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Conga Support

Managing System Settings

The System Administrator determines the way in which data is configured in Novatus and sets the security parameters.  The Administrator can also edit the email settings to update the formatting options for messages sent from Novatus. The integration of Novatus with other applications, such as DocuSign and Salesforce, is also controlled by the Administrator through settings and mappings.

1.  Click Admin in the Navigation Toolbar, and click the System Settings link.

2.  In the System Settings screen, set the default settings for Novatus Contracts:

  • Base System URL - If needed, update the Uniform Resource Locator (URL) to access Novatus Contracts. The default URL is https://app1.novatuscontracts.com/Contracts/.  The URL field can be customized by clients who host Novatus in-house and want the return address of the emails and deep links that are sent from Novatus to display their company name as the sender of the email message.
  • Contract Number Format - Enter any combination of the following three variables, in any order, to name your contracts, making sure to enter a dash (-) between each variable:
    • {companyName} – A portion of the company name appears in the contract number. For example, if you want the contract number to contain the first three letters of the company name, add {companyName:3} to the field.
    • {effectiveYear} – reflects the year entered in the Effective Date field in the Contract Profile. For example, if you only want the last two digits of the year to display in the field, add {effectiveYear:2} to the field.
    • {sequence} – Novatus provides a system-generated number to each Contract Profile added, and you can define the number of digits in the contract number. For example, if you anticipate up to 9,999 Contract Profiles will be added to Novatus, add {sequence:4} to the field.
    • {agreementAbbr} – Novatus provides a 3-digit abbreviation of the agreement type. For example, "MAS" would be added to the contract number for Master contract.
      • If you enter the following into the field: {agreementAbbr}-{companyName:3}-{effectiveYear:2}-{sequence:4}, a Novatus Contract Profile with a "Master" Agreement Type might display as MAS-NOV-17-0001.
  • Contract Number Locked - Select if users are not allowed to edit the contract number.
  • Request Numbering - Select if you want contract requests to be assigned a system-generated number.  When the Request Number Wizard displays, you have the option of editing the numbering formats, as well as applying request numbering to existing contract requests.

RequestTypeWiz.png

  • Request Bundle Number Format field defaults to {companyName:4}-{sequence:5} for numbering the contract request type bundle.  The bundle number is the first four letters of the company name, followed by a system-generated 5-digit number assigned to the request type bundle, which will accommodate up to 99,999 contract requests for a company.
  • Request Number Format field defaults to -{sequence:3} for the request number, which is appended to the bundle number. The request number is a system-generated 3-digit number, which is appended to the request bundle number, and will accommodate 999 contract requests for a company using a bundle type.
  • Company Number Format - Use a combination of the following two variables to create a numbering system for Company Profiles.
    • {companyName} – The entire company name appears if you do not place a limit on the number of characters by appending the variable with a colon and a number.  For example, if you want the Company Profile to contain the first five letters of the company name, add {companyName:5} to the field.
    • {sequence} – Novatus provides a system-generated number, but you can control the number of digits in the company number by appending the variable with a colon and a number. For example, if you anticipate up to 9,999 Company Profiles will be added to Novatus, add {sequence:4} to the field.
      • If you enter the following into the field: {companyName:5}-{sequence:4}, a Novatus Company Profile might display as NOVAT-0001.
  • Contract Number Locked - Select if users are not allowed to edit the company number.
  • Failed Login Lockout - Enter the number of times a user must fail to enter the correct login credentials before the system locks them out.
  • Failed Lockout Login Delay - Enter the amount of time (in minutes) a user must wait before attempting to login again after they are locked out of the system due to failed login attempts.
  • Auto Logout Timer - Enter the amount of time (in minutes) before the system automatically logs out a user when no user activity is detected.
  • Password Max Age (days) - Enter the maximum number of days a user can go without changing their password.
  • Password History length - Enter the number of new passwords that must be used before an old password can be re-used.
  • Auto Disable Days - Enter the number of days a user can go without logging in, before their account is automatically disabled.
  • Force Password Auto Disable Days - Enter the number of days a user has to login and set a new password once an Administrator has issued them a temporary password. This value is also impacted by the value set in the Password Max Age (days) field.
  • Begin Workflow Reminder Days - Enter the number of days that a workflow step can remain open. If the step is still open after the number of days has been surpassed, Novatus sends daily messages to the step owner until the step is closed.
  • Default Currency Type - Select the default currency used by your company. The default is USD.
  • Date Format - Select the date format used by your company. The default is Month/Day/Year.
  • Number Format - Select the number format used by your company. The default is 0,000.00.
  • Automatically CC email sender - Select if you want users to be copied on any email messages that they send from Novatus. This check box is automatically selected if you select the Use Inbound Email Processing check box since this feature encompasses the Automatically CC Sender feature.
  • Use Blank Email Template for Messaging - Select if you want users to send email messages from Novatus that contain no HTML formatting, such as enhanced text (bold, italics), graphics, headers, and links.
  • Use Inbound Email Processing - Select if you want the responses that users make to the emails they receive from Novatus to be loaded back into the system, along with any document attachments. This feature also applies to the emails users receive requesting them to approve (or decline) a workflow step.  If you select this check box, the Automatically CC email sender check box is automatically selected.
  • Use Strict Inbound Email Checking - Select if you want to allow a workflow step owner, who has been assigned the duty of completing the step by the original step owner, to further delegate the authority to a third individual. Novatus accomplishes this by disabling the link in the email message forwarded from the reassigned step owner to the third individual.
  • Inbound Email Error Timeout (in Minutes) - Enter a different value if you want to change the default number of minutes (i.e., 5 minutes) that an email address is held in memory when an inbound error message is received stating that the email is undeliverable (e.g., Out-of-Office Response). This feature prevents emails from continually being sent back and forth (infinite looping) between Novatus and a recipient whose email program generates an unavailable response within the timeframe set.
  • Custom Logo - If you want to use your company's logo instead of the Novatus logo in program screens, click on the Select button and follow the onscreen prompts to upload your logo. Logos that are 185 pixels (wide) by 40 pixels (tall) are recommended.
  • Auto Expand Additional Party - Select if you want the Additional Parties section of a Contract Profile to automatically be expanded whenever a user opens the Profile and there are additional parties to display.
  • Use Difficult Passwords - Select if you want users to adhere to the following enhanced requirements for passwords: (1) Case sensitive (2) Eight (8) characters, or more (3) No white space allowed (4) Must have 3 of these 4 character groups: uppercase, lowercase, numeric, and symbol (5) No alphabetical sequences (for example, LMNOP) (6) No numeric sequences (for example, 789) (7) No qwerty sequences (for example, QWERTY or ASDF - characters that appear in a line on the keyboard) (8) No characters can repeat more than 3 times, and (9) No English dictionary words can be used.

  The standard requirements are passwords must meet 3 of the following 4 requirements: (1) At least one uppercase alpha character [A-Z] (2) At least one lowercase alpha character [a-z] (3) At least one numeric character [0-9], and (4) At least one symbol character [! @ # $ % ^ & * ( ) + < ? >].

  • Enable Auto Passwords - Select if you would like Novatus to create a system-generated password when a new user is added. If this option is selected, Novatus sends an email message to the new user with their temporary password, which the user will be forced to change the first time they log in.
  • Company People Restricted by Company Group - Select to limit a user's access to the people that have been added to the Company Profiles for which the user does not have access. Access is granted via the Address Book and the Person Browse/Person Profile screens in the user's My Place menu.
    • Scenario: A user is denied access to the "Restricted" company group based on the user role they hold in Novatus. Although the user cannot view any of the Company Profiles for this "Restricted" company group, the names of the people added to the Company Profiles are visible to the user via the Person Browse and Person Profile screens in their My Place Menu, as well as in the Address Book. Enabling this option removes the people added to the Company Profiles in these "Restricted" company groups from the user's Address Book, as well as the Person Browse and Person Profile screens in their My Place Menu.
  • Enable OCR for uploaded documents - Select if you want Novatus to perform Optical Character Recognition (OCR) on the Word, Excel, and PDF documents that users upload to Company, Contract, and Project Profiles. The OCR feature will automatically recognize the text stored in all uploaded documents, which will then allow users to quickly and easily locate all documents containing a specific keyword or phrase by running a Document Search. However, if an OCR'ed PDF document is downloaded from Novatus, it is no longer a text-searchable PDF.
  • Create a new revision of the OCRed PDF including the searchable text - Select if you want the scanned documents that users upload to Company, Contract, and Project Profiles to be converted to a searchable PDF so that the OCR feature can be used to locate text in the scanned document. This option creates a revision of the original document with the same file name, and the revision is used whenever an Elastic or Classic search is run.  If the revision is downloaded, it remains a text-searchable PDF that can be shared outside Novatus.
  • Enable concurrent profile edit locks - Select if you want to prevent users from editing the same Company, Contract, or Project Profile at the same time, which results in only one user's edits being captured.
  • Enable timezone calculation on reports - Select if you want each user to be able to display their preferred time zone in any report they create/run that includes a time stamp field. Users can change the default time zone from UTC (Coordinated Universal Time) in their User Preferences window (System view) by making a different selection in the Time Zone list.
  • Show related company contracts when selecting an agreement link - Select if you want users to be able to link an incorporated contract to a contract of a related company via the Agreement Link list in the Contract Profile screen. A company is related to another company if they enjoy a relationship, such as a partnership.
  • Prevent email being sent to removed recipients - Select if you want users who respond to an email message sent from Novatus to remove recipients from their response to the email message. Recipients can be removed from both the TO and CC fields.
  • Forgot Email Password Address - Make a selection in the list to identify the person responsible for resetting user passwords. 
3.  Click Save.
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