1. Chapter 9: Performing Actions on a Contract

You can perform various actions on the Contract document. Based on the actions performed the status of the Contract changes.

91. Amend Contract

There could be times when you want to modify certain attributes in a Contract once it is live. You can do this by using the Amend feature.

Note	You can only amend a contract that is in the Executed or Live status.

While amending, you can perform all the action available for contract in Draft state. You can also delete the amendment draft copy. Approval rules can be set up for Amendment process. Only when you execute the contract after completion of all workflow steps, the amendment copy becomes the latest copy of the contract.

To amend a contract:

1. On an applicable contract, click Amend Contract.    

2. A confirmation popup is displayed. Click Yes to amend the Contract.

3. The status of the Contract changes to Being Amended.

9.1.1 Flip to Project

You can create a Project from Contract during amendment or modification so that you can initiate a Project once the Contract is amended.

To Flip to Project:

1. On the amended Contract document Go to More and select Flip to Project.

2. The Flip to Project slider page is displayed.

3. Select the applicable Project and click Flip to Project.

4. A Success message is displayed as the Project creation is in progress.

5. A confirmation message is displayed click Yes to view the Project.

9.1.2 Discard Amendement Contract

You can Discard the amendment copy of a Contract.

To amend a contract:

1. On an applicable Contract, click Amend Contract.

    

2. A confirmation message is displayed. Click yes to proceed.

3. The status of Contract changes to Being Amended status.

4. Additionally, In the Related Content section, you can view the new amended contract copy is created.

5. Open the newly created amended Contract and Go to More<Discard Contract.

6. A warning message is displayed click yes to proceed. This will permanently delete the amended copy of the contract.

7. The status of the original Contract changes to Live/ Executed.

92. Copy Contract

You can create a duplicate contract from an existing contract.

To create a copy of the contract:

1. On an applicable contract, select More > Copy Contract.

2. The Copy Contract process is initiated. Click Ok to proceed.

3. Once the Contract is copied/duplicated, the following message is displayed.

4. Click Yes to view the contract.

OR

Click No to proceed to other operations on the contract.

93. Cancel Contract

To cancel a contract:

1. On an applicable contract, click More > Cancel Contract.

2. The contract is cancelled.

94. Modify Contract

To modify a contract:

1. On an applicable contract, Go to More>> Modify Contract.

2. A confirmation pop-up is displayed. Click Yes to proceed.

3. A success message is displayed. Click yes to view the modified copy.

4. In the Related Content section, you can view the new contract created. The new Contract is in the Draft Modification status and includes the same revision number as the original.

5. Open the new contract, which is in Draft Modification status, and make necessary changes and Execute Contract.

6. The status of document changes to Live status.

7. Once it is executed, the original Contract changes to the Modified status and restricts you from making any further changes to the document.

95. Send for Internal Review

To send a contract for internal review:

1. On an applicable contract, click Send for Internal Review.

2. The Send for Internal Review page is displayed.

3. Select the Review Type:

w Online Review : Online Review is a process of reviewing a contract language document using tools like Microsoft Word, etc. Reviewers can access the document online and make required changes directly within the document using the Word application.

w Offline Review : Offline review involves downloading the Contract language document received via email locally, where reviewers can make necessary changes before uploading the updated document back into the system.

4. Select the document to send for review in the Select Document for Review section.

5. Add the Reviewers in the Select Reviewers section.

Note	The team members added for this contract are automatically added as Internal Reviewers. For information on Adding Team Members, see Stakeholders.

6. Click Send for Review. The document is sent for review.

7. The status of the document changes to Internal Review Pending.

8. A banner is displayed at the top of the Contract document to clearly indicate the current review status. Clicking the Review button in the banner redirects you to the Contract Language section to take action in the review phase.

9.5.1 Online Review

To review a Contract document:

1. In the Contract Language section, under the Actions column, click the View Review Request icon.

2. The View Review Request slider is displayed.

3. Click Checkout and Open in Microsoft Word Online to review the document.

4. The document is opened in online word.

5. You can start reviewing or editing the document. As you make changes, word will automatically track them and display in Redlining.

6. The red underlining or text with red colour indicates that the content is added or modified. If the content in strikethrough formatting in red colour indicates that the text is marked for deletion in the document.

7. To navigate back, click the document name and click drop down next to it and select Go Back option.

8. Once you have made changes to the document you can Mark as Completed.

9. Enter the comment and then click Done.

10. The review status changes to In progress to Completed.

11. After the reviewer is finished reviewing or completing the document, a new version is created for each reviewer.

12. The author will review the document to accept or reject the changes made by the reviewer.

13. Click Checkout and Open in Microsoft Word Online to review the document.

14. You can view all the changes made by the reviewer in redlining. Click Accept to accept them individually. Similarly, you can reject redlines using the same if you do not want to accept the changes.

15. After accepting or rejecting the changes navigate back to the View Request page.

16. Click Finish Collaboration to complete the final check.

17. Confirmation message is displayed. Click Accept Redlines to proceed.

18. Now the review cycle is completed, and you can view the review status as completed.

19. The status of document changes to Internal Review Completed.

20. You can also view Rejected status when a Reviewer rejects a language during review.

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9.5.2 Offline Review

1. In Offline Review mode the reviewer will receive an email notification along with attached document.

2. You can download the attachment and save it locally. You can edit the document in the MS Word or Word Add In tools etc.

3. Any changes you made in the document will be tracked and redlined.

4. To upload the document, in the View Review Request page, click Complete Review.

5. The Complete Review page is displayed.

6. Click Browse to upload the file and then click Save.

7. The review status changes to Completed.

8. Once the reviewer has reviewed the document the author will start merging the document.

9. On the View Review Request page, click Upload Merged Document.

10. The Upload Merged Document page is displayed.

11. Click Browse to locate the merged file.

12. Enter the comment and select the checkbox to accept redlines and remove comments.

13. Click Save.

14. The status of document changes to Internal Review Completed.

9.5.2.1 Merger Collaboration

This process refers to combining of multiple documents or data into a single document.

1. Open a new word document, go to review mode, and then click compare and select dropdown option next to it and then select combine.

2. The Combine Documents window is displayed.

3. Select the Original Document and Revised document and then click Ok.

4. The application will start merging the content, formatting any track changes or comments etc from multiple documents into single document.

9.5.3 Rule-driven Contract Reviewers Selection

You can Optimize Contract Review with Automated Reviewer Assignments based on contract metadata.

1. In the Rules Setup, you can configure users/queues, set conditions, and, based on those conditions, add the data set of the reviewers so that reviewers are auto-populated.

2. If the conditions are met the application automatically populates these Reviewers when sending a Contract document for internal review.

3. The image below showcases the reviewers added as Users/Queues are auto-populated on the Send For Internal Review page.

9.6 Word Add In

Word add in is a tool integrated into Microsoft word that allows you to access, edit, review the Contract documents.

To login:

1. On the GEP Add-in home screen, enter your credentials.

2. Click Sign In.

3. The home screen of the DocPlus add-in is displayed.

4. You can update the document as a Legal persona or Contract Persona.

5. On selecting the Contract persona, the following DocPlus add-in screen is displayed.

6. You can perform other actions such as Switch To Legal, Switch Theme, Logout by clicking the icon.

9.6.1 Actions

9.6.1.1 Open

This allows you to open a Contract available in the system.

To open a Contract:

1. On the home screen, click Open.

2. The Contracts available in the system are displayed. Select the applicable Contract and click Next.

3. The list of languages available in the selected Contract are displayed. Additionally, you can also select the language version from the drop-down option available beside the language name.

4. On clicking the language name displays the Contract language document.

9.6.1.2 Check Out

This allows you to view/modify Contract language document.

To check out language document:

1. On the home screen, click Check-out.

2. The Contract language opens in an editable format. Modify the language document, as required. 

3. You can start reviewing or editing the document. As you make changes, word will automatically track and display in Redlining.

4. The red underlining or text with red colour indicates that the content is added or modified. If the content in strikethrough formatting in red colour indicates that the text is marked for deletion in the document.

5. You can also modify the clause, as required.  For more information on this, see the Library section.

6. To accept the redlines click Check In. For more information on this see the Check In section.

7. You can navigate back to the contract document by clicking Back to Contract button available on the top left of the MS Word Online page.

9.6.1.3 Check In

To check in:

1. After modifying the Contract language, under the Actions tab, click Check In.

2. The following screen is displayed.

3. If you want to only accept redlines and still need to review/ edit the document, then select No and select the Accept Redlines & Comments check box and click Check In.  This will create a minor version of the document.

4. If you want to accept the redlines and finalize the document without further review/edit the document, then click Yes. This will create a major version of the document.

5. A message is displayed indicating that the document is checked in successfully.

6. You can view the major version of the document in the Contract Language section.

9.6.1.4 Discard Check Out

This tab allows you to discard any changes or redlines made to the document before checked In.

9.6.2 Pending Feedback Merge

When the Review Status is Pending Feedback Merge then the author will start merge the changes done by the reviewers.

1. As the below image showcase that the author can select the appropriate version of the document for final merging.

2. Select the applicable version of language document and click Check-out.

3. The Contract language opens in an editable format. By manually you can modify the changes made by the reviewers.

4. After modifying the Contract language, under the Actions tab, click Check In.

5. If you want to accept the redlines and finalize the document without further review/edit the document, then click Yes and then select Check In.

6. A message is displayed indicating that the document is checked in successfully.

7. The Review Request status changes to Completed.

9.6.3 Library

Library Tab is used for editing the contents of the checked-out clause/template. A clause or template can have multiple clauses, signature etc.

9.6.3.1 Clauses

The clauses tab in Library displays all the available clauses. You can use this clause and use it in an already existing clause for creating Nested Clause. The clause library is displayed by default after you select the Library tab.

8. If you want to add any clause to the language document, then click icon next to the respective clause. Then the selected clause is inserted into the Contract language.

9.6.3.2 Variables

Based on specific language requirements, you can add Contract variables directly into a Contract language. This improves contract creation time by directly adding variables in the contract language, reducing dependence on language templates.​

To insert a Variable:

1. Navigate to the Variable tab under Library.

2. Select the applicable variable and then click the next to the selected variable. The following image shows the insertion of the variable. Similarly, you can add other variables to the Contract language.

3. These added variables are replaced with actual values on the Contract document on every new version of the Contract language.

9.6.3.3 Signatures

This tab allows you to add a signature tag in the document.

To insert a signature tag:

1. Navigate to the Signature tab under Library.

2. Select the color-coded Signatory and then click the   next to the appropriate Signature tag. The following image shows the insertion of the Signature Tags. Similarly, you can add name, email etc into the Contract language.

9.6.4 Navigator

Navigator allows you to navigate across the Signatures/Clauses added in the document. It also provides an overview of the Content Controls added in the document.

3. Select the appropriate Content Control to view where it is used inside a document.

4. To delete the Content Control, select the Content Control and click the   icon.

9.6.5 Info

The Info tab displays the information of the logged in user and the checked-out document.

97. Send for External Review

To send a contract for external review:

1. On an applicable contract, click Send for External Review.

2. Select the document to send for review in the Select Document for Review section.

3. Add the Reviewers in the Select Reviewers section.

Note	The External Party POC is automatically added as External Team Reviewers.

4. Click Send for Review. The document is sent for external review.

The document status changes to External Review Pending.

5. Once the document review is completed, the status changes to External Review Completed.

98. Close Contract

You can close the Contract in In Effect or Executed status. Once the contract is closed, it is moved to archive. The archived contract will be in the state it was closed.

To close a contract:

1. On an applicable contract, click More > Close Contract.

2. A Confirmation popup is displayed. Click Yes to proceed.

3. Select the appropriate reason to close the contract. If the reason is Other, then enter comments in the Other field.

4. Click Save to close the contract.

99. Delete Contract

To delete a contract:

1. On an applicable contract, click More > Delete Contract.

A confirmation popup is displayed.

2. Click Yes to delete the contract.

910. Terminate Contract

Once the contract is Executed or Live, you can terminate the contract, if required.

To terminate a Contract.

1. On an applicable Contract, click More > Terminate.

2. A confirmation popup is displayed. Click Yes to proceed.

3. Select the appropriate Reason for terminating the Contract.

4. Click Save to terminate the contract. The contract is now terminated.

9.11 Reinstate Contract

Once the Contract is terminated, you can change the Contract back to Live status using Reinstate Contract action.

To reinstate a Contract.

1. On an applicable Contract, click Reinstate Contract.

2. A confirmation message is displayed. Click Yes to proceed.

3. The Contract is reinstated, and the document status changes to In Reinstatement status.

4. You can modify the metadata while the Contract document is In reinstatement status. and if required execute the Contract.

5. Once the contract is executed, the Contract will be in Live status.

9.12 Hold Contract

Once the contract is Executed or Live, you can hold the contract, if required.

To hold a Contract.

1. On an applicable Contract, click More > Hold Contract.

2. A confirmation popup is displayed. Click Yes to proceed.

3. Select the appropriate Reason for putting the Contract On Hold.

4. Click Save to hold the Contract. The contract is in the Hold Contract status.

9.12.1 Release Contract

Once the contract is in Hold Contract status, you can release the contract, if required.

To release a Contract.

1. On an applicable Contract, click Release Contract.

2. A confirmation message is displayed. Click Yes to proceed.

3. The status of the Contract changes from Hold Contract to Live status.

913. Execute Contract

To manually execute a contract:

1. On an applicable contract, click Execute Contract.

2. On the confirmation pop-up, click Yes to proceed.

3. The status of the contract changes to Executed. Once the contract is live, the status of the contract will be changed to In Effect.

Note	You can also configure a document to be auto-executed. Once a contract is signed, the document will be auto-executed and you can skip the manual execution process.

9.14 Export Contract

You can export the contract metadata along with contract attachments, languages, and lines. you have the capability to select the data that you want to export.

1. On an applicable contract, select More > Export.

2. The Export Contract slider window is displayed.

3. Select the applicable option and click Done.

4. Blue box displays the export is in progress.

5. Green box displays the export is in completed successfully check your downloads.

6. However, you can add parameters, such as Printed by and Report generation date/ time, to the exported template. The Export action exports the Contract metadata along with these parameters.

9.15 Manage Approvals

Manage Approvals allows you to add and change the approvers in the approver list as per your requirement. During the approval process, approvers can add other approvers to the current or a later stage. It only applies to the approval instance in which the addition occurs and does not affect the underlying process definition used for other requests. You can finalize the contract only once the contract is approved from the approvers.

To manage approvals:

1. On an applicable contract, click More > Manage Approvals.

2. Click Add Step to add Users or Groups.

3. Enter the required details.

4. Select the Lead Approver Type, User or Group.

5. Click Next to proceed.

6. Select an Approver and click Save.

7. An approver is added.

8. Once the approvers are added, click Submit for Approval. The contract document is sent for approval and status of the Contract document changes to Approval Pending.

9.16 Change Contract Mode

You can Change Contract Mode from authoring to pre-signed and vice versa for Draft, Author Contract and In Filling Contract statuses.

1. On an applicable contract, click More > Change Contract Type.

2. A confirmation message is displayed click Proceed.

3. The status of document changes to Draft to In Filing.

9.17 Change Contract Type

1. On an applicable contract, click More > Change Contract Type.

2. The Change Contract Type slider window is displayed.

3. Select the new contract type from the drop-down options.

4. Select the contract sub type from the available options and click Save.

5. The new updated contract type is displayed in the basic detail section.

Note	You can only change contract type that is in the Draft, Author, In Filing, Review Completed, Internal Review Completed, External Review Completed, Approved, and Signed Status.