Pending Tasks” in the dashboard of the Contract Approver2.
5. Contract Approver2 clicks on “Approve Contract”, and the workflow status can be verified from the version history
Edit Contract functionality is to update an existent contract in the Manage contract list.
After clicking on Edit Contract the Update Contract page will get loaded and user can Modify or Edit the contracts and click on Update Button on the right top corner of the contract page.
Once the Update action is successfully completed user can get an alert message on that in Manage Contract page.
CMx provides users with Share File Option so that they can share the documents with other users in CMx in Live Editor.
When the user clicks on Share File and select the particular document to be shared, the below screen gets displayed and the user can select users list to whom the file has to be shared.
When the user clicks on the text box a drop-down list box appears and they can select the email_id of the users to whom the file has to be shared.
The user can select the user's email id and share the documents.
After selection, once the user clicks on Share button Success Alert will be displayed and the file gets shared to the recipient user.
Edit File Online functionality help the CMx user to update the attached documents with contracts Online.
The user needs to click on the Edit File Online option from various sub menus in Manage contracts tab.
After clicking on Edit File Online option the below screen appears and the user can edit the attached documents of any type.
User Can do the editing in the editor sheet and save the changes
After updating and saving the file user can close the document file. (user can close the document file by clicking on the red x icon on the top right corner.)
The updated content can be viewed in the document attached to the contract by downloading the file.
The particular file type will be opened outside the CMx and user can view it.
Manage contracts screen displays the list of all existing contracts. To view the manage screen, click on Manage Contracts link in the menu.
In the Manage contracts screen, click on Create contract button to create a new contract, click on Contract number drop-down, where you can see the following actions.
a. Filtered Search
b. Full Text Search
Filtered Search
Search Filters:
a. Contract Number
b. Contract Title
c. Contract Owners (Users)-User Name
d. Departments-Name
e. Locations-Name
f. Contracting Party-Name
g. Contracting Party Type-Name
h. Contract Type-Name
i. Document Attachment Contents
j. Document Attachment Types (Example: PDF, MS Word etc)
k. Document Attachment File Name (Example : Filename* )
Full Text Search
Manage Requests
All the requests in CMx is being tracked using this screen.
User is able to create new requests using "Create Request" , update existing requests using "Update Request" on edit mode and Delete existing Requests using "Delete Request" on Delete mode.
Create Manage Request
Click on Manage Request in the Manage Requests page.Screen displays with following fields.
Edit Manage Request
To edit a existing Request:
Delete Request
To delete a existing Request
Contract Repository Stores and Manages all contracts in CMx System
This feature provides businesses to manage contracts. Contract Repository is again Classified to different Submodules for performing unique functionalities of CMx.
Contract Repository Main Classification is as Follows:-
Main Module in the Contract Repository is the Manage Contracts where all the Contract features are accessed and managed.
CMx Dashboard has the following sections, different dashboard widgets are displayed to different users (Executive, Administrator, User) based on the user role and permission scheme that the user is assigned to. CMx Administrator by default has all access. :
1. Contract Analytics Widget -Contract Analytics Widget is a drill-down widget which represents pie charts based on the selection from drop down.
Dropdown values:
1. Contracts by Contracting Party: % Distribution of Number of contracts by contracting party(Pie Chart) (Default Selection), On click of the portion of the pie, re-directs the user to the specific contracts.
2. Contracts by Contract Type: % Distribution of Number of Contracts by Contract Type
3.Department: % Number of Contracts by Department (Pie Chart)
4.Location: % Number of Contracts by Location (Pie Chart)
5. Contracting Party Type: % Number of Contracts by Contracting Party Type (Pie Chart)
6. Contract Risk Levels
7.Contract Value
a.% Contract Values by Contracting Party Type (Pie Chart)
b. % Contracts Value Per department
when clicked on above values from drop down, it has to display actual numbers/values of the specified percentage value.
2. My Tasks Widget-User is able to view and work on the assigned tasks. My Tasks Widget in the dashboard is to retrieve all the tasks for the logged in user.
On clicking on the Task Name link, the user will be redirected to the associated entity, Task Name is linked with a contract number and. On clicking on the Task Name, the user is redirected to the review page for contracts.
1. Once the task is assigned, the task status displays" pending "by default in My Task widget grid.
2. On completion of review activity, task status changes to "Completed" by the system and same is updated and displayed in My Task widget grid.
3. Audit Trail Widget- Audit Trail section displays the real-time of activities performed by the user and other users for whom the user has authority on are recorded. The administrator can see all the activities performed by all the users, whereas User can see only the contract related feeds if the user is part of the notification list for the contract.
4.Expiring Contracts Widget -.This section displays all Expired/Expiring Contracts ( within 30,60, and 90 days) in descending order of the contract expiry date in the grid. when clicked Contract Number (hyperlink) show take to the edit view of the specific contract.
Forgot Password allows existing user to retrieve their password,If a user has forgotten their password.
Pre-requisites
Navigate to the User Profile page and Set the Security Questions (Logout Menu -> User Profile ->Security Questions section)
Note: Please take a note of the Security Questions and Answers as these will be required while resetting the password using 'Forgot Password"
1.click the Forgot Password link on the sign in page.
2.Enter the Email ID and click on submit.
3.Email is validated and security question is displayed as text.
4.Enter an answer for the displayed security question.click on submit.
5. On Submit, If the information entered is valid then a message stating that” Your password is sent to your email” else “Please review your entries and provide all required fields”.
6. The system will send you a recovery code so that user can change your password.
7. Click on the Recovery Code hyperlink in the email.
8. Enter and confirm your new password.
Two steps are involved in MFA login.
Step 1:Provide user name and Password.
Step 2:On Successful Login,enter MFA 6 digit code .
MFA settings:
To Set Google Authenticator Application:
To Login Using MFA:
The user is able to successfully login to the CMx system using a valid username and password.
To Login CMx System:
Note:
1. If the user keys in an incorrect password and tries to login for 3 consecutive times, then Simple Captcha is displayed.
2. If the user keys in an incorrect password and tries to login for 5 consecutive times, then the user account will be locked and displays a message stating “ The User Account is locked, Please contact the administrator”.
Contract lifecycle management (CLM) is the process of controlling, coordinating, and streamlining all stages in the life cycle of a contract. Contract life-cycle management (CLM) software helps firms create, manage, and achieve maximum value from business contracts with customers, suppliers, vendors and dealers.and is a key piece of the business technology agenda.
7 Stages of Contract Life Cycle Management
Contract management is the process of managing contract creation, execution and analysis to maximize operational and financial performance at an organization, all while reducing financial risk. Organizations encounter an ever-increasing amount of pressure to reduce costs and improve company performance. Contract management proves to be a very time-consuming element of business, which facilitates the need for effective and automated contract management system.
Contract Management Software
While the tradition is normally to manage contracts manually through folder and file cabinet storage, the practice is riddled with inefficiencies that can only detract from an organization’s overall efficiency. Integrating with an automated contract management service will help free up countless man hours and automate countless processes associated with managing a contract, thus creating more value for a company.
High-level features of CMx - Contract Management Software
Simplify your enterprise Contract Life Cycle Management (ECLM) Process with below features:
1. Enterprise Level Configurations
a. Organization Provisioning
i. Company Profile
ii. Location Provisioning
iii. Department Provisioning
iv. Staff Provisioning
v. Role & Permission Provisioning
vi. User Groups Provisioning
2. Contracts Configuration & Extensibility
a. Contracts Settings
b. Contract Level Security Permission
3. Contract Repository
a. Central Contract Respository for Managing Contracts and Document Attachments
b. Search & Advanced Search
i. Sub-second Response with Millions of Contract Records and Content types of files attached with contracts.
c. User Defined Custom Fields
d. Configurable Custom Workflow
e. Internal & External Reviews
f. e-Signature
g. Contract Types
h. Custom Contract Templates
4. Collaboration Features
a. Collaborate and author contracts
b. Internal Review with Team Members
c. External Review with Subject Matter Experts (SME) and Lawyers, keeping track of every change on the go.
5. Analytics & Reports
a. Audit Trail
b. Contract Analytics
c. User Task Board
d. Recommended Contracts for Review
6. Enterprise Scalability & Cost Effectiveness
a. Leverages strengths of Open Source Stack combined with powerful document authoring and collaboration features
b. Scalable Design with the latest and greatest technology stacks to provide you the best possible User Experience (UX)
7. Security
a. SSL
b. HMAC Request Level Security
8. Import & Export
a. Self Service Import of Existing Contracts using Excel Template
b. Export Existing Contracts - Administrator
9. On-Premise Vs Cloud SAAS Version
10. World Class Support
CMx is a complete end-to-end Contract Lifecycle Management (CLM) solution which can be deployed across all departments/locations/subsidiary (child companies) within an organization. CMx is designed based on below diagram which represents the true CLM stages.
More details on these stages can be found here: https://www.contractexperience.com/resources/resources-main.html
Navigating the SaaS contract negotiation process can feel overwhelming. However, it's an important step to get the best possible deal for your business. This blog guide offers helpful tips and ideas to support you in your SaaS contract negotiations, whether you are experienced or just starting out. Always remember to seek legal advice from a qualified professional before you sign any contract.
SaaS contracts, which are called Software as a Service agreements, are important papers that explain the rules between a software provider and a business. These contracts include key details such as service levels, pricing, data security, and more. It is very important for businesses to understand these contracts if they want to use SaaS solutions well and avoid risks.
If businesses do not grasp the details of SaaS contracts, including the legal terms, they may face unexpected costs, legal issues, and problems with operations. So, it is essential for businesses to carefully check and negotiate the terms before signing any agreement. A good contract helps protect both parties and creates a strong foundation for a successful business relationship.
SaaS agreements are essentially licenses. They allow businesses to access and use software that is hosted on the provider’s servers. Unlike buying traditional software, SaaS uses a subscription model. This means businesses pay recurring fees based on things like the number of users, features, or usage. This unique aspect of SaaS agreements makes it important to understand their key parts.
A good SaaS agreement should clearly explain important details. This includes the scope of the license, such as how many users are allowed. It should also cover payment terms, service level agreements (SLAs) that set performance expectations, and rules for data security and privacy. Additionally, it needs to outline what happens with termination and renewal, and having clear templates for these components can make the agreement process easier.
Moreover, businesses must pay attention to what the service provider says about data ownership, where the data is stored, and how they comply with industry rules. A careful look at these key elements protects a business’s interests and helps ensure a good SaaS experience.
Understanding the key terms in SaaS contracts is important for making good choices during negotiations. Focus on payment terms, like subscription fees, billing cycles, and ways to pay.
Service levels are also very important. They describe expected uptime, performance measurements, and how quickly support will respond. Clear service level agreements (SLAs) help ensure a good experience for users.
Additionally, SaaS contracts often contain a limitation of liability clause. This part explains the vendor's maximum financial responsibility in cases like service interruptions, data losses, or other unexpected issues. Businesses need to look closely at these clauses to know their risks and negotiate better terms.
Before starting talks for your next SaaS contract, it is important to prepare well. You need to know what your organization specifically needs. You should also consider your budget and any issues that might stop the deal.
Additionally, looking into what others in your industry are doing can give you useful ideas. When you take the time to prepare, you will feel more confident. This will help you negotiate better and get a SaaS contract that fits your business goals.
Start by carefully checking what your organization needs from the SaaS solution. Find out the key features you want, the software you need to integrate with, and how many users will need access.
Then, set a real budget for the SaaS subscription. Think about costs for setup, training, and possible growth in the future. Knowing your budget will help you negotiate better pricing.
Also, look into the SaaS provider and collect benchmark data about similar solutions in the market, especially regarding email solutions. Learning about pricing, service levels, and contract terms in your industry will help you in negotiations.
A successful negotiation process needs the right tools for clear communication and good decision-making. Use strong SaaS management tools to keep track of software licenses, watch contract renewal dates, and see how the software is actually used with SaaS companies. This information can guide your negotiation strategy.
Think about getting your legal team or a law firm to look over the contract’s terms and conditions. A legal team that knows about SaaS agreements can find possible risks, clear up unclear clauses, and make sure your interests are safe.
Working together is also important. Involve key stakeholders in your organization, like IT, finance, and users, to gather what is needed and get their support during the negotiation process. A united approach boosts your bargaining power and leads to a smoother negotiation.
Negotiating SaaS contracts can be simple. If you take a clear and organized approach, your business can handle this process well.
This easy guide gives you important things to think about and practical tips. These will help you get good terms and build a positive relationship with your SaaS vendor.
Before you start negotiating, it's important to do careful research on the SaaS vendor. Look into their financial health, how people view them in the market, and what customers say about their satisfaction. This will help you see how reliable they are and how long they might stay as your partner.
Also, take time to read their standard enterprise agreements. Pay special attention to the clauses about data security, service levels (SLAs), and customer support. Knowing their usual terms helps you get ready for negotiations.
Finally, talk to current customers of the vendor. Ask for references or look for online reviews. This will help you understand their experiences, like the quality of service, how fast their support is, and how satisfied they are with the vendor.
Entering a SaaS contract negotiation is important, so you need to be clear about what you want. First, figure out the things you cannot change in the agreement. These are your must-haves. They might include service levels, data security, or compliance needs that are vital for your work.
Be ready to leave the deal if these must-haves are not met. On the other hand, know where you can be flexible. This could be about how long the contract lasts, pricing options, or features that are not critical for now.
Finally, think about what matters most to you. Decide which parts of the contract you care about the most. For example, if having uptime is very important for your business, focus on strong service level agreements (SLAs) and solutions for downtime instead of possible savings on extra features.
SaaS vendors use different pricing models. It's important to understand how they set their prices and what costs are involved. Ask about the different tiers and if there are charges based on how much you use the service. Find out if costs may change based on things like the number of users, data storage, or specific features.
Don’t be afraid to negotiate prices for SaaS products, especially for long-term contracts or discounts for buying in bulk. Think about how their pricing model can affect you in the long run. Look at future growth and how that might change your costs. Make sure to ask about any price increases when it's time to renew and try to negotiate limits on those increases.
Being clear and open is very important. Ask for a detailed list of all costs, such as setup fees, training costs, and any extra charges for help or upgrades. Knowing all about their cost structures helps you make smart decisions.
Effective communication is very important during negotiations. Talk clearly and directly about your needs, budget limits, and any concerns with the sales team. Listen carefully to their views and show that you want to reach a solution that works for both sides.
Create a good relationship with the sales representatives. Having a positive and friendly connection can lead to better results. Still, keep it professional and don’t make decisions based on emotions. Use facts and objective analysis to back up your proposals.
Work on building a case that helps both sides. Explain how agreeing to your terms will help not just your company but also the vendor. Present your arguments in a way that connects with their business goals.
Once the negotiations end, take your time with the final steps. Look closely at each part of the contract. Make sure it shows what you both agreed on. If you find anything wrong, talk to the vendor about it right away.
If needed, ask your legal team to review it carefully. They know a lot about contract law and SaaS agreements. This protects you and makes sure the contract stands up in court.
Always keep a copy of the signed contract. This paper will help you later during your time with the SaaS vendor.
When dealing with SaaS negotiations, it's important to pay attention to details, including automated workflows. Not just the pricing, but also several other key areas need careful thought. These areas can affect your organization's security and how efficiently it operates.
Thinking about these aspects early helps reduce risks. It also creates a good partnership in SaaS that fits your business needs and goals for the future.
Data privacy and security should be the top priority in any SaaS agreement. Make sure the contract has strong data protection measures. This includes data encryption both at rest and while it is being sent, access controls, remedies, and regular security checks.
Take a close look at the vendor's policy for notifying you about data breaches. Try to negotiate a time period that matches your internal response plans and legal responsibilities. Also, check if they follow the important data protection rules.
Specifically, make sure the vendor meets industry-standard certifications like SOC 2, ISO 27001, or GDPR. Following these guidelines helps protect data and builds trust in the SaaS vendor.
Service levels are very important when using a SaaS provider for key business tasks. Be sure to negotiate clear service level agreements (SLAs). These should include specific performance measures, uptime guarantees, and support response times.
For example, make sure to define the solutions offered if an SLA is not met. These solutions can include service credits, fines, or other types of compensation for service problems.
Also, make sure the contract includes details on how to monitor performance, ways to escalate service issues, and a clear way to communicate updates and notifications about services.
Even if you plan carefully, it is normal to face challenges during SaaS negotiations. To deal with these challenges well, you need to understand them and have strategies ready to reduce their effects.
By thinking ahead and preparing for these typical issues, businesses can make the negotiation process smoother. This helps them get a good SaaS agreement that fits their needs and limits.
SaaS providers often add clauses that they say are "non-negotiable." These are to protect their interests. They might include limits on liability, warranties, or rules about intellectual property rights.
Some of these clauses may be standard in the industry and hard to change. However, it is important to understand what they mean for your organization. If a non-negotiable clause is a big risk for your business, look for alternative solutions.
For example, if the limitation of liability clause is too strict, think about getting cyber liability insurance. This can help cover losses that go beyond what the vendor will pay. Also, try to negotiate better terms when you are renewing a SaaS contract. Use this as your advantage.
Check the contract for any hidden fees that could raise the total service cost. These fees might include charges for exceeding data limits, help with setup, user training, or access to extra features that are not part of the basic plan.
Before you sign the agreement, make sure you fully understand the vendor's pricing structure. Ask about any extra costs for services or features you might need later, even if you don’t need them right now.
Writing down these costs at the start helps avoid surprises later and allows you to plan your budget for your SaaS investment more accurately. Knowing the full cost structure helps you make good choices based on your budget and future needs.
Good negotiation is more than just getting a lower price. It requires strong communication, smart planning, and knowing your strengths.
By improving these abilities and using tested strategies, businesses can enter SaaS negotiations feeling sure. This can lead to better results that match their goals.
Understanding and using BATNA (Best Alternative to a Negotiated Agreement) is very important when negotiating SaaS contracts. Knowing your choices outside the current talks can really help you. By looking closely at your BATNA, you can improve your standing at the negotiating table and aim for the best possible deal. This approach will help you handle contract terms, service levels, and possible issues effectively, making sure the negotiation process goes well. Use BATNA to get good terms and protect your interests.
Virtual negotiations are becoming more common. To do well in this online environment, improve your negotiation skills. Get technology that makes video calls, shares documents, and works together easily.
Make sure your internet is stable. Choose a professional-looking background and reduce distractions during the talks. Focus on non-verbal signals. Keep eye contact, use good body language, and watch your tone of voice to show confidence and trust.
Plan an agenda ahead of time and send important documents early. This helps keep the negotiation focused and productive. These actions lead to better outcomes.
In conclusion, doing well in SaaS contract negotiations needs a smart plan and good prep. You should know the basics, look at your business needs, and learn some negotiation skills. It's important to know your must-haves, think about pricing, and check contracts closely to get good terms, as revisions and adjustments may be necessary. You must deal with data privacy, service levels, and handle issues like non-negotiable clauses and hidden fees. To improve your skills, use BATNA and good communication methods. Also, keep in mind that you might need to renegotiate as your business changes. Learn more to tackle SaaS agreements confidently and achieve the best results for your organization.
Important parts of SaaS contracts are defining service levels (SLAs), explaining data ownership and usage rights, making intellectual property clear, and setting specific performance metrics. These help ensure reliable service and protect data.
In the negotiation process, share your business needs openly. Involve key stakeholders from the start. Listen actively and explain clearly. Use data to back up your requests. This will help everyone understand better, especially with the SaaS provider.
Red flags in SaaS contracts are things you should watch out for. They include vague limits on liability, hidden fees, and unclear pricing. You should also be careful of strict terms of use and clauses that mainly benefit the vendor, along with the lack of clear reps and warranties.
Yes, you can negotiate service levels in SaaS agreements. Businesses should have clear service level agreements (SLAs). These should include specific uptime guarantees, performance standards, and acceptable response times for support requests.
It is a good idea to renegotiate your SaaS contract during renewals or when there are big changes. These changes can include higher usage, new features you need, or changes in your business. You should look over your contract terms at least once a year to make sure they still work for you.