SCMT Document Creation - Core-CT

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SCMT Document Creation

Users must have either the CT_F_A_SCMT_USER or the CT_F_A_SCMT_ADMIN role If the user will be sending contracts out for signature, they will also need the CT_F_A_DC_SENDER role. Define User Preferences Supplier Contract Management This page is for Core Support, each SCMT User or Admin role needs their user preferences updated.

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Navigation: Supplier Contracts > Create Contracts and Documents > Contract Entry

or Procurement Contracts > Add/Update Contracts (either Navigation will work) Click the Find an Existing Value Tab

Enter contract id or search for the Contract

Click Search

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Click Add a Document

If you receive the following message, the user in the Administrator/Buyer field needs to

be removed.

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Select the Document Type for your agency and for the Contract being created

Click Create Document

The Wizard Execute – Document Creation page will display. Depending on the agency and contract, different questions may be asked. Once all the questions have been answered, Click Finish

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Document Management

Users must have either the CT_F_A_SCMT_USER or the CT_F_A_SCMT_ADMIN role If the user will be sending contracts out for signature, they will also need the

CT_F_A_DC_SENDER role. This role will allow the administrator access to DocuSign.

Once the contract document has been created, the Document Management page will

be displayed.

To return to or navigate directly to the Document Management Page

Navigation: Supplier Contracts > Create Contracts and Documents > Document

Management

Click Find an Existing Document

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Change the Source Transaction to Purchasing contracts

Enter any of the criteria and click search

Choose the contract you want by clicking the Contract id under Document Keys.

This will take you to the Document Management Page

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Once the Supplier Contract process has begun the Procurement Contract will update

with the corresponding Supplier Contract Status/Version/Amendment.

To access the Supplier Contract from the Procurement Contract click Maintain Document

This will take you to the Document Management Page

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Click Document Details link for an overview of the contract

Document Details

If necessary, the Administrator of the document can be changed here.

Click Ok

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View and Edit Options

Note: Although viewing a document and editing a document will both create an editable version of the document, only edit will allow an updated version to be uploaded back into the contract. Make sure the correct option is selected. The document will open as a “pop-up” on the computer. If the document does not open verify that pop-ups are allowed for CORE

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View Document

Click on the View Document Button This will open a word version of the document

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Edit Document

Click on the Edit Document Button Checks out a word version of the document to edit Once checked out, the page will update the status of the document and add a Check In button as well as a Cancel Check Out button.

On the document, click enable editing, make any changes as necessary then save the document.

If needed, track changes may be enabled for others to review changes made to the document.

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Sample contract with Track Changes

When you are done with all of the changes, save a copy of the document Note: When saving DO NOT change the file type.

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If the Edit Document was clicked in error or if you do not want to upload a changed version, click the Cancel Check Out button

To check the new document in with the changes, click the Check In button on the document management page.

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The Check in Document page is displayed. The version is defaulted to Minor. Click Major as appropriate. Enter any comments needed. Click OK

Click Browse and navigate to where you saved the document Click Upload

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The document will be uploaded with the current version

Add Attachments/Related Documents

To add attachments and documents related to the main document

Click Upload a Document Attachment File

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Click Browse and select a file you wish to attach Click Upload Check Allow Email/Dispatch if the document should be available to send when the contract is dispatched. Check Visible to Supplier if the document should be available to external contacts Enter a Title for the File Click the Description Tab

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Enter a Document Description for the attachment

Click OK To add or remove attachments click the + or - button to the right of the row.

If an attachment has been added to the Contract the hyperlink will change to Modify Attachments/Related Documents Click Modify Attachments/Related Documents

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If there is a previous contract related to the current contract it can be referenced under the Related Documents Enter a Related Document Check Allow Email/Dispatch if the document should be available to send when the contract is dispatched. Check Visible to Supplier if the document should be available to external contacts Source Transaction will either be a purchasing contract or ad-hoc Enter or search for the Contract ID to reference

Click the Details Tab to view more information on the referenced contract

Click OK

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Document Modification Summary

Click on the Document Modification Summary to view changes to the document.

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Document Version History

Use the Document Version History to view detailed change information

Use the Document Action drop down to view specific actions

Click on the View Source Version History hyperlink to view the version(s) of the document.

Click on the version number hyperlink to view the document version

Click the paperclip under View Attachments (when available) to view attached documents

Check 2 documents under select, and then click the Compare Selected Word Documents button to compare changes between the two. Changes will appear in red

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Click the Document Details tab

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The Document details tab will show more information about the documents that were

imported or created.

The file name will indicate what type of file at the end (i.e. .docx, .xml)

Click the Return to Document Management hyperlink

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Review and Approval

The first step is to setup the Internal/External contacts and what they can do with the document. This is accomplished by clicking the two hyperlinks below the buttons. The Routing buttons will send the document out to the group. Notes:

Collaboration is optional. It can be for Internal Only, External Only, Both or Neither.

Do not click the Approve button until the contract is complete

Users can be entered on the document for information only (copies)

If all users are not known during the initial setup, the contacts can be modified throughout the process.

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Internal Contacts/Signers

Click the Internal Contacts/Signors hyperlink

An internal contact is any valid state user including the AG’s office.

Check the Collaborator box if the user will be collaborating on the document

Check the Edit/Check In box if the user can modify the document

Click Signing Settings Tab

Enter in an email address (required if signing)

Check Required to Sign Document if they will sign

Enter the Sign Order

Enter the User Name

Enter the Signing Title

Click OK

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Route Internally

Click the Route Internally button to start internal collaboration.

All users entered as Internal Contacts will display with the checkboxes as they were

entered.

Individual changes can be made to any user, including adding removing and changing collaboration roles. Collaboration Instructions – Enter any special instructions Note: Any Collaboration Instructions will be sent to all collaborators To review comments, click on Collaboration Comments Click Save Click Route Internally when you are ready to send.

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At this point, the document is routed to the first user for Internal Collaboration. During collaboration, certain features are disabled. (For example, during collaboration, the document cannot be checked out or routed for signatures)

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Cancel Internal Collaboration

Click the Cancel Collaboration Button

Enter a comment (required) and click OK

Click OK - In this instance the document is reset.

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Modify Internal Collaboration

Click the Modify Collaboration button

New users and instructions may be added. Click Route Internally to update.

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The page will update with the new collaboration

Note: Clicking the modify Collaboration can also be used to view the status of a

collaboration

In the example below, the first user has completed their collaboration so the 2nd user

can collaborate.

Click the Return to Document Management hyperlink to return back without making any

changes.

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Collaboration

Collaboration is done in the order the users are entered on the internal contacts/collaborators page. The first collaborator will receive an email and an entry will be created in their worklist. Once the first collaborator is done, it will continue to the next user.

The collaboration request can also be accessed using the user’s worklist

Clicking on either will bring the user to the document management page

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The user can view or edit the document and modify attachments.

When editing you must save the document and then upload it with any comments or

changes.

Enter in a comment in Add Collaboration Comments and click Mark as Reviewed

If no changes are necessary, enter any comments and click Mark as Reviewed.

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Once the Mark as Reviewed is selected, the collaboration will move to the next user on

the list.

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Finalize Collaboration

After all internal users have finished collaboration; the contract administrator will see the

Collaboration Complete on their worklist

Click on the hyperlink in the worklist or navigate to the document management page.

Review the contract changes.

Once all changes are finished, click Finalize Collaboration

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The status will be updated to Collaborated.

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External Contacts/Signers

External contacts must have a valid CORE Id and the

CT_F_SUPPLIER_SCMT_COLLAB role in order to collaborate on a contract.

External Contacts are the Supplier (Provider) contacts Click the External Contacts/Signers hyperlink

Optional: Click the Update From Supplier Contracts button to pull all external contacts listed under the Supplier Contacts with a Contact Type of Contract Collaborator.

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Sample Contact from the Supplier Contact Page

The update from Supplier Contacts will add all valid contract contacts into the collaboration. Since suppliers can have multiple contacts, agency users should validate the users that are brought in.

Enter the necessary Information for an External Contact

Note: clicking the gray triangle to the left of each section will open that section for input.

Enter or search for an External User Id

Enter a Contact Name

Enter a Contact Title

Enter an email id

Check Allow Document View Access to allow the contact view access to the document

Check the Primary Document Owner if the contact is the primary contact. This is the only person who will be able to upload a revised contract (if allowed)

Check Required to Sign Document if they are a signer for the document

In the e-Signature Information section enter the Sign Order

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Click the + to add more contacts or – to remove contacts. Once all information has been updated, click OK

You will be returned to the Document Management page.

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Route Externally

Select the Route Externally button.

All users entered as External Contacts will display with the Allow Document View

Access and Primary Document Owner checkboxes as they were entered.

The Owner for this Collaboration is checked for the Primary Document Owner. If there is more than one external collaborator, the owner can be changed but there can only be one owner. The Can Edit During Collaboration is checked for the Owner. Only the owner can have access to edit the document. It can be deselected if the agency decides that no external user can edit the document. If any external contact information is incorrect, return to the External Contacts/Signors and make any corrections. Since collaboration is done in the order the users are entered, the Owner should be last so if edits are made, they can compile all the input from the rest of the collaborators for one document. Collaboration Instructions – Enter any special instructions Note: Any Collaboration Instructions will be sent to all collaborators To review comments, click on Collaboration Comments

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Click Route Externally when you are ready to start collaboration.

The status on the document manage page will update to Pending External Collaboration

At this point, the document is routed to the first user for External Collaboration.

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Cancel External Collaboration

Click the Cancel Collaboration button

Enter a comment (required) and click OK

External collaboration does not allow modifying a collaboration.

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Collaboration

Collaboration is done in the order the users are entered on the External contacts/collaborators page. The first collaborator will receive an email and an entry will be created in their worklist. Once the first collaborator is done, it will continue to the next user.

The collaboration request can also be accessed using the user’s worklist Log in as Supplier/External Contact Click on Worklist Click on the hyperlink for the contract

The supplier/external contact will be taken to the Document Management page to review the contract. There are instructions for the external contact on how to review and approve document.

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External Contacts can: Click Open/Edit Main Document to review/make changes (The button will say View Document if they are not allowed to make changes) Upload Revised Document if changes have been made Only the External Owner has the ability to edit the main document (if granted). Enter a Comment and click Save Comments Click Mark as Reviewed when collaboration is complete Only the contact designated as the owner has access to the View/Add Attachments/Related Documents link. The Send E-Mail link is limited to only the contract administrator and external collaborators for this contract.

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Once the External Collaboration is complete the Contract Administrator will navigate to

their Worklist

Click the contract link

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The Document Management page will display

Accept Supplier's Revisions and Finalize

Click to accept the document updates made by the supplier and to set the document to

Collaborated status. This button is available for the contract administrator after the

supplier completes their external collaboration. This button is not available if the supplier

did not check in an acceptable format for the file. For example, if they checked in a .doc

file instead of an .xml file. In this case, the contract administrator must manually apply

any valid changes.

When the contract administrator clicks the Accept Supplier’s Revisions & Finalize

button, the system displays the Accept Supplier's Revised Documents page. Use this

page to maintain the document version and to add comments about the document.

If the supplier made no changes the button would not be available and the administrator

would proceed to finalize collaboration.

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View Revised Document

Click to open a document that has been collaborated on with an external user (supplier).

This button appears on the contract owner’s Document Management page after the

supplier has completed their collaboration.

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Compare Revised Documents

Click to compare a supplier revised document with the current version of the document.

This enables you to better understand what changes may have been made by the

supplier. The system opens a new temporary document that shows the changes, just as

if you had compared the files using Microsoft Word compare functionality.

Finalize Collaboration

Click Finalize Collaboration to set the document to Collaborated status. This button

becomes available for the contract administrator only after the supplier completes their

collaboration.

If the supplier submits changes that the administrator will not accept, they would click

Finalize Collaboration without clicking the Accept Supplier's Revisions and Finalize

button.

If the provider has made comments or suggestions without actually changing the

document, the Administrator can still make changes using the Edit or Check In buttons

at the bottom of the page. After making the manual changes click Finalize Collaboration

to complete the collaboration process.

Once Completed the Status will update to Collaborated

Note: If you finalize collaboration without accepting the suppliers' revisions or

attachments the revisions will be excluded from version control and kept only in the

document history.

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Prepare and Route for e-Signature

Before clicking the link 1. Edit the Document and confirm all changes.

Click Edit Document Click the enable editing Update the changes – uncheck track changes when done.

2. Save the document Check in and upload the final document

3. Verify all signers (internal and external) are setup and are in the correct signing order.

4. Ensure that all signers are sequential (no duplicate or missing numbers) 5. Verify the email addresses

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Internal Signing Settings

External Signing Settings

Once verified, click the Prepare and Route for e-Signature button

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Any user identified as a signor will be brought in based on their setup. If necessary the sign order can be changed. Do not change the Signing Order option (it should say Sign based on Sign Order) If additional signers are needed, click the + sign. The subject will default with the description of the contract. It can be modified as necessary. Enter a Message to send to all signers. Do not use the Identity Authentication option Click Send when all information is complete

The first signor weill receive an email to review and sign the contract. Once that signer is done, an email will go the second signer etc.

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Signing a Document

Click on Review Document in the DocuSign email

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Note: If a signer has an existing DocuSign account, they may not see all screenshots.

Review the Document by scrolling down

When ready to sign – Click Start

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DocuSign will bring the signer to the signature page. The Sign icon will display where that signer needs to include a signature. Users are only allowed to sign where the Contract Administrator has marked for them to sign. Click the Sign Icon

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The full name and Initials will be entered based on the information entered on the signing page. Update if necessary. Click Adopt and Sign

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The Signature, Date, and Printed Name will be updated Enter in the Signers Title Click Finish in the upper right hand side of the page

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If the signer has never setup a DocuSign the option will display to create one.

The following will display after.

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DocuSign Other Actions

Print & Sign

Do not use the Print & Sign option

Assign to Someone Else:

If the Signer needs to reassign the document for signature, click Other Actions in the

top right of page and select Assign to Someone Else.

No signor should forward their email to another user to sign.

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Type in the Email Address for the New Signer, New Signer’s Name and Reason

Click the Assign to Someone Else button.

The following message will display:

The new signer will receive a notification to sign the contract. Follow the steps to review

and sign the document.

Repeat the steps for other users to reassign the document, as needed.

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Decline to Sign

To decline to sign, select the Other Actions dropdown within DocuSign and click

Decline to Sign.

Click Continue on the Caution screen.

Enter a reason for declining and click the Decline to Sign button.

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DocuSign will display that the signer has declined to sign.

All signees will receive an email notification regarding the declined signature.

Once the signing details have been refreshed, the Contract Administrator will click the

Cancel Signature Process button in Core-CT.

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Enter the Comments and click the OK button.

Proceed with any corrections using the Edit or Collaboration options then resend out for

signature.

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Signing Details

During the Signing Process, the Contract Administrator can review the status of the contract.


Management Click the Signing Details Arrow Note: Only the Contract Administrator who started the signature process can update the signing details unless the contract envelopes are shared in DocuSign. Please create a help desk ticket with CORE-CT if there is a need for sharing envelopes.

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Click Get e-Signature Status to refresh

The details and sign status will update to reflect the current status of the contract. Once all signatures have been recorded DocuSign will send an email with the completed document

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Cancel Signatures

If the document needs to be changed after the signature process has started, click

Cancel Signature Process to reset the document.

Note: This will remove any completed signatures from the document. If it is rerouted for

signature after, anyone who had signed will have to sign again.

Enter any comments Click OK

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An email will be sent to all signers that the process has been canceled

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Approve

Once Collaboration and Signatures are completed, the contract administrator will click

Approve.

Clicking the Approve button will close ccollaboration by removing the routing buttons.

This will update the status to approved and activate the Dispatch button.

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Dispatch

This button is not available until the Contract Administrator has clicked the Approve

button.

Click on the Dispatch button

The default delivery method is Email, but can be changed to manually if needed.

The document, attachments, and related documents can be selected to be sent under

the Files to be Sent.

Check the Send Copy to Administrator if the Administrator will receive a copy.

The default subject and Description can be updated with any other information as

necessary.

Select the contact(s) that will receive the Contract. If additional contacts are needed,

click the + at the end of the row.

Click OK.

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Each recipient will receive an email with the document attached as a PDF

The buttons will update to Re-dispatch and the Execute Contract button will activate.

If necessary, the contract can be re-dispatched (e.g. to send a copy to another person)

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Execute

Click Execute Contract The Status will change from Dispatched to Executed. The Reset to Dispatch and Create Amendment buttons will display.

If the document was executed in error, click the Reset to Dispatch button to set the

status back.

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Document View Access

Provides a summary of all users (internal and external with access to the Document)

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Other Document Actions

These buttons are for actions you may need to use during the process

Note: As the contract changes status throughout the process certain buttons may not

be available.

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Send to Contacts

This is used to send a copy of the contract information to an external user.

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If available, attachments and related documents can be sent.

The document can be set to Checked Out and by default a copy is sent to the

Administrator (This can be unchecked).

The Send as File type can be PDF (default) word or xml.

The subject and description can be modified as necessary.

The Contacts will be default with the external contacts that have been entered.

To add an ad-hoc contact click the + to the right of the row.

Click OK to send

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Refresh Document

Use the Refresh button when you want the content from the current generated version

of the document to remain the same, but need to update changed bind variables, or

wizard variables with their new values.

If the repeat or rule binds do not change, the resulting contract should remain the same

as the prior version, with the exception of the bind value changes. If a repeating or rule

bind variable changes, the entire section that contains that variable will be rebuilt.

Click OK

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Recreate Document

You can use the Recreate Document button to completely re-create the document.

Re-creation is the same as creating a new document. Using re-create, you can also

change configurators to rebuild the document.

Click OK

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Compare Documents

Compare documents allows you to compare between a refreshed or recreated

document and the latest version.

Select between Recreated or Refreshed

Click OK

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Deactivate Document

If the executed contract is complete and no amendments will be issued, the Supplier

Contract Document may be deactivated. Click Deactivate Document

Enter any Comments Click OK

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The document now displays that it has been deactivated. The reactivate document button will display.

If the contract has been deactivated in error, click the reactivate document button to reactivate it.

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Generation Log

If you encounter document generation error, you can review the Generation

log to see the details.

Click OK

Click the Generation Log link

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The system will open up a generation log window and you can review the errors Click Return to go back to the Document Management Page

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Delete a Contract

If a contract has been created in error, it can be deleted providing that is was created

using the Create Document option (not imported) and is in draft status. This process

will not work with Amendments.


Management

Click Find an Existing Document

Change the Source Transaction to Purchasing contracts

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Enter any of the criteria and click search

Check the delete box to the left of the Contract that needs to be deleted. (If the box is

greyed out, it cannot be deleted). Click the Delete Selected Documents button

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The following message will display. Click OK

The Procurement Contract is reset to Add a Document

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Contract Amendment

After a Contract has been executed, a contract Amendment may be issued for changes. This job aid is for creating the amendment in SCM when the original document was created in SCM. Users must have either the CT_F_A_SCMT_USER or the CT_F_A_SCMT_ADMIN role Navigation: Supplier Contracts > Create Contracts and Documents > Contract Entry or Procurement Contracts > Add/Update Contracts (either Navigation will work) The Contract Entry page will display. Use the Find an Existing Value tab Enter the Contract ID Click Search.

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Amendments to the Procurement Contract can be entered by changing the Status of the

Contract to Open.

Note: Setting the Procurement Contract to Open will prevent any further actions on the

corresponding Purchase Order.

Update any of the values (End Date, Maximum Amount etc.) that will be part of the

amendment

Click Save

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After making the necessary changes, click Maintain Document

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Click Create Amendment

Select Amendment Files Only for the Amendment Option

The Amendment Configurator ID will default based on the configurator of the original

contract and should not be changed.

Select either Minor or Major version (Default is Minor)

Enter in any comments as needed

Click OK

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The executed contract remains as is and will not be modified and all changes will only

be listed in the amendment file.

The Document Management Page will display

The View/Edit buttons are now labeled with Amendment and an additional button above

to view the original document.

Contract Amendments are handled the same way as an original contract for Editing,

Collaboration and Signing.

Review the Internal and External contacts and make sure they are still correct.

When creating subsequent amendments, only the current amendment will show. To

view previous amendments, use the Document Version History hyperlink to view them.

SCMT Document Creation - Core-CT

Documents

Transcript of SCMT Document Creation - Core-CT