The Contract Profile contains eight system field lists that Administrators must populate with selections: Contract Group, Additional Party Type, Address Type, Contract Location, Agreement Type, Contract Status, Contract Type and Contract Responsibilities. These lists allow Administrators to control how contracts are categorized, typed, and grouped, which facilitates searching for specific contract data.
The Contract Responsibilities list differs from other contract lists since it involves three linked elements: contract responsibilities, person functions, and user types. The individual "job" responsibilities related to a contract's management, renewal, negotiation, and archiving, which are assigned in the Contract Profile, depend on the other two elements of contract responsibilities: the function(s) that a user must be assigned in Novatus in order to qualify for the contract responsibility, and the user's type (Program User, Company Contact, Legal Entity Person, or External Participant). Contract responsibilities also plays a part in determining the Requester and Approver roles that are available in setting up the restrictions in a Contract Request template.
The Contract Group field list is used as a security measure to control user access to the Contract Profiles in Novatus. Therefore, Administrators can create a proprietary, confidential, or restricted contract group list item and assign contracts whose profiles need to be available to only select users to one of these groups.
Administrators can also identify the required fields in a Contract Profile, as well as provide a Quick Tip for a field, which displays when a user hovers over the field. Managing the items in the field lists in a Contract Profile is accomplished from the List Administration screen.
Administrators can perform the following tasks associated with the default field lists in a Contract Profile:
- Adding an Item to a Contract List
- Editing and Moving Items in a Contract List
- Disabling and Deleting Items in a Contract List
- Adding a Contract Responsibility
- Editing, Disabling, and Deleting Contract Responsibilities
- Adding a Contract Type
- Editing a Contract Type
- Disabling and Deleting Contract Types
- Identifying a Required Contract Field
- Setting Up a Contract Quick Tip
In addition to the default field lists in the Contract Profile screen, lists can be added to program screens for other features linked to a Contract Profile: Additional Fields, Documents, Addresses, Workflows, Clauses, and Additional Forms.
Contract Additional Fields
Within the Contract Profile is a section where Administrators can add additional fields in order to customize the default Profile screen. If any of the fields added to the Contract Additional Fields section of the Profile are field lists, Administrators must also provide these list selections and then manage the selections, which includes editing and moving list items, and disabling and deleting list items.
Contract Document Lists
The Contract Profile contains a link to the Documents screen, where users can upload, edit, and download documents. The Documents screen contains two field lists used to capture specific data about the document: Document Type Groups and Document Types. Administrators are responsible for providing the selections in both of these field lists. The Document Types list is also used in role security to control user access to certain types of documents, and in clause processing to process the clauses in uploaded documents, as well as documents added to Novatus in other ways, including an approved contract request with a document attachment.
Administrators can perform the following tasks associated with the field lists in the Documents screen:
Contract Address List
The Contract Profile contains an Addresses link, which displays an Addresses screen where users can provide additional addresses for a contract. This screen contains a Location Type field list that Administrators must populate with selections, such as branch office, HQ (main office), and storage location, so that users can identify the type of location for every address they add to the profile. Administrators can also designate the required fields in the Addresses screen, as well as provide Quick Tips to assist users in populating a field or making the correct selection in a field list.
Administrators can perform the following tasks associated with the field lists in the Locations screen:
Contract Workflow List
The Contract Profile contains a Workflows button in the toolbar, which displays a Workflow Wizard when selected. The Workflow Wizard walks the user through the process of creating a new workflow. If there is a Routing Table Selection step in the wizard, one or more of the steps in the workflow require approval. Users are required to select a routing table, which identifies the user functions that can approve the Gateway steps, or steps that require authorization. Administrators are responsible for providing the selections in this Routing Table list.
Administrators can perform the following tasks associated with the Routing Table field list in the Workflow Wizard:
Contract Clause Lists
Users store alternative language for the contracts they create, manage, and negotiate in their Clause Libraries. When a user adds a new clause to their Clause Library, the fields in the New Clause screen requires that each clause is assigned a category, type, and security level. Administrators are responsible for providing the selections in these three field lists.
Administrators can perform the following tasks associated with the field lists in the New Clause screen:
- Adding a Clause Category List Item
- Editing and Moving Items in a Clause Category List
- Disabling and Deleting Items in a Clause Category List
- Adding a Clause Type List Item
- Editing and Moving Items in a Clause Type List
- Disabling and Deleting Items in a Clause Type List
- Adding a Clause Security List Item
- Editing, Disabling, and Deleting Items in a Clause Security List
Additional Form Lists
The Contract Profile contains an Additional Forms link, which takes users to a browse screen listing all of the forms that Administrators have linked to the profile for the purpose of capturing additional contract information. Administrators design these forms using the Additional Forms feature and the forms are listed as categories in the List Administration screen, according to the name given to the form. The additional form only appears in the List Administration screen if the form contains one or more field lists. Field lists appear as entries under the form name category and Administrators must manage the selections in the additional form field lists using the same procedures used to manage those in other Contract Profile lists.