User Guide | PUBLIC

Document Version: PROD – 2022-08-23

Contract Lifecycle Management (CLM)

© 2022 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Quick Start Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

1.1 CLM Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.2 Supported Browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.3 Frequently Asked Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.4 Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2 CLM for End Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2.1 User Interface and Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.2 Passwords & Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
2.3 Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
2.4 Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2.5 Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Contract Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Contract Repository. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Upcoming Terminations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
2.6 New Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Create New Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Contract Negotiation Space. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Using the Negotiation Space. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.7 Customers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Customer Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
2.8 Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
2.9 Global Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
2.10 Advanced Search. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
2.11 DocuSign ® / AdobeSign ®. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
2.12 CLM Customer Portal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

3 CLM for Administrators. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

3.1 Administrator Role and Responsibilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
3.2 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
3.3 Quick Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
3.4 Users Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60
Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Assignment Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Contract Lifecycle Management (CLM)

2 PUBLIC Content
 Reassign Contracts Assigned to Inactive Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
3.5 Contracts Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Contract Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Status Category . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Supplements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Supplement Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101
Mail Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Clauses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Clause Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Contract Type Template Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
3.6 Fields Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Field Category. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
3.7 Reminders Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Create New Reminder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Reminder Audit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
3.8 Providers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
3.9 CPQ Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Common Business Scenario for CLM-CPQ Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Pre-requisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Integration Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Configure Provider Settings in CLM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Configure Provider Settings in CPQ. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Map CPQ Document Templates to CLM Contract Types in CPQ. . . . . . . . . . . . . . . . . . . . . . . . 120
Map Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Map Quote Item Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Map Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Configure Actions and Workflow Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Troubleshoot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
3.10 Salesforce Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Pre-requisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .127
Integration Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Configure Salesforce Provider Settings in CLM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Install Salesforce Package. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Set Up Salesforce Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Map Salesforce Objects and Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
3.11 C4C Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Pre-requisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Integration Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Contract Lifecycle Management (CLM)

Content PUBLIC 3
 Verify C4C Provider Settings in CLM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Set Up Application Settings - Stay on Contract Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Map C4C Objects and Fields for Contracts and Quotes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142
3.12 NetSuite Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Integration Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Configure Netsuite for Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Configure CLM for Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Troubleshoot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
3.13 DocuSign Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
DocuSign Integration - Troubleshoot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
3.14 AdobeSign Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Integration Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
AdobeSign Integration - Troubleshoot. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177
3.15 IdP Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Integration Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
User Creation via IdP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
3.16 Bulk Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Fields and Subfields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182
Importing Contracts with Attachments and Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Importing Clauses, Fields, Customers, Contacts, Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Contract Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Acceptable Values for Custom Fields When Importing Contracts. . . . . . . . . . . . . . . . . . . . . . . . 191
Updating Entities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Bulk Import Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Best Practices for Bulk Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Bulk Import FAQs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
3.17 Bulk Export. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
3.18 View/Restore Deleted Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
3.19 Admin Audit Trail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199
3.20 Application Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
3.21 Countries Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .202
3.22 Mail Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
3.23 Password Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
3.24 Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Create New Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Reports (Examples). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
3.25 Scripts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
3.26 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
3.27 Legal Hold Setting for Contracts under Legal Litigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Contract Lifecycle Management (CLM)

4 PUBLIC Content
1 Quick Start Guide

● CLM Overview [page 5]

● Supported Browsers [page 5]
● FAQs [page 6]
● Glossary [page 7]

1.1 CLM Overview

Contract Lifecycle Management is a comprehensive solution that automates the various steps involved in
managing a contract, leading it from creation to conclusion. CLM offers many robust features to increase
collaboration and accelerate deal cycles.

Features:

● Highly configurable workflows, integrated at the contract template level, enable you to seamlessly enforce
approval processes.
● Redlining and negotiations are performed in a collaborative workspace online , providing greater visibility to
make informed decisions.
● Pre-approved contract templates, clauses, supplements, and email templates reduce manual drafting and
increase efficiency.
● A centralized, searchable, version-controlled repository allows you to quickly access the information you
need.
● Automated alerts and notifications help you stay informed about important contract management
activities and milestones.
● Ability to monitor, collate, and restrict access to confidential content provides granular control over all
contract management functions.
● Integration with DocuSign ® and AdobeSign for e-signatures makes contract management completely
online.
● Integration with Microsoft Word ® enables offline editing.

1.2 Supported Browsers

Contract Lifecycle Management currently supports these browsers:

● Microsoft Edge
● Microsoft Internet Explorer ® version 11
● Apple Safari ® versions 5.x and 6.x on Mac OS X
● Mozilla Firefox ® (most recent version)

Contract Lifecycle Management (CLM)

Quick Start Guide PUBLIC 5
● Google Chrome ® ( most recent version)

Recommended browser settings:

● Enable JavaScript and cookies for all browsers.

● For Mac OS on Apple Safari or Google Chrome, set Show scroll bars to Always.
● For Internet Explorer, apply all Microsoft software updates.

1.3 Frequently Asked Questions

FAQs for End Users

Q. Why can't I see some buttons and charts on the Dashboard?

A. Certain buttons and charts may not be visible to you if you do not have the required permissions to use
those features. Administrators can create a custom view for each user based on the role assigned to the user. If
you have questions about your permission settings, contact your CLM administrator.

Q. What is a workflow action?

A. A workflow action is a task in the contract lifecycle that progresses the contract from one status to another.
Common workflow actions include tasks such as Submit for Review, Approve Contract, Reject Contract, Resend
Email to Next Signer, and Send to Customer for Signature. Workflow actions display as buttons in the contract
editor. When you execute an action, CLM routes the contract to the appropriate person or department for the
next step in the process. Workflow actions and their names are determined by administrators and will vary
depending on your business requirements.

Q. What is a workflow status?

A. The status of a contract represents the stage that the contract is in at a given time, in the contract lifecycle.
Contract statuses are configured by administrators and can represent specific stages such as Draft, Review,
and Approved.

Q. Can I sign a contract on my mobile device?

A. Yes, you can sign a contract on your mobile device if your organization has enabled the DocuSign ® feature.
See DocuSign Integration [page 54] for more information.

Q: Can I reassign a contract to another signatory?

A. When a contract is sent to multiple internal and external approvers, you can reassign a contract to another
signatory if required by updating the email address and emailing the contract again. This feature is useful if
some of the approvers are no longer associated with the task or are unavailable. However, if an approver has
already signed a contract and is now being replaced by a new approver, then the contract must be first made
void and then sent again with the new approver's email address. Options to void the contract and resend the

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contract are available as workflow action buttons in the negotiation space. See Details Tab [page 35]for more
information. The administrator can also reassign contracts associated with deactivated user accounts.

Q: Can I resend a contract for signature if the recipient hasn't received it for some reason?

A. Yes, you can easily resend a contract by clicking on the Resend to Next Signer workflow action button in the
contract negotiation space.

1.4 Glossary

The following table describes some commonly used CLM terms.

Term Definition

clause Pre-defined content, usually terms and conditions, that can

be inserted in a contract

CLM Portal

Web-based portal where a customer can securely access, re­

view, and negotiate a contract

contract

Written business agreement between two or more parties

that is intended to be enforceable by law

contract template Standard pre-defined contract information specific to a Con­

tract Type

contract type Any type of service or sales contract, Example: Employment

agreement, Real estate sales contract, etc.

dashboard CLM homepage that provides quick visibility into the con­
tract management activities of the user

supplements Separate document which adds to, or amends, the original

contract

workflow Approval process followed within the organization to lead a

contract from start to finish

workflow action Task in the contract lifecycle that progresses the contract
from one status to another

contract status The stage the contract is in, such as Draft, Review, or Ap­
proved, at a given time in the workflow

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negotiation space Workspace that enables CLM users to work collaboratively in
a secure online environment to create, redline, and negotiate
contracts

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2 CLM for End Users

This section describes all the features and functionalities that are available to end users. The features and
functionalities available to you may vary depending on the permissions configured by your administrator.

Dashboard

● Contract Status [page 16]

● Contract Repository [page 17]
● Search, Filter, Save, Export [page 18]
● Upcoming Terminations [page 23]

Personalize

● User Profile Settings [page 12]

● Change Password [page 13]
● Reset Password [page 11]
● Profile Picture [page 13]

Contracts

● New Contracts [page 24]

● Contract Negotiation Space [page 26]
● Confidential Contract [page 16]
● Checkout / Checkin [page 33]

Tools

● DocuSign® [page 54]

● AdobeSign® [page 173]AdobeSign Integration [page 173]
● Reports [page 51]
● Glossary [page 7]

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2.1 User Interface and Navigation

Top-right corner:

● Search [page 15]

● Notifications [page 14]
● Settings [page 12]

Side panel:

● Dashboard [page 15]

● New Contract [page 24]
● Customers [page 47]
● Reports [page 51]

An option to expand/collapse the side panel is provided. In a collapsed view, the side panel displays only icons.

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Related Articles

● Settings [page 12]

● Dashboard [page 15]

2.2 Passwords & Login

Quick Links

● Login & Logout [page 11]

● Reset or Change Password [page 11]

Login & Logout

Only authenticated users with valid credentials can log in to CLM. After your administrator creates your user
account, you will receive an automated email with a link to your tenant where you will be required to create a
password.

You can log in to the CLM using your CLM credentials or your Google ® account. You can also log in using Single
Sign-On (SSO) if it is configured on your tenant.

Idle session timeout is 20 minutes after which you will be logged out of the system in order to reduce exposure
to data breaches. If you have questions about your CLM login credentials, contact your administrator.

To log in using your CLM credentials:

1. Enter your login name and password on the login page.

2. To save your login credentials for one month, select Remember Me. CLM will save your login credentials,
enabling you to log in to CLM without re-entering credentials for a period of one month.
3. Click Login.

To log in using your Google account:

1. Click Sign In with Google on the login page.

2. Enter your Google username and password.
3. Accept the terms and proceed.

To log out of CLM, select Logout from the menu on the top-right corner.

Reset or Change Password

You can initiate a password reset by selecting the Forgot Password link on the Login page.

To reset your password:

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1. Click the Forgot Password link on the login page.
2. Enter your login name and click Send. You will receive an email with a link to a page where you can reset
your password.

You can change your password by accessing the User profile link from the menu on the top-right corner. To
change your password after you are logged in to CLM:

1. Select User profile from the menu in the top-right corner.

2. Click Change Password.
3. Enter and confirm your new password.
4. Click Save.

 Restriction

We recommend you select a secure password and that you change your password periodically to protect
the privacy of your data. To view the password requirements for your tenant, click the password policy link.

Related Articles

● User Interface and Navigation [page 10]

● Dashboard [page 15]
● User Profile [page 12]

2.3 Settings

Quick Links

● Personalize Settings [page 12]

● Change Profile Picture [page 13]
● Change Password [page 13]

Personalize Settings

Customize your profile to update your display name, local time zone, preferred language, and date format.

To personalize your profile settings:

1. Select Settings from the menu in the top-right corner.

2. Enter your first and last name. CLM displays this name in the top right corner of the application and for all
contract management tasks you perform.
3. Select your preferred language. CLM currently supports English, Japanese, Spanish, French, German, and
Italian.

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4. Select your local time zone.
5. Select your preferred date format that will apply to all date fields.
6. Enter your DocusignUsername and DocusignPassword in the respective fields. This option is available only
if configured by the administrator. Once you provide your DocuSign credentials, every time you send a CLM
contract for DocuSign signature, the contract is also inserted in your DocuSign account as an envelope.
You can then log in to your DocuSign account, view the contract envelope you sent out through CLM, and
leverage the features that DocuSign provides, such as track the contract's activity, send a direct link of the
signed contract, etc.
7. To test the integration, click Test DocuSign Connection. The DocuSign interface opens in a new tab if the
connection is successful.
8. To remove the integration, click Remove DocuSign Credentials.
9. Click Save.

Change Profile Picture

To change your profile picture:

1. Select Settings from the menu in the top-right corner.

2. Do one of the following:
○ Upload an image: Click Choose File and then select the image. CLM displays a preview of the selected
image.
○ Use the default image: Click Use Default Image and CLM displays a preview of the default image.
3. Click Save.

 Note

CLM currently supports GIF, BMP, JPG, and PNG image formats.

Change Password

To change your password:

1. Select Settings from the menu in the top-right corner.

2. Click Change Password.
3. Enter and confirm your new password.
4. Click Save.

 Restriction

We recommend you select a secure password and that you change your password periodically to protect
the privacy of your data. To view the password requirements for your tenant, click the password policy link.

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Related Articles

● User Interface and Navigation [page 10]

● Dashboard [page 15]
● New Contract [page 24]

2.4 Notifications

Quick Links

● Pending Notifications [page 14]

● All Notifications [page 14]

Pending Notifications

Pending notifications notify you about contract tasks that are awaiting your action.

Click on the notification icon in the top-right corner to view notifications about your pending contract tasks.
Click View all to view all your pending contract tasks.

The following options are available in the Pending Notifications tab:

● Message Subject: Displays a brief description of the notification or the subject of an email. Click the link to
view details.
● Mark as performed: Marks the selected contract task notification as performed.
● Mark all as performed: Marks all the selected contract task notification as performed.
● Compose email: Opens the email editor. Use the standard email tools to compose and send your email.
● Search: Filters notifications matching your search key.

All Notifications

The All Notifications tab displays notifications when:

● you receive a new email

● you have performed a contract workflow action
● the status of your contract changes

Click on the notification icon in the top-right corner, and then click View all.

The following options are available in the AllNotifications tab:

● Message Subject: Displays a brief description of the notification or the subject of an email. Click the link to
view details.

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● Mark as performed: Marks the selected contract task notification as performed.
● Marl all as performed: Marks all the selected contract task notification as performed.
● Compose email: Opens the email editor. Use the standard email tools to compose and send your email.
● Search: Filters notifications matching your search key.

 Note

If a contract is canceled or deleted, related notifications are automatically marked as Deleted.

Related Articles

● User Interface and Navigation [page 10]

● Dashboard [page 15]
● Contract Status [page 16]
● Contract Repository [page 17]
● Create New Contract [page 25]

2.5 Dashboard

The Dashboard provides quick visibility into your contract management activities and enables you to drill down
to view details. You can:

● View real-time status [page 16] of your contracts

● Access the contract repository [page 17]:
○ Easily search the contract repository for the information you need
○ Filter contracts by Contract Types, Status, Status Category, Supplement, Clauses, and Fields
○ Export or save the filter and search results as a View (for later use)
○ Customize the columns in the repository to display information that is important to you
○ Reassign or delete selected contracts
● Stay informed about upcoming contract terminations [page 23] and take necessary action

On the side panel, click Dashboard to view the dashboard page.

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When multiple assignees receive a request to review and approve the contract, the status of the contract
displays Pending on the dashboard until a member self-assigns the contract. An assignee can choose to self-
assign the contract by clicking on the Assign to Me option in the negotiation space.

 Note

The options available to you may vary depending on the permissions configured by the administrator.

Related Articles

● Contract Repository [page 17]

● Filter, Search, Save, Export [page 18]
● Upcoming Terminations [page 23]
● New Contract [page 24]Contract Status [page 16]

2.5.1 Contract Status

The Contracts Status section on the dashboard displays a quick count of your contracts, categorized by status.

Click on a contract status to view the list of contracts in the contract repository.

For example, click the Draft status to view a list of contracts that are in the Draft status.

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Administrators configure the status categories and the display order of the categories.

Related Articles

● Notifications [page 14]

● Contract Repository [page 17]
● Upcoming Terminations [page 23]
● Using the Negotiation Space [page 27]

2.5.2 Contract Repository

The contract repository is a centralized, fully searchable repository with various capabilities.

To access the repository, click Dashboard on the side panel.

The contract repository enables you to:

● View contracts by status, including upcoming terminations

● Filter and search the repository to narrow down your view and locate the information you need
● Export or save the filter and search results as a View
● Customize the display of the columns that appear in the repository
● Reassign or delete multiple contracts if you have the required permissions

Click on a Contract Status or the Upcoming Terminations chart to view the contracts in the repository.
Additionally, the following actions can be performed from the repository based on configuration and
permission settings:

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Icon Name Description

Quick ActionDetails [page 35] Instantly execute the workflow action without opening the
contract

Contract Relations Supplements [page 34]

View contracts related to the current contract

Alerts
View alerts configured for the contract

Edit
Open the contract in the negotiation space

Delete Delete the selected contract

Related Articles

● Dashboard [page 15]

● Filter, Search, Save, Export [page 18]
● Export & Download Search/Filter Results [page 20]
● Manage Repository Columns [page 21]
● Reassign or Delete Contracts [page 23]

2.5.2.1 Filter, Search, Save, Export

Quick Links

● Filter Contracts [page 19]

● Search Contracts [page 20]
● Save View [page 20]
● Export View [page 20]

 Note

Personal Sensitive Data pertaining to Customers and Contacts is only available to users with DPO Role
[page 108]. If you are assigned the DPO role, you can filter the contracts that contain Personal Sensitive
Data and export the details to a spreadsheet.

The contract repository displays all contracts to which you have access.

Click on a contract status or the upcoming terminations chart to view the contracts in the repository.

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Filter Contracts

1. On the side panel, click Dashboard.

2. Click the filter icon Available options include Contract Types, Status, Status Category, Clauses,
Supplements, and Fields.
3. Specify the values for the filter. For example, If you selected Status in Filter By, specify the filter values,
such as Draft, Rejected, Approved, and so on to filter contracts by the contract status.

 Note

Search parameters < less than, ≤ less than or equal, > greater than, and ≥. greater than or equal can be
used to filter contracts by Number and Currency.

4. Click Apply Filters. CLM applies the filters and refreshes the list.
5. Optional:
○ To save the filter results, select Save current view from the ellipsis menu (....) and provide a name for
the View.
○ To load previously saved Views, select Load saved view from the ellipsis menu (....) and select a View.
○ To delete a previously saved View, select Load saved view from the ellipsis menu (....) and click the
delete icon.
○ To reset to the default view, select Reset view from the ellipsis menu (....)
○ To export the results, select Export from the ellipsis menu (....) and specify the export criteria.

If you are looking for a deleted contract, you can use the assigned to or customer legal name fields in Filter By
> Fields to filter the contracts.

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Search Contracts

1. On the side panel, click Dashboard.

2. Enter a keyword in the search box. CLM refreshes the list to display contracts that match your search.
3. Optional:
○ To save the search results, select Save current view from the ellipsis menu (....) and provide a name
for the View.
○ To load previously saved Views, select Load saved view from the ellipsis menu (....) and select a View.
○ To delete a previously saved View, select Load saved view from the ellipsis menu (....) and click the
delete icon.
○ To reset to the default view, select Reset view from the ellipsis menu (....)
○ To export the search results, select Export from the ellipsis menu (....) and specify the export criteria.

Save View

Select Save current view from the ellipsis menu (....) and provide a name for the View. To load previously saved
Views, select Load saved view from the ellipsis menu (....) and select a View.

Export View

Select Export from the ellipsis menu (....) and specify the export criteria. See Export & Download Search/Filter
Results [page 20] for more information.

Related Articles

● Export & Download Search/Filter Results [page 20]

● Manage Repository Columns [page 21]
● Reassign or Delete Contracts [page 23]

2.5.2.2 Export & Download Search/Filter Results

After you filter or search the contracts in the repository, you can export and download the results. CLM exports
the results to Microsoft Excel ® and compresses each export to a ZIP file.

To export and download the filter or search results:

1. On the side panel, click Dashboard.

2. Search or filter the contracts in the contract repository. CLM displays results matching your search criteria.
3. From the ellipsis menu, select Export to export the results.

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4. Specify the export criteria.

5. Choose the type of export:

6. To export contracts with related field information, add the desired fields. In addition to other fields you
select, CLM exports these fields as columns in the export file by default:
○ ID
○ ContractKey
○ ContractTypeName
○ ParentContractKey
○ File Path
7. Click Export with Fields.
8. Click Download Contracts. CLM downloads the file in XLSX format.
9. To download the contract with related attachments, click Export with Attachments and then click
Download Attachments. CLM downloads attachments in DOCX format and downloads contracts in PDF
format.
10. To download the latest version of the contract template, click Export with Documentsand then click
Download Documents. CLM downloads the documents in DOCX format.

Related Articles

● Dashboard [page 15]

● Using the Negotiation Space [page 27]

2.5.2.3 Manage Repository Columns

You can customize the columns that appear in the repository to display the columns important to you.
Additionally, you can rename and reorder the columns as needed.

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To customize the column display:

1. On the side panel, click Dashboard.

2. In the repository, click the ellipsis menu (...) and select Manage Columns.
3. Select the fields. These appear as columns in the list view.

○ To add standard fields to the list, click in the Available Contract Fields section next to the desired
field. Standard fields are default system fields.

○ To add custom fields to the list view, click in the Available Custom Fields section next to the
desired field. Custom fields are defined by administrators.
4. To change the name of a column, click on the column and enter a new name.
5. To change the display order of the columns, drag and drop the column names in the Selected Fields
section.
6. To remove a selected column, click the delete icon.
7. Click Save to apply the changes, or Cancel to exit the window.

Related Articles

● Filter, Search, Save, Export [page 18]

● Export & Download Search/Filter Results [page 20]
● Reassign or Delete Contracts [page 23]

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2.5.2.4 Reassign or Delete Contracts

You can reassign or delete contracts if you have the required permissions.

To reassign contracts:

1. On the side panel, click Dashboard.

2. In the repository, select the contracts that need to be reassigned.
3. From the ellipsis menu (...) select Reassign selected contracts.
4. Select the email address of the new assignee.
5. Click Save.

To delete contracts:

1. On the side panel, click Dashboard.

2. In the repository, select the contracts that need to be deleted.
3. From the ellipsis menu (...) select Delete selected contracts.
4. Select the email address of the new assignee.

Deleted contracts can be restored by the administrator if required. Contact your administrator for more
information.

Related Articles

● Filter, Search, Save, Export [page 18]

● Export & Download Search/Filter Results [page 20]
● Manage Repository Columns [page 21]

2.5.3 Upcoming Terminations

The Upcoming Terminations section on the Dashboard provides a visual display of impending terminations,
classified by the remaining duration until termination. The duration is configured by administrators. The
Upcoming Termination Chart and Graph display only contract types that are due for termination in the next 30,
60, or 90 days. Contract Types that don’t meet the criteria are not shown in the chart.

The Upcoming Terminations chart is populated only if the Termination Date field is configured for the Contract
Type.

Hover your mouse over the chart or graph to view the number of contracts due for termination in the respective
duration. Click on the chart or graph to view a list of the contracts in the repository.

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Related Articles

● Manage Repository Columns [page 21]

● Contract Repository [page 17]
● Contract Status [page 16]

2.6 New Contract

CLM's Contract Negotiation Space [page 26] provides a variety of options to create and manage contracts,
including the ability to redline content, create alerts, control the confidentiality of a contract, and maintain
revisions. You can also edit your contracts offline, using Microsoft Word ®.

Administrators configure CLM to simulate the approval process that your organization uses to progress a
contract from start to finish. Once the approval process is configured, CLM automatically progresses the
contract through various stages based on the configuration.

To create a new contract, select New Contract on the side panel:

● Create from Template [page 25] (Standard Contract): Select this option to create a contract using a pre-
existing template. Standard Contracts use predefined templates with boilerplate contract information that
is pre-approved by your organization. Templates are uploaded by the administrator and are available based
on your role and permissions.
● Upload from Template [page 26] (Non-Standard Contract): Select this option to upload your own
template. Non-standard Contracts use the template that you upload. The approval process and other
configuration settings are based on the contract type that you select during upload.

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  Note

For best formatting and appearance, when generating contracts from external systems, for example CPQ,
we recommend using .doc/.docx format.

Related Articles

● Create New Contract [page 25]

● Contract Negotiation Space [page 26]
● Using the Negotiation Space [page 27]
● Contract Workflow Actions [page 30]

2.6.1 Create New Contract

Quick Links

● Create Standard Contract [page 25]

● Upload Non-Standard Contract [page 26]

Create Standard Contract

You can create Standard Contracts using predefined templates that already exist in CLM. These templates
contain boilerplate contract information, pre-approved by your organization. Templates are uploaded by the
administrator and are available based on your role and permissions.

To create a standard contract:

1. On the side panel, click New Contract > Create from Template tab.
2. Choose a template. Use the appropriate icons in the top-right corner to view the list of existing templates in
either thumbnail or list view. You can also filter the list of templates by entering a keyword in the Search
field. The contract opens in the contract negotiation space.
3. Edit the contract as necessary. CLM displays the current status of the contract and the workflow action in
the negotiation workspace. There may be more than one workflow action to choose from, depending on
the configuration. To progress the contract through the workflow, click the appropriate workflow action.
CLM automatically routes and assigns the contract to the next assignee. See Contract Workflow Actions
[page 30] for more information.

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Upload Non-Standard Contract

You can choose to create a contract by uploading your own Microsoft Word ® document template into CLM. You
can then customize your contract further in the negotiation space. These contracts are Non-Standard
Contracts.

Note: This option is available only if configured by the administrator.

To create a non-standard contract:

1. On the side panel, click New Contract > Upload from Template tab.
2. From the Choose Contract Type field, select the contract type to which your document template must be
mapped. Based on the contract type mapping and user permission settings, relevant options are available
in the negotiation space to customize the contract.
3. Click Choose File and locate the template on your computer.
4. Click Upload. The contract opens in the negotiation space.
5. Edit the contract as necessary. CLM displays the current status of the contract and the available workflow
action in the negotiation workspace. There may be more than one workflow action to choose from,
depending on the configuration. To progress the contract through the workflow, click the appropriate
workflow action. CLM automatically routes and assigns the contract to the next assignee. See Contract
Workflow Actions [page 30] for more information.

Related Articles

● New Contract [page 24]

● Contract Negotiation Space [page 26]
● Using the Negotiation Space [page 27]

2.6.2 Contract Negotiation Space

The Contract Negotiation Space enables you to work collaboratively in an online environment to create, redline,
and negotiate contracts. CLM opens the negotiation space when you create a new contract from a template,
upload a template to create a new contract, and when you click on a contract link from within CLM or emails.

You can edit, review, and track changes using familiar MS Word processing commands available in the
negotiation space. You can also create complex document layouts, manage revisions, and automatically route
the contract to appropriate stakeholders for approval and signatures.

See Using the Negotiation Space [page 27] for more information.

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  Note

The negotiation space is fully customizable based on the contract type, workflow, and permission settings
defined by the administrator.

Related Articles

● Create New Contract [page 25]

● Using the Negotiation Space [page 27]
● Contract Workflow Actions [page 30]

2.6.3 Using the Negotiation Space

Quick Links

● Top Right Toolbar [page 28]

● Editing Menu [page 29]

CLM opens the Negotiation Space when you:

● Create a new contract from a template

● Upload a template to create a new contract
● Click on a contract link from within CLM or emails

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  Note

All the features are available to you based on permission settings. Contact your CLM administrator for
more information.

Top Right Toolbar

The top right toolbar provides various options to customize the content of your contract. You can add clauses,
supplements, and notes to the contract. You can also compare contracts and view the revision history of all the
changes made to the contract.

The following options are available on the top-right toolbar:

● Actions [page 30]: Displays the contract workflow actions available to you.
● Clauses [page 33]: Enables you to insert predefined provisions or sections into the contract.
● Supplements [page 34]: Enables you to add additional terms and conditions to the contract.
● Details [page 35]: Enables you to add field details to the contract and view related contracts if any.
● Clauses [page 33]: Enables you to insert predefined provisions or sections into the contract.
● History [page 37]: Tracks and records all the changes made to the contract.
● : Enables you to compare two contracts.
● Check-out/Check-in [page 33]: Enables you to check-out a contract to edit offline using MS Word. Once
editing is complete, you can check the contract back in and unlock the workspace.
● Internal Notes: Enables you to add notes [page 39] for internal users.
● Elipsis Menu (...):
○ Copy [page 41]a contract for renewal
○ Configure the confidentiality [page 40]settings of the contract
○ Create alerts [page 44]to notify users when important contract dates are nearing or when contract
tasks are pending
○ Relate [page 46]contracts to easily locate and access associated contracts
○ Download [page 42]the contract in MS Word or PDF format

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 ○ Delete the contract
○ Attach [page 42] documents such as agreements and deeds to your contract
○ Set Legal Hold [page 214] for contracts that are under legal litigation. This option is only available to
administrators.
○ Fields: View all the Fields associated with the Contract Type. Add fields to the contract and edit the
field values. You must have the required permissions to use this option.
○ Full Screen: Activate or exit Full-Screen mode

 Note

Contracts that are marked as Legal Hold by the administrator are protected and cannot be deleted unless
the Legal Hold setting is removed.

Custom Contract Name

Contract information, such as contractname, contract status, and assignee is displayed at the top left of the
negotiation space. Click on the contract name to edit the contract name. All changes are recorded in History
[page 37].

Editing Menu

The Editing Menu menu provides various options to design, format, review, and redline your contract.

The track changes option (also knows as redlining) is automatically turned on for a contract. The track changes
feature enables you to view the edits before making the changes permanent when editing a contract, and
accept or reject changes suggested by other users when reviewing a contract. If configured by the
administrator, multiple users can redline and comment at the same time. All changes and updates are tracked
in History. The option to insert comments in the contract enhances effective communication among the
stakeholders during the redlining and negotiation process.

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The editing menu consists of the following tabs:

● File: Enables you to perform basic operations on the current contract. Save, print, view basic document
information, and manage advanced settings such as commenting, spell check, and more.
● Home: Enables you to f ormat font, align paragraphs, and change the color scheme.
● Insert: Enables you to i nsert headers and footers, comments, t ables, column breaks, section breaks,
hyperlinks, and images.
● Layout: Enables you to a djust the orientation, margins, and insert columns and breaks.
● Review: Enables you to turn on/off the spell check feature, track changes feature, and set options to
manage suggested review changes.
● Plugins: Enables you to access advanced editing features available form third-party components if
configured.

For detailed information on features available in each tab, click File > Help.

Related Articles

● Contract Negotiation Space [page 26]

● New Contract [page 25]
● Contract Workflow Actions [page 30]

2.6.3.1 Contract Workflow Actions

Quick Links

● Perform Workflow Actions [page 31]

● Delegate Approvals [page 31]
● Initiate Parallel Approvals [page 32]
● Void Contract [page 32]
● Reassign Workflow Action to an Individual User (Contact) [page 31]

When you have the required permissions, you can execute workflow actions to route the contract to the
appropriate stakeholder and lead the contract to its next stage in the process. You will be notified via email and
receive notifications [page 14] on your dashboard when you are assigned a contract and need to perform a
workflow action.

Based on the workflow configuration, you may also have permission to reassign a contract to another user, void
a contract, or resend a contract.

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Perform Workflow Actions

To perform a workflow action:

1. Open the contract. Make edits as necessary.

2. Click Actions and select the workflow action from the drop-down. Examples of common workflow actions
include:
○ Send to Manager for Review
○ Send to Customer
○ Approve Contract
○ Reject
○ Delegate Action
○ Void Contract
○ Resend Email to next Signer
○ Send for MultiSign
○ Start Parallel Sign
3. Depending on the workflow action you execute, CLM will:

● Open the email window with a predefined message addressed to the next assignee. Add other recipients
and edit the message if required and click Send to send the email.
● Open the contract in DocuSign or Adobe Sign if the workflow action requires your signature. Insert your
signature, update other fields as necessary, and then click Finish.

CLM will then automatically route the contract to the next assignee and notify the assignee via email.

Delegate Approvals

If you have permissions to delegate an approval, the Actions drop-down displays the Delegate Action workflow
action which allows you to delegate the approval action to another CLM user.

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Click Delegate Action to pick a user to delegate the action and click OK.

CLM displays a confirmation message and t he delegated user is notified by email about the delegated task.
The delegated user can log in to CLM by clicking on the link provided in the email to complete the workflow
action.

To remove delegation, click Remove Delegated User.

Initiate Parallel Approvals

Based on the type of contract, workflow, and permission settings, multiple users can edit a contract at the
same time. This can happen when a contract must be approved by multiple users and the administrator has
configured a Parallel Approval [page 84] workflow for the contract type. Parallel Approval workflow allows
multiple approvers to approve the contract. All Approvers must approve the contract for the workflow to be
complete.

If you have permissions to initiate parallel approvals, the Actions drop-down displays the Parallel Approval
option which allows you to select the approvers and initiate the parallel approval process.

Void Contract

After a contract is sent to multiple internal and external approvers, you can still reassign a contract to another
signatory if required by updating the email address in the Details > Contacts field, and then emailing the
contract again. This feature is useful if some of the approvers are no longer associated with the task or are
unavailable. However, if an approver has already signed a contract and is now being replaced by a new
approver, then the contract must be first made void and then sent again with the new approver's email address.
An option to void the contract and resend the contract is available in the negotiation space if configured by the
administrator.

You can reassign contracts from the Contract Repository if you have the required permissions.

Reassign Workflow Action to an Individual User (Contact)

If configured by the administrator, you can reassign a workflow action to an individual user, instead of a role.
This feature is useful when the contract needs to be assigned to someone who is outside the contract workflow
but is still a customer contact [page 50], for example, an attorney. If this option is configured, the email
address of the contact is displayed when the reassign workflow action is executed. Click Reassign to continue.
Additionally, if you can change the user by updating the email address if you have the required permissions.

Related Articles

● Contract Negotiation Space [page 27]

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● Using the Negotiation Space [page 27]
● DocuSign® /AdobeSign® [page 54]
● DocuSign® Integration [page 169]

2.6.3.2 Check-out / Check-in

The Check-out feature enables you to check out a contract from CLM allowing you to edit the contract offline,
using Microsoft Word ® (MS Word). When a contract is checked out, CLM locks the contract and the negotiation
space. It prevents other users from updating the contract, checking out the contract, or making any other
changes to related settings.

When you check the contract back into CLM, the contract and the negotiation space is automatically unlocked.
You can also use the Checkin feature to upload a contract that is updated and sent to you by someone else, for
example, a customer.

To checkout a contract:

1. On the Dashboard, click Edit next to the contract that needs to be checked out.
2. In the negotiation space, click Check-Out on the top right toolbar. The contract downloads in MS Word
format.

To check the contract back into CLM, do one of the following:

1. On the Dashboard, click Edit next to the contract that needs to be checked in.
2. In the negotiation space, click Check-In on the top right toolbar.
3. In the Upload Document window, click Choose File to check in the contract.

 Note

You can Checkout or Checkin a contract only if you have the required permissions. Contact your CLM
administrator for more information.

Related Articles:

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.3 Clauses

Contract clauses are provisions or sections within a contract. CLM enables you to insert predefined and pre-
approved contract clauses into a contract. Administrators create clauses and make them available to users
through permission settings.

When you add a clause to a contract, CLM records the activity in the History Feed.

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To insert a clause:

1. Click Clauses on the top right toolbar to view all the clauses. You can conduct a search to narrow down the
list.
2. Place your cursor in the location where you want to insert the clause.
3. Click on the clause you want to add. CLM inserts the clause content in the contract.

To remove a clause from a contract, delete it from the contract. CLM records the activity in the History Feed.

History also tracks all the updates made to the clause content. All the changes are displayed as redlined text. To
view the content changes, click on the clause link in History.

 Note

If you attempt to insert a clause that already exists in the contract, CLM displays the following message and
does not add the duplicate clause: This clause has already been added.

Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.4 Supplements

Supplements are Microsoft Word ® documents such as exhibits or addendums that contain additional terms
and conditions that you can add to the contract. Administrators add supplements to CLM and make them
available through permission settings. When you add a supplement to a contract, CLM records the activity in
the History Feed.

To add a supplement:

1. Click Supplements on the top right toolbar to view the supplements relevant to the contract type. You can
conduct a search to narrow down the list.
2. Click the supplement you want to add.

The content of the supplement is appended to the end of the contract. To remove a supplement, delete the
content from the contract. CLM records the activity as a document revision in the History Feed.

 Note

If you attempt to insert a supplement that already exists in the contract, CLM displays the following
message and does not add the duplicate supplement: This supplement has already been added.

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Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.5 Details

Based on permission settings, the Details panel displays custom fields that are configured for the specific
contract type. Custom fields capture specific information about the contract such as signature date, renewal
date, contact information, payment terms, and so on. The values are updated and displayed dynamically in the
negotiation space. When a contract is opened for the first time in the Negotiation Space, all the attribute tags
automatically convert to object controls and display actual field values.

Hover your mouse over the field to view information about its function and usage. This information is available
if the tooltip is configured by the administrator.

Users can edit the field values in Negotiation Space > Detailsif required permissions are assigned. To view or
update the custom fields:

1. Click Details on the top right toolbar.

2. Update the form fields as required. CLM saves the changes automatically and records the activity in the
History [page 37] feed.
3. Select Signatories from Contact, if applicable.

After a contract is sent to multiple internal and external approvers, you can still reassign a contract to another
signatory if required by updating the email address in the Details > Contacts field, and then emailing the
contract again. This feature is useful if some of the approvers are no longer associated with the task or are
unavailable. However, if an approver has already signed a contract and is now being replaced by a new
approver, then the contract must be first made void and then sent again with the new approver's email address.
Option to void the contract and resend the contract is available in the negotiation space, if configured.

Additionally, users with admin role can view Fields associated with the Contract Type in the Negotiation Space
and add or update required fields in the contract as needed.

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 Contract Lifecycle Management (CLM)
36 PUBLIC CLM for End Users
Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.6 History

The History feature tracks and records every single change made to the contract and also maintains revisions.
You can view a quick summary of all the changes made to the contract and revert to a previous revision at any
time . Click the History icon on the top right to view the history feed.

To view a specific type of change made to the contract, select the type from the drop-down list. For example, if
you want to see what changes were made to the Clauses in the contract, select Clauses from the drop-down
list. CLM displays a brief summary of the activity, lists the users who added or deleted a Clause, and the date
and time the activity was performed. History also tracks all the updates made to the clause content. All the
changes are displayed as redlined text. To view the content changes, click on the clause link in History.

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You can also enter a keyword in the Search field to filter the results. For example, to view a list of changes made
by John Doe, enter John Doe in the search field.

You can also filter by these categories:

Category Displays results for:

Document Revisions Contract revisions. You can click the link in the summary to

download a copy of the revision and you can click to re­

store a previous version.

Audit Trail All updates made to customer and contact information.

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Category Displays results for:

Action History All workflow actions performed on the contract.

Notes All notes entered on a contract.

Internal Notes Only internal notes on a contract.

External Notes Only external notes on a contract.

Attached Files Added or removed attachments. You can click the link in the
summary to download the attachment.

Supplements Only added supplements.

Clauses Displays who added or deleted a Clause.

Parallel Approval Displays who the contract is reassigned to if rejected.

DocuSign Displays contract status if contract is rejected through

Docusign.

Contract View History Users who viewed the contract.

Contract Relation History Added or removed relations.

Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.7 Internal Notes

CLM enables you to insert notes for internal users in a contract. These notes are visible only to users within the
organization and are not displayed in the Customer Portal.

The option to add Internal Notes is available in the top right menu of the Negotiation Space.

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  Note

You can edit or delete your notes as needed. Notes inserted by other users display as read-only text.

Related Topics

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.8 Confidential Contract

CLM enables you to increase the security of a confidential contract by overriding the default permission
settings set by the administrator. You can control the type and extent of access individual users and permission
groups can have to the contract.

To view confidentiality settings, click Confidential Contract in the ellipsis menu. When a contract is already set
as confidential, CLM displays the message Contract is Highly Confidential on the header of the contract.

 Note

You can set a contract as confidential only if you have the required permissions. Contact your system
administrator for more information.

To set a contract as confidential:

1. Open the contract and select Confidential Contract from the ellipsis menu (...) on the top right.
2. You can configure permissions for both individual users and groups of users:
○ Enter the username or email of one or more users.
○ Select one or more permission groups.

Anyone not added to the list will automatically be restricted from all access to the contract.

1. Configure the desired permissions for each user and permission group in your list:

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 ○ Document: Specify who can Redline or View the document.
○ Fields: Specify who can View or Edit the fields.
○ Actions: Specify who can Execute workflow actions, and who is Forbidden from executing actions.

2. To revoke complete access to the confidential contract, click the icon on a user or permission group in
the list.
3. Click Save to apply your settings.

 Caution

If you are not added to the list as in step 5 above, you will no longer have access to the contract.

To revert the contract to the default permission settings as configured by your administrator:

1. Open the contract and select Confidential Contract from the ellipsis menu.
2. Click Remove Confidential Status.
3. Click Save. The default permission settings will be restored.

Related Articles

● Add New Person [page 60]

● Using the Negotiation Space [page 27]
● Contract Workflow Actions [page 30]

2.6.3.9 Copy Contract

CLM enables you to copy a contract to use as a starting point to create a new contract or to renew a contract.
When copying a contract, Details, Clauses, and Supplements are copied by default. Attachments and Alerts are
optional. History is refreshed and displays the date and time of copy as the starting point. By default, the
copied contract inherits the status of the parent contract if no other initial status is specified by the
administrator.

To copy a contract:

1. Open the contract which needs to be copied.

2. Select Copy Contract from the ellipsis menu (...) on the top right.
3. In the Copy Contract window, specify if attachments and alerts need to be copied to the new contract.
4. Click Copy.

 Note

You can copy a contract only if you have the required permissions. Contact your administrator for more
information.

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Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.10 Download

CLM enables you to download a contract in PDF or Microsoft Word ® format.

To download a contract:

1. Open the contract and selectDownload from the ellipsis menu (...) on the top right.
2. Click the respective Download icon, PDF or MS Word, to download the contract in the required format.

Note: You can download a contract only if you have the required permissions. Downloading a contract does not
lock the contract or prevent others users from editing the contract online. If you want to lock the contract and
prevent other users from making changes to the contract you must check-out [page 33]the contract from
CLM.

Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.11 Attachments

CLM enables you to attach documents such as agreements and deeds to your contract. You can also append
the contents of the attachment to the contract.

 Note

Customers can download the attachment files from the customer portal.

To attach a document to the contract:

1. Open the contract and click Attachments from the ellipsis menu (...) on the top right.
2. Click the add icon to add new attachments.
3. Click Browse and select the document you want to attach. CLM supports the following file types:
○ .jpeg
○ .png
○ .gif
○ .bmp
○ .svg

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 ○ .tiff
○ .pdf
○ .doc
○ .docx
○ .xls
○ .xlsx
○ .ppt
○ .pptx
○ .csv
○ .json
○ .txt
○ .css
○ .zip
○ .rar
○ .rtf
4. Select the This is a finalized version checkbox if the attached file is a final version. The contract is then
marked as a Finalized Version. When the contract is sent to the customer, the customer can download the
attachment from the customer portal. To get the final contract attachment in PDF using an API call, see
API Call: GET Final Contract Attachment in PDF [page 47].
5. Click Attach to add the file.

To download the attachments:

● Click Attachments from the ellipsis menu (...) on the top right and download any or all of the attachments.
● You can filter contracts by customer name in the Dashboard and then export or download the contracts
with the attachments. See Export & Download Search Results [page 20] for more details.

To delete the attachments:

● Click Attachments from the ellipsis menu (...) on the top right and click the Delete icon to delete the
attachments.

To append the attachments:

● Click Attachments from the ellipsis menu (...) on the top right and click on the Append icon. The content of
the attachment is inserted at the end of the contract.

 Note

You need to have the required permissions to append attachments to a contract. If the contract Status
is Locked or if Redlining is not enabled, you cannot append attachments to a contract. Contact your
CLM administrator for more information.

Related Articles

● API Call: GET Final Contract Attachment in PDF [page 47]

● Using the Negotiation Space [page 27]
● Contract Workflow Actions [page 30]

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● Details [page 35]
● History [page 37]

2.6.3.12 Delete Contracts

You can delete a contract if you have the required permissions.

The delete functionality is available in the following two locations:

● Dashboard Repository: Select the contract you want to delete and click the delete icon or select Delete
selected contracts from the ellipsis menu (....).
● Negotiation Space: Open the contract and select Delete from the ellipsis menu (...) on the top right.

 Restriction

If you need to restore a deleted contract, contact your CLM administrator.

Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.13 Create Alerts

CLM enables you to create alerts to notify specified recipients about:

● important contract dates that are nearing

● contract tasks that are pending due to which the contract status has not changed

CLM sends out email notifications to the designated recipients on specified dates, for the specified frequency,
using the specified email template.

Examples:

● CLM can send an alert to the specified recipients every day for 7 days before a Contract Termination Date.
● CLM can send an alert to the specified recipients when a contract is in the In Review status for more than 3
days.

 Note

This option is available only if you have the required permissions. Contact your system administrator for
more information.

To create an alert:

1. Open the contract and click Alerts from the ellipsis menu (...) on the top right.

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2. Click the add icon to add new alerts.
3. In the General tab, complete the following form fields:
○ Alert Type: Select the type of alert you want to create.
○ Select Date Field to send alerts when a specified date is nearing.
○ Select Pending in Status to send alerts when the contract remains in the pending status for a
specified time.
○ Name Enter the name of the alert that must appear in the subject line of the notification email.
○ Field: Displays for the Date Field alert type. Select the date type users must be notified about. For
example, select Contract Termination Date.
○ Status: Displays for the Pending in Status alert type. Select the pending contract status users must
be notified about. For example, select In Review.
○ Start Time: Specify when CLM must start sending the alert. See the following table for a description of
available parameters and examples:

Alert Type Start Time Values Start Time Units Examples

Date Field Day Enter units based on Start If you select Month and en­
Time Value ter 2 units, CLM starts
Month
sending alerts 2 months
before the actual Contract
Termination Date.

Pending in Status Hour Enter units based on Start If you select Day and enter
Time Value 3 units, CLM starts send­
Day
ing alerts when the con­
Month tract has been pending in
the In Review status for
more than 3 days.

○ Frequency: Specify if the alert must be sent every hour, every day, or every month.
○ End Time: Specify when CLM must stop sending the alert using one of these options:
○ Never: Alerts are sent until it is disabled.
○ Number of Occurrences: Alert is sent the number of times you specify.
○ End Date: Alerts are sent until the date you specify.
○ Mail Template: Select the email template that must be used when the alert is sent.
○ Active: Select the checkbox to activate the alert. If not selected, CLM does not send the notifications.

4. In the Recipients tab, select users who must receive notifications:

○ Select Users: Select one or more users who must receive the alert notification.

○ Select from Available Contract Assignees and Distribution Lists: Click to add all or click to

add one. Click to remove all, or click to remove one.

5. Click Save to apply your settings.

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Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]

2.6.3.14 Relate Contracts

CLM enables you to relate contracts to easily locate and access associated contracts. This enables you to
switch between different contracts from within the negotiation space. When you create a relation, CLM displays
the list of related contracts on the Dashboard and in the Details panel.

When you open a contract with a relation, CLM displays the relation at the footer of the contract, near the
contract status, and your login.

The contract key of the parent contract and the related contract is displayed on the negotiation space.

To relate or unrelate contracts, click Related from the ellipsis menu (...) on the top right:

● Select Related: Enables you to create a relation between the current contract and another existing
contract. Click Select next to the contract you want to relate.
● New Related: Enables you to create a relation between the current contract and new contracts of the
chosen contract type. Select the required contract type.
● Unrelate: Enables you to remove the contract relation.

All activities are recorded in History. [page 37]

 Note

You cannot create contract relations if you do not have the required permissions.

Related Articles

● http://docs.calliduscloud.com/articles/contract-lifecycle-management/contract-editor-options Using
the Negotiation Space [page 27]
● Dashboard [page 15]
● Details [page 35]

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2.6.3.15 API Call: GET Final Contract Attachment in PDF

This API returns the final contract attachment as a PDF. You can use this API in custom integrations with other
applications to perform customizations and attach the finalized contract to an external system.

URL https://<CLM-HOST>/app/api/v2/contract/{contractId}/
downloadFinalizedAttachment

METHOD GET

REQUEST PARAMETERS Contract ID

RESPONSE Returns finalized contract attachment as a PDF. The result is

returned as byte array.

 Note

Contact your CLM administrator for more information.

Related Articles

● Using the Negotiation Space [page 27]

● Contract Workflow Actions [page 30]
● Attachments [page 42]
● History [page 37]

2.7 Customers

Quick Links

● Customer Information [page 48]

● Contact Information [page 50]

CLM enables you to create and maintain records of all your customers and the associated contacts. You can
store information about the customer's legal name, address, and other details. This information is used to
populate data in contracts and reports, and in other systems such as CPQ, Salesforce, and C4C, if integrated.
Customers can access contracts via the Customer Portal. The link to access the contract on the Customer
Portal and the required credentials are emailed to the customer when a contract is sent to the customer.

Click Customers on the side panel.

Personal Sensitive Data pertaining to Customers and Contacts is only available to users with DPO Role [page
108].

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Related Articles

● Using the Negotiation Space [page 27]

● Reports [page 51]

2.7.1 Customer Information

Quick Links

● Add New Customer [page 48]

● Edit Customer Information and Link Contacts [page 49]
● Delete Customer Record [page 49]

 Note

Personal Sensitive Data pertaining to Customers and Contacts is only available to users with DPO Role
[page 108]. If you are assigned the DPO role, you can click on the Show Personal Data option available on
the top-right to view details. Click Export to export the details to a spreadsheet.

Click Customers on the side panel to view a list of existing customer records. You can add new, edit, and delete
customer records.

To sort the list click on or near the column heading:

● Legal Name
● Vendor
● City
● State
● Country

You can also use the Search feature to filter the list of records that appear in the list by adding a keyword to the
Search box.

When you open a customer record, contacts associated with the customer account are displayed. To add a new
associated contact, see Add New Contact [page 50].

Add New Customer

To add a new customer, click Customers > Customers:

1. Click Add New.

2. Provide the following details:
○ Legal Name
○ Vendor
○ Address 1

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 ○ Address 2
○ Country
○ State
○ City
○ Zipcode
3. Click Save to add the record.

CLM adds the new record to the list of existing records.

Edit Customer Information and Link Contacts

To edit information on an existing record, click Customers > Customers:

1. Click Edit next to the record you want to update.

2. Make required changes. You can also:

● Click Link Existing Contact to link an existing contact to this customer. Select the required contacts from
the Contact window.
● Click Add New to create and associate a new contact [page 50] with this customer.

1. Click Save to update the record.

Delete Customer Record

To delete a record, click Customers > Customers and click Delete next to the record you want to delete.

 Restriction

CLM displays an error message and prevents you from deleting a customer record if it is currently used in a
contract. You cannot undo this action.

Related Articles

● Using the Negotiation Space [page 27]

● Contact Information [page 50]
● Reports [page 51]

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2.7.2 Contact Information

Quick Links

● Add New Contact Record [page 50]

● Edit Record [page 51]
● Delete Record [page 51]

Personal Sensitive Data pertaining to Customers and Contacts is only available to users with DPO Role [page
108]. If you are assigned the DPO role, you can click on the Show Personal Data option available on the top-
right to view details. Click Export to export the details to a spreadsheet.

You can associate contacts with an existing customer record. Customer Contacts can access contracts via the
Customer Portal. The link to access the contract on the Customer Portal and the required credentials are
emailed to the contact when a contract is sent.

Click Customers > Contacts on the side panel. A list of existing contacts is displayed. You can add new
contacts, and edit and delete existing ones.

To sort contacts, click on the column heading:

● Email
● Full Name
● Title
● Customer

You can also use the Search feature to filter for contacts by entering a keyword in the Search box. To access the
Contacts workspace, go to Customers > Contacts.

Add New Contact Record

To add a new contact record, go to Customers > Contacts and:

1. Click Add New.

2. Provide the following details:
○ Email
○ First Name
○ Last Name
○ Title
○ Mobile Phone
○ Work Phone
○ Language: Select the language to which the labels and instructions must be translated.This setting
impacts the negotiation space in the customer's portal.
○ Customer: Enter the name of the associated customer record.
3. Click Save to add the new contact record.

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Edit Record

To edit the information on a contact's record, go to Customers > Contacts and:

1. Click Edit next to the record you want to update.

2. Make required changes. You can remove an associated customer record if necessary.
3. Click Save to update the record.

Delete Record

To delete a record, go to Customers > Contacts and click Delete next to the record you want to delete.

 Restriction

CLM displays an error message and prevents you from deleting a contact record if it is currently used in a
contract. You cannot undo this action.

Related Articles

● Using the Negotiation Space [page 27]

● Customer Information [page 48]
● Reports [page 51]

2.8 Reports

CLM analyzes contract data and presents data-driven insights about your business through reports. Click
Reports on the side panel to view reports.

Reports are available to you if you have the required permissions. Contact your CLM administrator for more
information.

Related Articles

● Contract Negotiation Space [page 26]

● Using the Negotiation Space [page 27]
● Contact Information [page 50]
● Customer Information [page 48]

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2.9 Global Search

Global Search is a robust feature and enables you to search across all documents, metadata fields,
attachments, users, notifications and mail templates. It allows you to easily search specific details and quickly
locate any information you need. Some common search keys are contract term, offering, or customer name.
CLM opens a results page where you can filter the results by these categories:

● Contracts: Shows all contracts associated with the search term or contain the search key.
● Users: Shows all users and customers associated with the search term.
● Notifications: Shows all notifications associated with or contain the search key.
● Mail Templates: Shows all mail templates associated with or contain the search key.
● Attachments: Shows all attachments that contain the search term enabling you to easily search and reuse
any attachment.

To conduct a global search:

1. Click Search on the top menu.

2. Enter a keyword in the search box and press Enter. CLM refreshes the results and displays all contracts
that match your search key.
3. To filter the results by category, click the respective filter on the left panel.

Related Articles

● Advanced Search [page 52]

● Export & Download Search Results [page 20]

2.10 Advanced Search

Quick Links

● New Advanced Search [page 52]

● Load Previous Search [page 53]
● Migrate Contracts [page 54]

Advanced Search is a robust feature that enables you to search for a specific set of contracts using search
queries. Y ou can export or download your results, and create queries that you can later reuse.

New Advanced Search

To conduct a new advanced search:

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1. Click Search on the top panel. The area expands to display the Advanced Search option.
2. Click Advanced Search.
3. Select one or more of the following search values to create a new search query.
○ Show Contracts with Alerts: Select Yes to only return results for contracts with alerts. If you select No,
or leave both options unchecked, CLM returns results for contracts with or without alerts that meet
the other search criteria.
○ Show Contracts made in old editor: Select Yes to show contracts created in the old contract edito in
the search results.
○ Available Fields: Select the data fields the contract must contain. Specify any exceptions in the NOT
field. For example, if you want to search for all contracts except those in the Finalized status, add the
Status field and then enter Finalized in the Not field. CLM filters the results and excludes contracts in
that status.
○ Available Contract Types:Select one or more contract types.
○ Available Statuses: Select one or more contract statuses.
○ Available Clauses: Select one or more clauses the contract must contain.
○ Available Supplements: Select one or more supplements the contract must contain.
4. Do one of the following:
○ Click Search to conduct the search. CLM opens the search results window with all contracts that
match your search criteria.
○ Click Save to save the search query for later use. Enter a name for the search query.
5. If you conduct search, CLM displays these buttons on the results page:
○ Edit: Opens the contract in the Contract Editor.
○ Search: Returns you to the current search configuration screen and retains your settings.
○ Export Contracts: Enables you to modify the Available Fields criteria, and export the contracts with
attachments, document, or fields.

 Note

If you select multiple values, CLM displays results that match all of the values you select. Example: If your
search criteria includes a status, clause, and supplement, we only return results for contracts that contain
the status, clause, and supplement you select.

Load Previous Search

To load a previous search:

1. Click Search on the top panel.

2. Click Advanced Search, and then click Load Previous Searches. CLM displays a list of all saved search
queries.
3. Click Select next to the query you want to load. Optionally, to remove a query, click Delete.
4. Click Search to conduct the search.

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Migrate Contracts

CLM enables you to easily and quickly migrate contracts from the old editor to the new editor (also known as,
Negotiation Space). You can continue to edit the contracts in the Negotiation Space and also leverage the new
exciting features the new editor provides.

To migrate contracts created in the old editor:

1. ClickSearch on the top panel. The area expands to display the Advanced Search option.
2. Click Advanced Search.
3. Show Contracts made in old editor: Select Yes to view all the contracts created in the old contract editor
in the search results. You can also specify any additional criteria to search for specific contracts that you
wish to migrate.
4. Click Search to conduct the search.
5. Click Convert next to the contract you want to migrate. Click Convert All to migrate all contracts at once.

You can now edit and manage the contracts in the new negotiation space.

If there are more than 1000 contracts for conversion, CLM randomly selects and converts 1000 contracts at a
time. You can repeat the process as many times as necessary.

 Note

This feature is currently available to administrators only.

Related Articles

● Global Search [page 52]

● Export & Download Search Results [page 20]
● Contract Negotiation Space [page 26]

2.11 DocuSign ® / AdobeSign ®

DocuSign and AdobeSign enable you to securely automate workflows and sign contracts online on your
computer or mobile device. The CLM Administrator sets up either DocuSign or AdobeSign based on which
solution your organization chooses to use.

If a workflow action requires you or your customers to sign using DocuSign or AdobeSign, the contract
automatically opens in the appropriate application when the workflow action is executed. For more
information, contact your CLM administrator.

CLM locks the contract and the contract fields to prevent users from editing the details if the contract is
already sent out for signature (via AdobeSign or DocuSign).

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To send a contract for DocuSign/AdobeSign Signature:

1. In the negotiation space, go to Details and select the signers. You can change the order of signers and
decide who needs to sign first. The first user/contact will receive an email first with the option to sign a
contract.
2. Execute the workflow action. The finalized PDF is attached to the Contract Attachment section.

 Note

The contract opens in a Modal window in CLM for Adobe Sign signature. The signer must not be logged into
the Adobe Sign portal/any Adobe Sign account in the same browser. If this scenario occurs, the signer
must log out from the Adobe Sign portal/all Adobe Sign accounts, dismiss the Modal window in CLM, and
click Sign again to sign the contract in the Modal window. A modal window is a subordinate to an
application's main window.

Related Articles

● Contract Negotiation Space [page 26]

● Using the Negotiation Space [page 27]Using the Negotiation Space [page 27]
● Contract Workflow Actions [page 30]

2.12 CLM Customer Portal

The customer portal is a web-based portal where end-customers can securely access and review contracts.
When a contract is sent to a customer, the customer can access the portal by clicking on the contract link in
the email. The contract opens in the Customer Portal.

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The following options are available to you if you have the required permissions:

● Customer E-sign: Opens DocuSign for e-signature. Insert your signature and complete the process.
● Forward: Forwards (reassigns) the contract and all associated workflow steps to another contact within the
Organization. The list of available contacts is pre-populated based on configurations in CLM.
● Commercial Details: Facilitates communication between the CLM users and the Customer. You can add
and respond to comments during the negotiation process.

When CLM is integrated with CPQ, the Commercial Details feature in the portal facilitates communication
between the CLM users (sales representatives) and CPQ users (legal representatives). Users can add and
respond to comments during the negotiation process.

● Edit: Enables you to accept or reject the changes made to the contract. If you do not have the required
permissions, you can only redline the content and insert comments in the contract.
● Check-out: Enables you to check out the contract for offline editing. When you check in a contract, a new
revision is created in CLM.
● Download: Enables you to download the contract in MS Word or PDF format.
● Attachments: Enables you to attach documents to the contract. The attachments are then also listed in
the CLM negotiation space under Attachments.

Note: All options in the customer portal are permission-based. Contact your CLM administrator for more
information.

Related Articles

● CPQ Integration [page 114]

● Using the Negotiation Space [page 27]

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3 CLM for Administrators

Users

● Users [page 60]

● Departments [page 62]
● Assignment Roles [page 62]
● Permission Groups [page 63]
● Bulk Imports [page 181]

Setup

● Application Settings [page 201]

● Mail Settings [page 202]
● Admin Audit Trail [page 199]
● Password Policy [page 204]
● Mail Templates [page 102]

Contracts

● Contract Types [page 69]

● Status [page 97]
● Supplements [page 99]
● Clauses [page 103]
● Reports [page 205]

Integrations

● C4C Integration [page 140]

● CPQ Integration [page 114]
● NetSuite Integration [page 148]
● Salesforce Integration [page 126]
● IdP Integration [page 178]
● DocuSign Integration [page 169]
● AdobeSign Integration [page 173]

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3.1 Administrator Role and Responsibilities

As an administrator, you can configure CLM to meet the specific business needs of your organization. You can
help your organization leverage CLM to its maximum potential by configuring permissions, templates, and
workflows optimally. You can also address the following needs that may arise in your organization to facilitate
contract management tasks:

● Change the approval workflow for a specific contract type to allow routing to a different stakeholder
● Add new fields to capture metadata for a specific contract type
● Create custom reports specific to a sales region
● Provide new permissions to users who are assigned the default permission group
● Contact support to address reporting and custom scripting requirements

All organizations have at least one administrator, but larger ones may have more. Your administrator role can
be as simple or as complex as your organization's size and structure. In smaller organizations, the
administrator may also use CLM the way other users do to carry out contract management tasks.

3.2 Setup

The Setup and Dashboard menu options on the side panel enable you to toggle between the CLM administrator
interface and the end user interface.

Click Setup to access the administrator interface. The following menu options are available to administrators:

● Quick Links
● Users
● Contracts
● Fields
● Reminders
● Other

Click Dashboard to access the end-user interface. The following menu options are available to end users:

● Dashboard
● New Contract
● Customers
● Reports

3.3 Quick Links

The Quick Links option on the side panel provides quick access to the commonly used functions.

Click Setup on the side panel to access these Quick links:

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● Create User: Enables you to create a new user and assign a permission group.
● Create Contract Type: Enables you to create a new contract type and upload or create a template for the
contract type.
● Create Reminder: Enables you to create a new reminder and specify the type, duration, and recipients.
● Create Field: Enables you to create new custom fields and configure access, translation, and other
settings.

● Existing Users: Lists all the existing user records with an option to create, edit, or delete.
● Existing Contract Types: Lists all the existing contract types with an option to create, edit, copy, or delete.
● Existing Reminders: Lists all the existing reminders with an option to create, edit, or delete.
● Existing Fields: Lists all the existing custom fields with an option to create, edit, or delete.
● Deleted Contracts: Lists contracts that are deleted. You can permanently delete these contracts or restore
them.
● Deactivated Contract Types: Lists contract types that are temporarily deactivated. You can restore the
contract types if required.

Related Articles

● People Menu [page 59]

● Contracts Menu [page 69]
● Fields Menu [page 107]
● View Deleted Contracts [page 198]

3.4 Users Menu

The Users menu on the side panel allows you to replicate your organizational structure and manage all user
related settings. You can:

● Create departments, add users, assign roles, and determine the type of contract management tasks each
user can perform by assigning permission groups.
● Grant or restrict access to business data allowing you to control the type and level of access users have to
the system.
● Reassign contracts associated with deactivated user accounts.
● Define the type of data that must display on the dashboard for each user.

Click Setup > Users on the side panel to access these options under the Users menu:

● Users [page 60]

● Departments [page 62]
● Assignment Role [page 62]
● Permission Groups [page 63]
● Reassign Contracts Assigned to Inactive Users [page 68]
● Views [page 68]

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Related Articles

● Create New User [page 60]

● Users [page 60]

3.4.1 Users

As an Administrator, you can create new users in CLM to enable your organization's personnel to perform
contract management tasks. CLM enables you to create and manage user information such as login
credentials, roles, permissions, reporting hierarchy, and contact details. Click Users > User to view a list of
existing user records. This page provides various user details and also indicates if the user account is Active in
CLM and if the user is assigned Admin privileges. You can perform these actions on this page:

● Search: Enter a search key in the search field to search for a user. CLM displays results matching your
search key.
● Create: Click Create to create a new user record. See Create New User [page 60]for details.
● Edit: Click Edit to update a user record.
● Delete: Click Delete to delete a user record. You cannot delete a user record if it is being used in CLM. For
example, you cannot delete a user record if the user is part of a workflow or an email group.

Role hierarchy is configured as follows by the CLM Super Admin (CLM Support):

● If the user is assigned a SUPER ADMIN role, then the user also inherits the ADMIN role
● If the user is assigned a DPO role, then the user also inherits the ADMIN role
● If the user is assigned a SUPPORT role, then the user also inherits the ADMIN role
● If the user is assigned a ADMIN role, then the user also inherits the USER role

 Note

For any custom scripting requirements, customers are required to contact support. A Support role will
then be added to create and manage custom scripting requirements. The new role will be listed in Users >
Users.

Related Articles

● Add New User [page 60]

● Assignment Roles [page 62]
● Users Menu [page 59]

3.4.1.1 Create New User

As an Administrator, you can create new users in CLM and enable them to perform contract management
tasks by defining permissions, roles, reporting hierarchy, and other settings. You can also provide

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administrative access to users. Administrative access grants users full access to CLM. We recommend that
only qualified personnel have administrative access. To Create a New User:

1. Click Users > Users on the side panel, and then click Create. Enter user details in the respective sections.
2. Provide User Information:
○ Title, First Name, Last Name of the user.
○ Mobile and Work phone numbers of the user.
○ Username: Username to login to CLM.
○ Email: Email address of the user. After you create the user account, the user will receive an automated
email on this email address with the username and a link to the tenant to create a password.
○ Password: Password to login to CLM. The password should meet the Password Policy [page 204].
○ Reset Password: Sends the user an automated email with a link to create a new password.
○ Change Password: Sends the user an automated email notifying the user that the password has
changed. The user needs to contact the administrator for further information.
○ Time Zone: Local time zone of the user. The user can change this setting in the CLM User Interface.
○ Active: Indicates if the user account is active. After you create the user account, the user will receive an
automated email with the login credentials and can log in successfully if Active is selected. To
deactivate a user account, clear the checkbox.
3. Provide Reporting Hierarchy:
○ Reporting to: Reporting manager of the user. This is applicable if the approval process in your
organization is based on the reporting hierarchy. Managers can view contracts of all the users who fall
under the reporting hierarchy.
For example, if the approval process in your organization requires the Legal Administrator's Manager to
approve all contracts drafted by the Legal Administrator, specify the Manager's name or email address
here. CLM populates this information to route contracts for approval in the workflow.
4. Provide Permission Settings:
○ Department: Department the user belongs to. This information is also used in Reports.
○ User Permission Group: Permission group that applies to the user. A Permission Group comprises a
set of permissions that allow the user to perform certain contract management tasks. See Permission
Groups [page 63] for more details.
○ Admin: If selected, the user is given administrative access to CLM. Administrative access allows the
user to change all settings in CLM. We recommend that only qualified personnel have administrative
access.
○ Can View All Contracts? If selected, the user can view all the contracts in the system, except
Confidential Contracts [page 40].
○ Allow This User to Set a Contract To Confidential: If selected, the user can set a contract as
confidential. See Confidential Contracts [page 40] for more details.
5. Provide Available Assignment Roles:
○ Select the assignment role(s) for the user. Assignment role(s) are used to specify assignees when
defining a workflow. Assign the required role(s) from the Available Assignment Roles list. From the
Selected Assignment Roles list, remove the role(s) if required.
6. Click Save to save your changes or click Cancel to exit.

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Related Articles

● Users [page 60]

● Reassign [page 68]

3.4.2 Departments

CLM enables you to replicate your organization's structure by creating departments and adding users. Click
Users > Departments on the side panel to view a list of existing department records. You can perform these
actions on this page:

● Search: Enter a search key in the Search field to search for a department. CLM displays results matching
your search key.
● Sort: Click Sort to order the department records alphabetically in an ascending or descending order. Click
Save to save your preference.
● Create: Click Create to create a new department record. See Create New Department [page 62]for
details.
● Edit: Click Edit to edit a department record.
● Delete: Click Delete to delete a department record. You cannot delete a department record if has users.

Add New Department

To add a new Department:

1. Click Users > Departments, and click Create.

2. Enter a name for the new department. Example: Finance or Legal Operations.
3. Click Save to save your changes or click Cancel to exit.
4. List of Users displays a list of users that belong to the department. Click on the user's name to update
details.

Related Articles

● Create New User [page 60]

● Users Menu [page 59]

3.4.3 Assignment Roles

CLM allows you to create various roles for the jobs in your organization and add users to the role.

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When defining a workflow [page 73], you can select assignment role(s) to assign a contract type to users to
enable the approval process.

Click Users > Assignment Roles to view a list of existing assignment roles. You can perform these actions on
this page:

● Search: Enter a search key in the search field to search for an assignment role. CLM displays results
matching your search key.
● Create: Click Create to add a new assignment role. See Create New Assignment Role [page 63] or details.
● Edit: Click Edit to edit an assignment role.
● Delete: Click Delete delete an assignment role. You cannot delete an assignment role if it is associated with
a user.

Role hierarchy is configured as follows by the CLM Super Admin (CLM Support):

● If the user is assigned a SUPER ADMIN role, then the user also inherits the ADMIN role
● If the user is assigned a DPO role, then the user also inherits the ADMIN role
● If the user is assigned a SUPPORT role, then the user also inherits the ADMIN role
● If the user is assigned a ADMIN role, then the user also inherits the USER role

 Note

For any custom scripting requirements, customers are required to contact support. A Support role will
then be added to create and manage custom scripting requirements. The new role will be listed in Users >
Users.

Create New Assignment Role

To add a new Assignment Role:

1. Click Users > Assignment Role, and click Add New.

2. Enter a Name for the new Assignment Role. Example: Legal Operations Manager or Finance Manager.
3. Add users from the Available Users list. From the Selected Users list, remove users if required .
4. Click Save to save your changes or click Cancel to exit.

Related Articles

● Create New Users [page 60]

● Users Menu [page 59]

3.4.4 Permission Groups

As an administrator, you can grant or restrict access to CLM functionalities by assigning Permissions to users.
A Permission Group comprises a set of Permissions. Once a user is associated with a permission group, the
user inherits those permissions.

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CLM allows you to create permission groups with various combinations of permissions to meet your specific
business requirements. You can create a Default Permission Group with specific permissions for users created
in Salesforce, NetSuite or other systems. You can also assign the Default Permission Group to users created in
CLM. There can be only one Default Permission Group at a given time.

Click Users > Permission Groups to view a list of existing permission groups. CLM displays a checkmark next to
the Default Permission Group.

You can perform these actions on this page:

● Search: Enter a search key in the search field to search for a permission group. CLM displays results
matching your search key.
● Create: Click Create to create a new permission group. See Add New Permission Group [page 64] for
details.
● Edit: Click Edit to update a permission group.
● Delete: Click Delete to delete a permission group. You cannot delete a permission group if it is assigned to
a user.

 Note

After you define permissions, you can assign the permission group to users in Create User [page 60].

Related Articles

● Create New User [page 60]

● Create New Permission Group [page 64]

3.4.4.1 Add New Permission Group

A Permission Group comprises a set of Permissions. CLM enables you to create permission groups that allow
you to grant access to chosen CLM functionalities. When a user is associated with a permission group, the user
inherits those permissions. To create a new permission group and define permissions:

1. Click Users > Permission Groups, and click Create.

2. Define permissions for the permission group in these tabs:
○ General [page 65]
○ Dashboard Customization [page 66]
○ Field Security [page 67]
3. Click Save.

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Related Articles

● Users Menu [page 59]

● Permission Groups [page 63]

3.4.4.1.1 Permission Group, General Tab

In the General tab, you can specify the type of contracts the users of a certain permission group can create,
and then grant them permissions to manage contract relations, attachments, redlining, and alerts for the
selected contract types.

 Note

Users with administrative access can create and delete contracts of any contract type but can perform
other operations only if permissions are enabled.

To create a new permission group:

1. Click Users > Permission Groups, and click Create. Enter details for the permission group in the respective
sections.
○ Name: Name of the Permission Group.
2. Select contract types that a user can create:
○ From the Available Contract Types list , select the type of contracts users can create. From the
Selected Contract Types list, remove contract types if required. Administrators can create contracts of
any contract type.
3. Contract Type Permissions:
○ Allow This User to Delete Contracts of a Selected Contract Type: Specify if users can delete
contracts of the selected contract type. Assignees of a contract can delete a contract even if they do
not have permissions to create a contract of the selected contract type.
○ Allow This User to Attach files: Specify if users can attach any files to the selected contract type.
○ Allow This User to Delete Any Attachment on the Contracts: Specify if users can delete
attachments from contracts of the selected contract type.
○ Allow This User to Append Attachments to Contract:Specify if users can append attachments to
contracts of the selected contract type.
○ Default Permission Group: Specify if this permission group is the Default Permissions Group. A
Default Permission Group usually comprises common permissions assigned to users created in
external systems, such as Salesforce or Netsuite. A Default Permission group can also be assigned to
users created in CLM. There can be only one Default Permission Group at a given time.
○ Allow This User to Create/View/Delete Alert on the Contracts: Specify if users can create, view, and
delete alerts for contracts of the selected contract types.
○ Allow Custom Templates Upload: Specify if users are allowed to upload their own document template
to create a contract. When Yes is selected, the Upload from Template tab is available in Dashboard >
New Contract allowing the users to create non-standard contracts by uploading their own templates.
This option is particularly useful if CLM is integrated with other external systems such as Salesforce,
CPQ, Netsuite and so on.
○ Allow This User to Download File in MS Word Format: Specify if the user can download contracts of
the selected contract type in MS Word format.

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 ○ Allow This User to Download File in PDF Format: Specify if the user can download contracts of the
selected contract type in PDF format.
○ Allow This User to Checkout Files: Specify if the user can check out contracts of the selected
contract type.
○ Allow This User to Reassign Contract: Specify if the user can reassign contracts of the selected
contract type. When Yes is selected users can reassign contracts from the dashboard.
4. Views:
○ Specify the graphs and charts users can view on their dashboard. From the Available Views list, select
the required graphs and charts. From the Selected Views list, remove view access if required. Refer
Views [page 68]for more details.
5. Contract Relations:
○ Allow This User to Add Relation on Contracts: Specify if the user can create a relation between the
current contract and another contract.
○ Allow This User to Create New Related Contracts: Specify if the user can create a relation between
the current contract and a contract of another contract type.
○ Allow This User to Delete Relations on the Contracts: Specify if the user can delete relations on a
contract.
6. Redlining:
○ Can Accept All Changes: Specify is the user can accept all redlined changes at once.
○ Can Reject All Changes: Specify if the user can reject all redlined changes at once.
○ Can Accept Single Change: Specify if the user must accept changes individually.
○ Can Reject Single Change: Specify if the user must reject changes individually.
7. Click Save or click Save and Set Security to define Field Security [page 67].

Related Articles

● Create New Permission Group [page 64]

● Dashboard Customization [page 66]
● Field Security [page 67]

3.4.4.1.2 Permission Group, Dashboard Customization Tab

Permissions in the Dashboard Customization tab determine which standard and custom contract fields are
available to the users in the Contract Repository [page 17] on the Dashboard. This is the default view available
to the users. The user can then customize the view in the CLM User Interface by using the Manage Columns
option in the Dashboard.

To customize the display:

1. Click Users > Permission Groups, and click Create. Define General Settings, and then click Dashboard
Customization.

2. To add standard fields to the list, click in the Available Contract Fields section next to the desired field.
Standard fields are default system fields.

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3. To add custom fields to the list view, click in the Available Custom Fields section. Custom fields are
defined by administrators.
To customize the name of a field, click on the field and enter a new name that will display in the list.

4. To change the display order of the fields, drag and drop fields in the Selected Fields column.

5. To remove a selected field, click .

6. Click Save or click Save and Set Security to set Field Security.

Related Articles

● Add New Permission Group [page 64]

● General Settings [page 65]
● Field Security [page 67]

3.4.4.1.3 Permission Group, Field Security Tab

Permissions in the Field Security tab determine which fields of a certain contract type are available to the users
of this permission group. You can also define the type of operations the users of this permission group can
perform on those fields.

This feature enables you to define field level access to important data. You can allow the user to edit only
specific fields, specify if user input is mandatory for certain fields, and determine if the field must be available
as read-only or hidden.

To define field level access for a contract type:

1. From the Select Contract Type drop-down, select the contract type for which you want to define
permissions. CLM displays all custom fields defined for the contract type.
○ Hidden: Displays fields that are not visible to the user.
○ ReadOnly: Displays fields to which the user has read only access.
○ Write: Displays fields to which the user has edit access.
○ Required: Displays fields that require user's input.
2. To change settings, drag and drop fields to the desired box: Hidden, Read Only, Write, or Required.

Related Articles

● Add New Field [page 108]

● Add New Permission Group [page 64]

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3.4.5 Reassign Contracts Assigned to Inactive Users

You may need to deactivate [page 60] a user account if the user is no longer associated with the organization
or is temporarily unavailable for any reason. When a user account is deactivated, all the contract tasks that
were assigned to the user will automatically be listed here. You can easily reassign the contracts to another
user.

The user to who the contracts are assigned will be notified via email.

To reassign a contract:

1. Click Setup > Users > Reassign.

2. Click Reassign to view a list of all the contracts assigned to that user. You can also conduct a search to filter
the list.
3. In the User field, enter the username or email address of the user to who the contract must be assigned.
4. Click Reassign next to a contract to assign that contract to the user or click Reassign All to assign all the
contracts to the user.

Related Articles

● Create New User [page 60]

● Reassign [page 68]

3.4.6 Views

A view is a visual representation on the CLM dashboard about data pertaining to contract statuses and
terminations. CLM currently provides these views:

● Status Category Filter: Displays status categories and the count of contracts that belong to each status
category.

● Termination Stack Chart and Termination Date Filter: Displays the count of contracts for which the
termination date is less than 30, 60 or 90 days . The Upcoming Terminations chart is populated only if the
Termination Date field is configured for the Contract Type.

Click Users > Views. You can perform these actions on this page:

● Search: Enter a search key in the search field to search for a View. CLM displays results matching your
search key.
● Create: Click Create to create a new View. Contact Support for Code information.
● Edit: Click Edit to update a View.
● Delete: Click Delete to delete a View. You cannot delete a view if it is used in a Permission Group.

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Related Articles

● Create New Permission Group [page 64]

● Dashboard Customization [page 66]
● Status Category [page 98]

3.5 Contracts Menu

The Contracts menu on the top panel enables you to configure contract types, workflows, and email templates.

You can:

● Add contract types that are used in your organization.

● Create new templates or upload MS Word templates for each contract type.
● Edit templates online in the template editor.
● Add statuses to represent the contract lifecycle.
● Configure the workflow for each contract type to simulate the approval process followed in your
organization.
● Add contract clauses and supplements that can be included in the contracts by users.
● Create email templates for email messages that are frequently sent with similar content.

 Note

For best formatting and appearance, when generating contracts from external systems, for example
CPQ, we recommend using .doc/.docx format.

Click Setup > Contracts on the side panel to access these options under the Contracts menu:

● Contract Types [page 69]

● Status [page 97]
● Status Category [page 98]
● Supplements [page 99]
● Supplement Category [page 101]
● Mail Templates [page 102]
● Clauses [page 103]
● Clause Categories [page 105]

3.5.1 Contract Types

A Contract Type can be any type of contract, such as Non-Disclosure Agreement, Master Service Agreement,
Indemnity Agreement, Real Property Lease and so on. Your organization may use numerous types of contracts
to address various business scenarios.

CLM enables you to upload predefined templates for each contract type. Templates contain boilerplate
contract information and attribute tags [page 92] that are pre-approved by your organization.

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You can edit the uploaded templates online in the template editor, without having to download the files. You can
also create templates from scratch in the template editor.

You can configure each template to simulate the approval workflow followed in your organization and make the
templates available to users through permission settings. Users can then create new contracts using these
templates and CLM will automatically enforce the approval workflow to progress the contract to completion.

 Note

You can edit the uploaded templates online in the template editor, without having to download the files.

Click Contracts >Contract Types on the side panel to view a list of existing contract types. You can perform
these actions on this page:

● Search: Enter a search key in the search field to search for a contract type. CLM displays results matching
your search key. Every contract type is saved with a unique name and code.
● Sort: Click Sort to order the contract types alphabetically in an ascending or descending order. Click Save
to save your preference.
● Create: Click Create to add a contract type. See Create New Contract Type [page 70].
● Deactivated Contract Types: Click Deactivated Contract Types to view all contract types that are
deactivated.
● Edit: Click Edit to edit settings for a contract type. See Copy Contract Type [page 90] for details.
● Copy: Click Copy to duplicate an existing contract type. You can choose to copy permissions groups,
clauses, and supplements from an existing contract type. Other settings are copied by default.
● Delete: Click Delete to delete a contract type.Deleting a contract type will delete all contracts of that type.
You cannot delete a contract type if it is associated to a permission group and if it is used in a workflow.

Related Articles

● Add New Contract Type [page 70]

● Copy Contract Type [page 90]
● Attribute Tags and Placeholders [page 92]

3.5.1.1 Create New Contract Type

CLM enables you to create new contract types and upload MS Word templates for each contract type. You can
also create the templates from scratch in the Contract Type Template Editor and further customize the
templates online.

Users in your organization can use the templates to create contracts if they have the required permissions.

To add and configure a new Contract Type:

1. Click Contracts > Contract Types, and click Create.

2. Provide details in the following tabs:
○ General Tab [page 71]
○ Clause and Supplements Tab [page 88]

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 ○ Workflow Tab [page 73]
○ Field Categories Tab [page 88]
○ Users with Delegate Rights [page 89]
3. Click Save.

Related Articles

● Contract Types [page 69]

● Contract Type Template Editor [page 106]
● Attribute Tags and Placeholders [page 92]
● Copy Contract Type [page 90]

3.5.1.1.1 General Tab

In the General tab, you can upload pre-approved templates for each contract type, create new templates, and
also set up scripts that must be executed when certain operations are performed on contracts of this contract
type.

To get started:

1. Click Contracts > Contract Types on the side panel, and click Add New.
2. Enter a Name for the new contract type. For example, Master Service Agreement or Statement of Work.
3. Enter a Code for the contract type. Each contract type's name and code is a unique combination.
4. Select the Initial Status for the contract type. This will be the first status of the contract. The contract
displays this status on the contract editor till it progresses to the next status.
5. Select the Initial Copy status for the contract type. This will be the first status when the contract is copied.
Users can copy a contract to use as a starting point to create a new contract or to renew a contract.
6. Select Self-Serve type if the contract type is non-negotiable, such as a Non-Disclosure Agreement. This
field is visible only if configured for your organization. You cannot edit the workflow for a Self Serve
Contract type.
7. Click Self-Serve Contract Types list to view a list of existing Self Serve contract types.
8. From the Script For Form Change drop-down, select the script that must be executed when there is a
change in Negotiation Space > Details. You can also use this script type to trigger changes on Contract
Details.
9. From the Script For Contract Relations drop-down, select the script that must be executed after a relation
between more than one contract is created.
10. From the Script After Contract Creation drop-down, select the script that must be executed after a contract
is created.
11. Upload or create a template:
○ To upload a template, click Browse and locate the MS Word template or drag and drop the template
file. The name of the template file is displayed on the page. You can use the tags
$CONTRACT_TEMPLATE_UPDATED_BY and $CONTRACT_TEMPLATE_UPDATED_ON to include the
user name and timestamp when uploading a template. These values (who uploaded the template and
when) are visible to the users in the Negotiation Space.

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 ○ To create a new template, click Create New. You can proceed with creating the template from scratch
or copy the content and styles from an existing template. To copy the content and styles from an
existing template, click Copy from another Template and select the template. See Contract Type
Template Editor for more details. [page 106]

12. Click Download to download the template. This option is available for existing templates.
13. Enter a Tooltip for the Contract Type to provide additional information about the template to CLM users,
ensuring they understand when and how to use the template.
14. Use new editor for newly created contracts is selected by default. Users can no longer create contracts
using the old editor, however, contracts previously created in the old editor can be migrated.
15. Click Save or click Save and Configure to configure the Contract Type.

 Note

The template editor provides rich MS Word-like features to edit and format documents. You can also add
contract specific information, such as contract Fields, Supplements, and Clauses to the
template. See Contract Type Template Editor for more details. [page 106]

Troubleshooting

Make sure that the MS Word template file does not contain hidden text. Hidden text in the MS Word document
can cause inconsistent numbering in the contract.

To remove the hidden text from the MS Word document:

1. Click Home > Show/Hide symbol.

2. Remove the hidden text marked by the paragraph marker for hidden text elements.

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Related Articles

● Add New Contract Type [page 70]

● Attribute Tags and Placeholders [page 92]
● Copy Contract Type [page 90]
● Contract Type Template Editor [page 106]

3.5.1.1.2 Workflow Tab

CLM enables you to define an approval workflow for each contract type and then reuse the workflow if required,
by copying it into other contract types. To define a workflow, you must add a contract type, create workflow
actions, specify the start and end status for the actions, and authorize users to perform the actions. You can
choose from predefined action types, create a quick action [page 77], and also configure an auto action [page
82] to send data to external applications such as CPQ, C4C, NetSuite, or Salesforce.

To configure a workflow for a contract type:

1. Click Contracts > Contract Types in the side panel. Click the edit icon to update an existing contract, or
click Add New to configure a workflow for a new contract type [page 70].

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2. Click the Workflow tab:
○ Click Add Workflow Action to configure a new workflow.
○ Click Edit to update an existing workflow.
○ Click Copy Workflow to copy the workflow from the current contract type to other contract types.
○ Click Graph View or Table View to toggle between the views. The views provide a quick snapshot of the
entire workflow.
3. Provide information in these panels which display based on the Action Type [page 79] you select:
○ Action Name [page 77]
○ Sign MultiSign [page 80]
○ Translate [page 81]
○ Style Options [page 82]
○ Auto Action [page 82]
○ Assignment Rules [page 84]
○ Permission Rules [page 86]
○ Parallel Approval [page 84]
○ Rejection Assignment Rules [page 85]
○ Permission Rules [page 86]
○ Customer Portal Permissions [page 87]
4. Click Save.

Related Topics

● Action Type [page 79]

● About Workflow [page 74]
● Add New Contract Type [page 70]?

3.5.1.1.2.1 About Workflow

What is Workflow?

Workflow represents the approval process followed within the organization to lead a contract from start to
finish. Each contract type may have a different workflow. For example, you may route a Non-Disclosure
Agreement to your customer without requiring prior approval from within your organization. However, for other
contract types, you may have to seek prior approvals before routing the contract to the customer. You can set
up a workflow for each contract type to suit your business needs.

A workflow action is a task in the contract lifecycle that progresses the contract from one status to another.
Common workflow actions include tasks such as Submit for Review, Approve Contract, Reject Contract, Sign
Contract, and Send to Customer for Signature. Workflow actions display as buttons in the contract editor. When
the Performer executes a workflow action, CLM routes the contract to the next assignee for approval.

The Status of a contract represents the stage the contract is in, such as Draft, Review or Approved, at a given
time in the workflow. Contract statuses are configured by administrators and can represent specific stages
such as Draft, Review, and Approved.

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Workflow enables you to simulate the approval process of your organization to configure workflow actions and
permissions to route tasks to specific users. It also determines who is responsible for a contract at a given
time.

Workflow Configuration - Example

A simple workflow configuration is illustrated below:

To configure this workflow in CLM, you must create workflow actions, specify the start and end status of the
actions, and authorize users to perform the actions. A workflow action is complete when the contract has
moved from Start Status to End Status.

The Initiator is always the (first) Current Assignee. One or more users can be assigned permission to perform
the action. Once the action is performed, the contract is assigned to next assignee i.e. the next designated
person responsible for the contract. All previous assignees and their managers can view the contract, but only
current assignee(s) can edit the contract.

If an approval was overlooked when the workflow was initially created, a CLM user (approval delegator) who is
given the right to delegate approvals to another user can add a workflow approval action at any time to
complete the negotiation process of a contract.

The following table describes the configuration:

Start Status (Before End Status (After ac­ Assignee (Defined in Performer (Defined in
Action action is performed) tion is performed) Assignment Rules) Permission Rules)

Send to Manager for Draft In Review by Manager (First) Current As­ Performer: Initiator
Review signee: Initiator

Next Assignee: Man­

ager

In Review by Manager In Review by Legal Next Assignee: Legal Performer: Manager

Send to Legal for Re­
view

(if Approved by Man­

ager)

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 Start Status (Before End Status (After ac­ Assignee (Defined in Performer (Defined in
Action action is performed) tion is performed) Assignment Rules) Permission Rules)

Send back to Initiator In Review by Manager Rejected by Manager Next Assignee: Initia­ Performer: Manager
tor
(if Rejected by Man­
ager) In this case, if the con­
tract is rejected, it is
routed back to the Ini­
tiator and the Start
Status is changed to
Rejected by Manager.

Send to Contact for In Review by Legal Finalized Next Assignee: Con­ Performer: Legal
Signature tact

(if Approved by Legal)

Send back to Initiator In Review by Legal Rejected by Legal Next Assignee: Initia­ Performer: Legal
tor
(if Rejected by Legal)
In this case, if the con­
tract is rejected, it is
routed back to the Ini­
tiator and the Start
Status is changed to
Rejected by Legal.

Sign Finalized Signed by Customer (Final) Assignee: Man­ Performer: Contact

ager.
(if Approved by Con­
tact) In this case, the final
assignee is the Man­
ager. The Manager re­
ceives an email once
the contract is signed
and the Start Status is
changed to Signed by
Customer.

Decline Finalized Declined by Customer Next Assignee: Man­ Performer: Contact

ager
(if Rejected by Con­
tact) In this case, if the con­
tract is rejected, it is
routed back to the
Manager and the Start
Status is changed to
Declined by Customer.

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The following example highlights a workflow action (Send for Approval):

Related Topics

● Add New Contract Type [page 70]

● Workflow Tab [page 73]

3.5.1.1.2.2 Action Name

Workflow Action Name displays as a button in the contract editor. Common workflow action names include
Submit for Review, Approve Contract, Reject Contract, Sign Contract, and Send to Customer for Signature.
When the user executes the action, CLM routes the contract to the next assignee for the next step in the
process. You can configure a workflow to allow users to reassign a contract to another user, void a contract, or
resend a contract.

Click Action Name to expand the panel and enter the form fields:

● Action name: Enter a name for the action. Examples: Send to Manager for Review, Send to Legal for
Review, or Send to Customer for Signature. The action name is available as a clickable button on the
contract editor.

● Action type: Select a predefined action type, if desired.

○ PublicLink: Use this action type when the contract must be sent to a customer with a link to the CLM
portal.
○ DocuSignSingleSign: Use this action type when the contract must be signed by a single user using
DocuSign.
○ DocuSignMultipleSign: Use this action type when the contract must be signed by multiple users using
DocuSign.
○ AdobeSignMultipleSign: Use this action type when the contract must be signed by multiple users
using AdobeSign.
○ ParallelApproval: Use this action type when the contract must be approved by multiple people within
the organization.
○ Status Change: Use this action type when the contract must change status after the workflow action
is executed.

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● Start status: Select the start status of the action. This is displayed in the negotiation space.

● End status: Select the end status of the action. A workflow action is complete when the contract has
moved from the start status to the end status.

● Sign Decline Status: Specify the end status of the contract if signer(s) do not sign the contract. This
applies to DocuSign and AdobeSign, whichever is configured for use.

● Mail Template: Select the email template which contains predefined text that addresses the assignee.
When the action is performed, the email screen opens in the contract editor with the predefined message
addressed to the assignee.

● After Action Script: Select the script that will execute after the action is performed. CLM lists all After
Action custom scripts that are defined in Other > Scripts.

● Before Action Script: Select the script that will execute before the action is performed. CLM lists all Before
Action custom scripts that are defined in Other > Scripts.

● Send Notification:
○ Select Yes to notify users when an email is sent. CLM displays a notification on the recipient's
dashboard.
○ Select No if users need not be notified.

● Quick Action:
○ Select Yes to display the workflow action on the dashboard, and select the icon to display on the action
button. Users can then execute the action from the dashboard without opening the contract editor.
The action is also available in the contract editor.
○ Select No to display the action only in the contract editor.

● Custom Message: Enter a message if desired. This message is displayed on the dashboard to users after
the action is executed.

● Note Type:
○ Select Mandatory if the user must enter a note in the pop-up window after clicking the action button.
○ Select Optional if the note is optional.

 Note

The After-Action option can be configured to automatically send data fields from CLM to CPQ or other
systems after the Parallel Approval or MultiSign action is executed.

Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

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3.5.1.1.2.2.1 Action Type

Action Type

Action Types comprise a predefined course of action that is executed when the user clicks on the workflow
action button in the Contract. When defining the workflow, you can choose a predefined Action Type in the
Action Name panel.

CLM supports the following Action types:

● PublicLink [page 79]

● DocuSignSingleSign [page 79]
● DocuSignMultipleSign/AdobeSignMuiltipleSign [page 79]
● ParallelApproval [page 80]
● Status Change [page 80]

Selecting an Action Type for a workflow is optional. You can continue to configure the workflow without
selecting an Action Type. See Workflow Tab [page 73] for details.

PublicLink

Use the PublicLink Action Type when the contract must be sent to a customer with a link to the CLM portal.

DocuSignSingleSign

Use the DocuSignSingleSign Action Type when the contract must be signed by a single user via DocuSign.

In the Workflow Tab [page 73], under Permission Rules [page 86], select who must sign the contract.

DocuSignMultipleSign/AdobeSignMultipleSign

Use the DocuSignMultipleSign or AdobeSignMultipleSign Action Type when the contract must be signed by
multiple users via DocuSign or AdobeSign, whichever is selected.

In the Workflow Tab [page 73], under Permission Rules [page 86], select the users who can send the contract
for signature, and specify the mail templates in the Sign MultiSign [page 80] panel.

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ParallelApproval

Use the ParallelApproval Action Type when the contract must be approved by multiple people within the
organization. The contract can be approved or rejected only by the parallel approvers. All Approvers must
approve the contract for the workflow action to be complete.

In the Parallel Approval panel, enter the following form fields:

● Approval Role Assignment:

○ Predefined: CLM sends the contract to all selected approvers at once when the workflow action is
executed. Select approvers from Available Predefined Assignment Roles. Users who belong to the
selected roles are approvers and are listed under Selected Predefined Assignment Roles.
○ User Defined: User is able to choose from the available list of approvers and initiate the approval
process. Select approvers from Available Configurable Assignment Roles. Users who belong to the
selected roles are available as approvers and are listed under Selected Configurable Assignment
Roles.
● Send Email after approving contract to initiator: Select the predefined email template that must be used
to send an email to the initiator after the contract is approved.
● Send Email after rejecting contract: Select the predefined email template that must be used to send an
email to the contract Initiator if contract is rejected.
● Status for rejected contract: Select a status for the rejected contract.
● Pick Default Rejection Assignee: Specify who must be assigned the contract if it is rejected. Enter the
email address of the assignee.

Status Change

Use this option to change the status of the contract when integrated with CPQ. When CPQ users execute the
Change Status in CLM action, the status of the contract is changed in CLM accordingly.

In the Workflow Tab [page 73], select the Start status and under Assignment Rules [page 84], select the
assignee.

Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

3.5.1.1.2.3 Sign MultiSign

This functionality is applicable to DocuSign and AdobeSign, whichever is selected for use.

The Sign MultiSign option enables you to send the contract to multiple users for signature. The users are
specified in Permission Rules [page 86]. CLM displays this panel only if DocuSignMultipleSign or
AdobeSignMultiSign is selected for Action Type [page 79] in the Action Name panel.

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MultiSign functionality locks the contract and the contract fields to prevent users from editing the details if the
contract is already sent for signature (via AdobeSign or DocuSign).

Click Sign MultiSign to expand the panel, and select the appropriate email templates.

● Send Sign email to internal signers: Select the predefined email template that must be used to send an
email to all internal CLM users to sign the contract.
● Send Sign email to external signers: Select the predefined email template that must be used to send an
email to all external CLM contacts to sign the contract.
● Send Email after all users sign: Select the predefined email template that must be used to send an email
to the initiator after the contract is signed by all the users.
● Send Email to initiator if user declines signing: Select the predefined email template that must be used
to send an email to the initiator if the signature is declined.

Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]
● DocuSign Integration [page 54]

3.5.1.1.2.4 Translate

You can translate the Workflow Action in six languages, including English, French, Spanish, German, Japanese,
and Italian . Translated actions display the action name in the language you choose. The localized acti on is
displayed on the contract to CLM users and also to end users in the Customer Portal.

Click Translate to expand the panel and enter the action name for the chosen language.

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Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

3.5.1.1.2.5 Style Options

To customize the appearance of the Action button, click Style Options to expand the panel and specify the
following:

● Button Color Preference: Select the preferred color. The Action button is displayed in the chosen color on
the contract.

● Icons: Select the preferred icon. The icon is displayed on the Action button in the contract editor.

Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

3.5.1.1.2.6 Auto Action Panel

This option is available if Salesforce, NetSuite, or CPQ is integrated with CLM. CLM enables you to
automatically execute a predefined action after the workflow action is executed in CLM. You can specify the
information that must be sent to the integrated systems and also specify a trigger rule if required to
automatically change the status of a contract after the workflow action is executed.

Click Auto Action to expand the panel, and complete the form fields:

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● To set an auto action, select Yes for Auto Action. Mapped fields will be updated automatically in the
integrated systems when the workflow action is executed.

● Select After Action: Select from the following pre-defined after actions to send specific data to Salesforce:

● Send Fields to Salesforce: Fields mapped between CLM and SFDC in Setup > Other > Salesforce Mappings
> Update from CLM to Salesforce and Get and update from Salesforce to CLM for a contract type are sent to
Salesforce.
● Send Attachments to Salesforce: If an entity specified in Other > Salesforce Mapping > Other Mappings >
Choose which Salesforce Entity to Attach the Executed Document, the a ttachment is sent to Salesforce and
is attached to the Salesforce.
● Send Contract Attributes to Salesforce: All contract attributes are sent to Salesforce.
● Send Contract Attributes and Attachments to Salesforce: All contract attributes and attachments are
sent to Salesforce.
● Send Updated Attributes to Salesforce: Only updated attributes are sent to Salesforce.
● Send Finalized Attachment to SFDC Contract: Finalized attachment set is sent to SFDC and is attached
to the contract entity.
● Send Fields to CPQ: Field values are sent from CLM to CPQ. Field Mapping is done in CPQ.
● Send Fields to NetSuite: Fields mapped between CLM and NetSuite in Other > Mapping > NetSuite are
sent to NetSuite.
● None:

● Trigger Rule is used to auto change the contract status and can be used in combination with sending data
to CPQ, SFDC, NetSuite or just to automatically change status without sending data. In Trigger Rule, enter
the trigger rule in the following format: $FIELDNAME==200 or $FIELDNAME!=text or $FIELDNAME==true
● To trigger the action manually, select No for Auto Action.

 Note

The After-Action option can be configured to automatically send data fields from CLM to CPQ after the
Parallel Approval or Multisign action is executed. See Action Name [page 77].

Related Topics

● Workflow Tab [page 73]

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● CPQ Integration [page 114]
● C4C Integration [page 140]
● NetSuite Integration [page 148]

3.5.1.1.2.7 Parallel Approval Panel

The parallel approval option enables you to select multiple approvers to approve a contract. When parallel
approval type is set as the workflow action, multiple users can review and redline the contract at the same time.
All approvers must approve the contract for the workflow action to be complete.

 Note

CLM displays this panel only if Parallel Approval is selected forAction Type [page 79] in the Action Name
panel.

In the Parallel Approval panel, enter the following form fields:

● Approval Role Assignment:

○ Predefined: CLM sends the contract to all selected approvers at once when the workflow action is
executed. Select roles from Available Predefined Assignment Roles. Users who belong to the
selected roles are approvers and are listed under Selected Predefined Assignment Roles.
○ User Defined: User is able to choose from the available list of approvers and initiate the approval
process. Select roles from Available Configurable Assignment Roles. Users who belong to the
selected roles are approvers and are listed under Selected Configurable Assignment Roles.
● Send Email after approving contract to initiator: Select the predefined email template that must be used
to send an email to the initiator after the contract is approved.
● Send Email after rejecting contract: Select the predefined email template that must be used to send an
email to the contract Initiator if contract is rejected.
● Status for rejected contract: Select a status for the rejected contract.
● Pick Default Rejection Assignee: Specify who must be assigned the contract if it is rejected. Enter the
email address of the assignee.

Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

3.5.1.1.2.8 Assignment Rules

Workflow enables you to assign the contract to specific users based on the approval process followed in your
organization. You can select the user or role to assign the contract once the workflow action is performed.

Click Assignment Rules to expand the panel, and select from predefined assignees, or select new assignees.

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Select:

● Contact: Assigns the contract to the customer for approval.

● Owner: Assigns the contract to the initiator.
● Owner's Manager: Assigns the contract to the initiator's manager. When a reporting hierarchy is followed
for approval, CLM routes the contract to the specified reporting manager.
● Current Assignee: Assigns the contract to the current assignee itself.
● Current Assignee's Manager: Assigns the contract to the current assignee's manager. When a reporting
hierarchy is followed for approval, CLM routes the contract to the specified reporting manager.
● Person Who Belongs to an Assignment Role: Select the assignee(s) from Available Assignment Roles list.
From the Selected Assignment Roles list, remove selection if required.

All members selected in Person who belongs to an Assignment Role receive a request to review and approve
the contract. Members receive an email with a link to the dashboard notification and they can then choose to
self-assign the contract by clicking on the Assign to Me option in the negotiation space. The status of the
contract displays Pending on the dashboard until a member self-assigns the contract.

● Individual User: Select this option to assign the workflow step to an individual user, instead of a role, and
specify the email address of the individual user. Additionally, an option to change this individual user is
provided. If you want to allow the assignee to change the individual user while editing the contract, before
sending it out for approval, select the Can this user be changed on specific contracts? option.

Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]
● Add New Person [page 60]

3.5.1.1.2.9 Rejection Assignment Rules Panel

If a contract is rejected or a signature is declined, you can reassign the rejected contract to a specific user or
role.

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Click Rejection Assignment Rules to expand the panel, and select the role or user to who the rejected contract
must be assigned:

Select:

● Owner
● Owner's Manager
● Current Assignee
● Current Assignee's Manager
● Person Who Belongs to an Assignment Role: Select a new assignee from the Available Assignment Roles
list. From the Selected Assignment Roles list, remove selection if required.
● Individual User: Select the email address of the user.

 Note

This panel is available only if the DocuSign Action Type [page 79] is selected.

Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

3.5.1.1.2.10 Permission Rules Panel

When a user executes a workflow action, CLM routes the contract to the next assignee for approval. In the
Permissions Rules panel, you can:

● Authorize users to execute the workflow action.

● Select the users who can send the contract for signature.

Click Permission Rules to expand the panel.

From the Available Performers list, select the users who are authorized to execute the workflow action and send
the contract for signature.

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Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

3.5.1.1.2.11 Customer Portal Permissions

This panel allows you to manage the level of access your customers will have to the contract in the customer
portal:

● Allow customer to accept and reject changes on customer portal: A llow or prevent customers from
accepting or rejecting changes in the contract. If you select No, the customers can only redline and insert
comments in the contract. By default, this option is set to No.
● Allow customer to download the document on customer portal: You can choose to allow or prevent users
from downloading the contract from the portal.
● Allow customers to forward contract to another contact: You can allow customers to Forward (Reassign)
the contract and all associated workflow steps to another contact within their Organization. The list of
available contacts is pre-populated based on available Contacts in CLM for their Customer object. Select
Yes to allow the customer to forward the contract.
● You can allow or prevent users from attaching files to the contract: Allow or prevent customers from
attaching files to the contract in the portal.
● Allow customer to check-in/check-out contract: Allow customers to Check-out the contract for offline
editing or sharing internally with their personnel. After a check-out, when a customer checks-in the
contract, a new revision is created inside CLM and they can proceed with the next steps. Select Yes to
enable the check-out/check-in functionality.

Click Customer Portal Permissions to expand the panel.

Select the appropriate radio button to allow or prevent access to the respective activity.

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Related Topics

● About Workflow [page 74]

● Workflow Tab [page 73]

3.5.1.1.3 Field Categories Tab

A Field Category [page 111] is a group of related custom fields [page 108]. These fields are inserted as
placeholders in the contract type template to capture specific data, such as $age, $customer_name,
$start_date and so on. You can associate field categories with a contract type and specify which custom fields
must be available to the users when creating or editing the contracts.

CLM will automatically display actual values (if available) in the Negotiation Space. Users who have required
permissions can update the field values in Negotiation Space > Details.

To add field categories to a contract type:

1. Click Contracts > Contract Types. Click the edit icon to update an existing contract or click Add New to add
field categories to a new contract type [page 70].
2. Click the Field Categories tab.
3. Select required field categories from Available Field Categories. Selected field categories are listed in
Selected Field Categories and are available to users if they have required permissions.
4. In the Selected Field Categories, click on the icon next to a custom field category to add custom fields. Only
selected custom fields are available to users.
5. Click Save.

Related Topics

● Add New Field Category [page 111]

● Action Type [page 79]
● About Workflow [page 74]

3.5.1.1.4 Clause and Supplement Categories Tab

When configuring a contract type, you can associate clause categories and supplement categories with the
contract type. When users create contracts of this contract type, clauses and supplements (from these
categories) are available to the users in the negotiation space if they have the required permissions. Users can
then insert the clauses and supplements into the contract.

To add clause and supplement categories to a contract type:

1. Click Contracts > Contract Types. Click the edit icon to update an existing contract or click Add New to add
clauses and supplements to a new contract type [page 70].

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2. Click the Clause & Supplement Categories tab
3. Select the required clause and supplement categories. Clauses and supplements from these categories
are available to users in the negotiation space if they have required permissions.
4. Click Save.

Related Articles

● Add New Contract Type [page 70]

● Add New Clause Category [page 105]
● Add New Supplement Category [page 101]
● Workflow Tab [page 73]

3.5.1.1.5 Users with Delegate Rights

As an administrator, you can grant a CLM user the right to add an approval to the workflow. If an approval was
overlooked when the workflow was originally created, the designated CLM user (i.e. approval delegator) can
add an approval to the workflow to complete the negotiation process. This functionality obviates the need for
the administrator to modify the workflow in order to add approvers. The approval delegator can create the
workflow action and also delegate the right to execute the workflow action to another user (i.e. the delegated
user). Note that the approval delegator can also still execute the workflow action. This feature also enables
CLM users to complete the workflow action even when the original assignees are unavailable or out of office.

Below example shows user Megan Boss being added as an approval delegator. Megan Boss now has the right
to delegate the workflow action to another CLM user (delegated user) who can perform the same workflow
action as Megan Boss. Megan Boss can also still perform the workflow action.

To delegate rights to add a workflow action to another user:

1. Click Contracts > Contract Type. Click the edit icon to update an existing contract or click Add Newto add
delegated users to a new contract type [page 70].
2. Click Users With Delegate Rights.
3. Select the email template to use to Send Email after executing Delegate Action to the approval delegator.
4. Select the email template to use to Send Email after removing Delegated User after approval rights have
been removed.

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5. Select Send delegated user to Salesforce to allow delegated user communication between Salesforce and
CLM.
6. Type in the name or email address of the approval delegator. The approval delegator obtains the right to
delegate and can create an approval for another CLM user.
7. Click Save.

 Note

The approval delegator’s user account needs to be created and be set as Active prior to this action.

Related Topics

● Add New Supplement Category [page 101]

● Action Type [page 79]
● About Workflow [page 74]

3.5.1.2 Copy Contract Type

CLM enables you to create a new contract type by duplicating an existing contract type. This feature is useful
when you need to configure similar settings for another contract type. You can copy the permission settings,
clauses, supplements, and related categories into the new contract type.

To duplicate a contract type:

1. Click Contracts > Contract Types on the side panel.

2. Click Copy next to the contract type you want to copy. CLM copies a ll settings defined in General Tab [page
71], Workflow Tab [page 73], and Field Categories Tab [page 88]to the new contract type.
3. Select the additional options you want to copy:
○ Permission Group settings from the existing contract type: Select this option to copy the
permissions settings [page 63] from the existing contract type.
○ Clauses/Clause Categories from the existing contract type: Select this option to copy all the clauses
[page 33]and the clause categories [page 105] from the existing contract type.
○ Supplements/Supplement Categories from the existing contract type: Select this option to copy all
the supplements [page 99]and the supplement categories [page 101] from the existing contract
type.
4. Change the Contract Name and Code as needed. The Contract Name and Code of the duplicated contract
is prefixed by <copy of name of existing contract type>.

Related Articles

● Add New Contract Type [page 70]

● Copy Workflow [page 91]

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● Deactivate Contract Type [page 91]

3.5.1.3 Copy Workflow

CLM enables you to copy an existing workflow into another contract type if required. This feature is useful when
you need to configure a similar workflow for other contract types. You can also add or remove a step to update
only the approval flow, without changing any other settings.

To copy a workflow to another contract type:

1. Click Contracts > Contract Types on the side panel.

2. Open the contract from which you want to copy the workflow.
3. Click Copy Workflow.
4. In the Copy Workflow window, enter the name of the contract type or click All Contract Types to view all
contract types. CLM copies the workflow into the selected contract types.
5. Click Copy.

Related Articles

● Copy Contract Type [page 90]

● Deactivate Contract Type [page 91]
● Add New Contract Type [page 70]

3.5.1.4 Deactivate Contract Type

CLM provides an option to deactivate the contract type if it is no longer in use or if you are in the process of
updating its configuration. Deactivation does not affect past contracts of this contract type. You can easily
restore a deactivated contract when required. If any changes are made to the contract type while it is
deactivated, changes to new contracts will take effect once the contract type is restored. Use this option to
temporarily prevent users from using a certain contract type.

Once a contract type is deactivated, it is not listed under Setup > Contracts > Contract Types and under New
Contract > Create from Template, unless it is restored.

To deactivate a contract type:

1. Click Contracts > Contract Types on the side panel.

2. Click the Deactivate icon next to the contract type you want to deactivate.

To restore a contract type:

1. Click Contracts > Contract Types on the side panel.

2. Click Deactivated Contract Types to view the list of contract types that are deactivated.
3. Click the Restore icon next to the contract type you want to restore. A confirmation message is displayed.

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Related Articles

● Copy Contract Type [page 90]

● Copy Workflow [page 91]
● Add New Contract Type [page 70]

3.5.1.5 Attribute Tags and Placeholders

CLM enables you to insert attribute tags in contracts and email templates to capture specific information. This
eliminates the need to retype the same information in contracts and email messages and helps minimize
errors.

● You can directly insert Fields in the Contract Type Template Editor [page 106] or upload a contract type
template with attribute tags. When a contract is opened for the first time in the Contract Type Template
Editor [page 106] or in the Negotiation Space [page 27], all the attribute tags automatically convert to
object controls and display as fields. Users can add fields or update field values in Negotiation Space >
Details if required permissions are assigned.
● To include attribute tags in email messages, add the tags in the mail template [page 102]. CLM
automatically populates and displays the corresponding values in the email messages.
● If a value is not available, None is inserted in the respective placeholders.

List of Attribute Tags (Standard Tags and Custom Tags)

Standard tags are tags available to you via CLM.

Custom tags are tags for custom fields [page 108]. When creating a tag for a custom field, m ake sure the field
name is in uppercase and all blank spaces are replaced with underscores. For example: Contract Manager >
$CONTRACT_MANAGER.

ATTRIBUTE TAGS VALUE DISPLAYED IN PLACEHOLDERS

STANDARD

Contract Key
$CONTRACT_KEY
Example: Please review contract "$CONTRACT_KEY"

$CONTRACT_TYPE_CODE
Contract Code

Example: MSA, NDA

$CONTRACT_TYPE_NAME
Contract Type Name

Example: Master Service Agreement, Warranty

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ATTRIBUTE TAGS VALUE DISPLAYED IN PLACEHOLDERS

$CONTRACT_ID Contract Id

Example: 51105

$CONTRACT_URL Contract URL

Example: https://sandbox.callidusclm.com/#/contractDo­
cument/51105

$CUSTOMER_LINK Public link to send to customers.

Example:

$STATUS_NAME Contract Status

Example: Draft, In Review, Completed, Signed

$ASSIGNEE_FIRST_NAME Contract Assignee's First Name

$ASSIGNEE_LAST_NAME Contract Assignee’s Last Name

$ASSIGNEE_FULL_NAME Contract Assignee’s Full Name

Contract Assignee’s Manager First Name

$ASSIGNEE_MANAGER_FIRST_NAME

$ASSIGNEE_MANAGER_LAST_NAME Contract Assignee’s Manager Last Name

$ASSIGNEE_MANAGER_FULL_NAME Contract Assignee’s Manager Full Name

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ATTRIBUTE TAGS VALUE DISPLAYED IN PLACEHOLDERS

$CUSTOMER_LEGAL Customer Legal Name. Company Name instead of the

brand.

Example: E ntity name such as Dell.

$CUSTOMER_NAME Customer Name.

Example: Customer brand name such as Dell.

Customer Address1
$CUSTOMER_ADDRESS1

Customer Address2
$CUSTOMER_ADDRESS2

Customer City
$CUSTOMER_CITY

Customer Country
$CUSTOMER_COUNTRY

Customer ZipCode
$CUSTOMER_ZIPCODE

Customer State
$CUSTOMER_STATE

$CONTACT_EMAIL Email address of the customer contact

$CONTACT_FIRST_NAME First name of the customer contact

$CONTACT_LAST_NAME Last name of the customer contact

$CONTACT_FULL_NAME Full name of the customer contact

$CONTACT_TITLE Customer Contact Title

$CONTACT_MOBILE_PHONE Customer Contact Mobile Phone

$CONTACT_WORK_PHONE Customer Contact Work Phone

$NEXT_ASSIGNEE_FIRST_NAME First name of next assignee. The person that is next in line in
the approval process.

$NEXT_ASSIGNEE_LAST_NAME Last name of next assignee. The person that is next in line in
the approval process.

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ATTRIBUTE TAGS VALUE DISPLAYED IN PLACEHOLDERS

$NEXT_ASSIGNEE_FULL_NAME Full name of next assignee. The person that is next in line in
the approval process.

$NEXT_ASSIGNEE_LOGIN Next Assignee's Username

$ASSIGNEE_LOGIN Contract Assignee's Username

Contract Assignee's Manager's Username

$ASSIGNEE_MANAGER_LOGIN

$ACTION_NOTE
Notes (Workflow Tab [page 73] > Note Type must be set)

$OWNER_FIRST_NAME First name of the contract owner

$OWNER_LAST_NAME Last name of the contract owner

$OWNER_FULL_NAME Full name of the contract owner

$DELEGATED_USER_FULL_NAME Full name of the delegated user

$DELEGATED_USER_LAST_NAME Last name of the delegated user

$DELEGATED_USER_FIRST_NAME First name of the delegated user

$DELEGATED_USER_LOGIN Login of the delegated user

STANDARD > PARALLEL APPROVAL

$INITIATOR_FULL_NAME Full name of the person who initiated the contract. Only ap­
plicable for Parallel Approval.

$INITIATOR_FIRST_NAME First name of the person who initiated the contract. Only ap­
plicable for Parallel Approval.

$INITIATOR_LAST_NAME Last name of the person who initiated the contract. Only ap­
plicable for Parallel Approval.

$APPROVER_FULL_NAME Full name of the person approving the contract. Only appli­
cable for when multiple approvers are included in Parallel
Approval.

$APPROVER_FIRST_NAME First name of the person approving the contract. Only appli­
cable for when multiple approvers are included in Parallel
Approval.

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ATTRIBUTE TAGS VALUE DISPLAYED IN PLACEHOLDERS

$APPROVER_LAST_NAME Last name of the person approving the contract. Only appli­
cable for when multiple approvers are included in Parallel
Approval.

STANDARD > DOCUSIGN MULTIPLE SIGNER

$INITIATOR_FULL_NAME Full name of the person who initiated e-signature. Only appli­
cablewhen multiple people are part of the e-Signing process.

$INITIATOR_FIRST_NAME First name of the person who initiated e-signature. Only ap­
plicable when multiple people are part of the e-Signing proc­
ess.

$INITIATOR_LAST_NAME Last name of the person who initiated e-signature. Only ap­
plicable when multiple people are part of the e-Signing proc­
ess.

$SIGNER_FULL_NAME Full name of the person signing the contract via e-signature.
Only applicable when multiple people are part of the e-Sign­
ing process.

$SIGNER_FIRST_NAME First name of the person signing the contract via e-signa­
ture. Only applicable when multiple people are part of the e-
Signing process.

$SIGNER_LAST_NAME Last name of the person signing the contract via e-signature.
Only applicable when multiple people are part of the e-Sign­
ing process.

$DECLINER_FIRST_NAME First name of the person signing the contract via e-signa­
ture, but declined to sign. Only applicable when multiple
people are part of the e-Signing process.

$DECLINER_LAST_NAME Last name of the person signing the contract via e-signature,
but declined to sign. Only applicable when multiple people
are part of the e-Signing process.

$DECLINER_FULL_NAME Full name of the person signing the contract via e-signature,
but declined to sign. Only applicable when multiple people
are part of the e-Signing process.

$VIEW_CONTRACT Creates link with token and automatically logs in user.

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ATTRIBUTE TAGS VALUE DISPLAYED IN PLACEHOLDERS

$MULTI_SIGN_LINK Creates link to the contract, but user needs to login to the
application.

Related Articles

● Contract Types [page 69]

● Mail Templates [page 102]

3.5.2 Status

The status of a contract represents the stage the contract is in at a given time, in the contract lifecycle . You can
define any number of statuses to represent the contract lifecycle. For example, Initial Draft, Send for Approval,
Approved, Send to Customer, Signed by Customer and Executed.

A contract status is used to define a workflow action and is displayed as a clickable button on the Contract
Editor. A workflow action is complete when the contract has moved from its start status to end status. A Status
must belong to a Status Category. If a Status Category does not exist for the Status you want to create, create
a new status category [page 99].

Click Contracts > Status to view a list of existing statutes. You can perform these actions on this page:

● Search: Enter a search key in the Search field to search for a status. CLM displays results matching your
search key.
● Sort: Click Sort to order the statuses alphabetically in an ascending or descending order. Click Save to save
your preference.
● Create: Click Create to add a new status. See Create New Status [page 98]for details.
● Edit: Click Edit to edit a status.
● Delete: Click Delete to delete a status. You cannot delete a status if it is used in a Contract Type.

Related Topics

● Add New Status Category [page 99]

● Add New Status [page 98]

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3.5.2.1 Create New Status

When adding a new contract status in CLM, you can also define the type of operations the users can perform
when the contract is in the given status. A Status must belong to a Status Category. If a Status Category does
not exist for the Status, create a new status category [page 99].

To add a new contract status:

1. Click Contracts > Status, and click Add New.

2. Enter a Name for the new status. For example, Review
3. Select the appropriate Status Category. For example, In review by Manager or In Review by Legal.
4. From Editor Properties, select the operations users can perform when the contract is in this status. Select:
○ Can Edit and Can Redline: Users who have access to the contract when the contract acquires this
status can add new content and can redline existing content.
○ Can Edit and Can't Redline: Users who have access to the contract when the contract acquires this
status can add new content but cannot redline existing content.
○ Can't Edit and Can't Redline: Users who have access to the contract when the contract acquires this
status can only view the contract. Users cannot view redlined content.
○ Can't Edit but can see Redlining: Users who have access to the contract when the contract acquires
this status can view the contract and also see redlined content.
5. Click Change Color to select a Badge Status Color to distinguish each contract status by color.
6. Select Lock Document and Attributes to lock the contract when the contract is in this status. Users cannot
edit the content and update the contract fields if the contract is locked. Upload and Checkout actions will
also not be available to users.
7. If the document must be locked when the contract is in this status, enter a message for users in Message
for Locked Document. For Example, Contract is in locked status and cannot be edited.
8. To Enable Redlining in this status, select Yes. Users who have access to the contract when the contract
acquires this status will be able to redline the contract. To disable redlining, select No.
9. To Enable Commenting in this status, select Yes. Users who have access to the contract when the contract
acquires this status will be able to add comments to the contract. To disable commenting, select No.
10. To Use Watermark in this status, select Yes and specify the watermark text in the Text for Watermark field. If
no text is specified, the status name is used as the watermark text. CLM automatically removes the
watermark when the contract enters the DocuSign stage. To disable watermarks, select No.

Related Topics

● Status [page 97]

● Create New Status Category [page 99]

3.5.3 Status Category

A status category displays on the dashboard [page 16] and represents a group of statuses. You can create
different status categories and group corresponding statuses under a status category.

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For example, the In Review status category can comprise the following statuses:

● In Review by Legal
● In Review by Finance

In this case, the In Review status category displays a total of all contracts in both statuses on the dashboard.

You can also organize the display order of the status categories. The categories appear is the selected order on
the dashboard.

Click Contracts > Status Category to view a list of existing status categories. You can perform these actions on
this page:

● Search: Enter a search key in the Search field to search for a status. CLM displays results matching your
search key.
● Create: Click Create to create a new status. See Create New Status Category [page 99]for details.
● Edit: Click Edit to edit a status.
● Delete: Click Delete to delete a status category. You cannot delete a status category if it has statuses.
Related Topics
○ Create New Status Category [page 99]
○ Create New Status [page 98]

3.5.3.1 Create New Status Category

CLM enables you to create new status categories to manage corresponding statuses under a category. Status
categories are displayed on the dashboard [page 16].

To add a new status category:

1. Click Contracts > Status, and click Add New.

2. Enter a Name for the Status Category. For Example, In Review or Approved.
3. Click Change Color and select color to distinguish each status category.
4. List of Statuses displays statuses that are added to the status category. Click on a status to update details.
5. Select Sort to organize the display order of the status categories. The status [page 16] categories appear is
the selected order on the dashboard.

Related Topics

● Status Category [page 98]

● Create New Status [page 98]

3.5.4 Supplements

Supplements are Microsoft Word ® documents that contain additional terms and conditions that users can add
to the contract. As an administrator, you can add pre-approved supplements to CLM and make them available
through permission settings.

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A Supplement must belong to a Supplement Category. If a Supplement Category does not exist for the
Supplement you want to create, create a new supplement category [page 101].

Click Contracts > Supplement to view a list of existing supplements. You can perform these actions on this
page:

● Search: Enter a search key in the Search field to search for a supplement. CLM displays results matching
your search key.
● Create: Click Create to add a new supplement. See Create New Supplement [page 100]for details.
● Edit: Click Edit to edit a supplement.
● Delete: Click Delete to delete a supplement. You cannot delete a supplement if it is used in a contract.

Related Topics

● Create New Supplement Category [page 101]

● Create New Supplement [page 100]

3.5.4.1 Create New Supplement

Supplements must be Microsoft Word ® documents. All supplements are pre-approved by your organization
and are available to users based on permissions. Users can access supplements for the contract type to which
they have access.

A Supplement must belong to a Supplement Category. If a Supplement Category does not exist for the
Supplement you want to create, create a new supplement category [page 101].

To add a new supplement:

1. Click Contracts > Status, and click Create.

2. Enter a Name for the Supplement.
3. Select the appropriate Supplement Category the supplement belong to.
4. Click Template and select the supplement document.
5. Click Save to save your changes and click Cancel to exit.

Related Topics

● Supplement Categories [page 101]

● Create New Supplement Category [page 101]

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3.5.5 Supplement Categories

A Supplement Category comprises a group of supplements. Supplement Categories allow you to organize all
your supplemental terms and conditions. Click Contracts > Supplement Category to view a list of existing
supplement category. You can perform these actions on this page:

● Search: Enter a search key in the Search field to search for a supplement categories. CLM displays results
matching your search key.
● Sort: Click Sort to order the supplements alphabetically in an ascending or descending order. Click Save to
save your preference.
● Create: Click Create to add a new supplement category. See Create New Supplement Category [page
101]for details.
● Edit: Click Edit to edit a supplement category.
● Delete: Click Delete to delete a supplement category. You cannot delete a supplement category if it has
supplements.

Related Topics

● Create New Supplement Category [page 101]

● Create New Supplement [page 100]

3.5.5.1 Create New Supplement Category

You can add Supplements Categories and then add supplements to the corresponding supplement category to
organize all your supplements.

To add a new supplement category:

1. Click Contracts > Supplement Categories, and click Create.

2. Enter a Name for the Supplement Category. For Example, Terms or Memorandums.
3. Supplement List displays the supplements that are added to the supplement category if any. Click on a
Supplement to update the supplement.

Related Topics

● Supplement Categories [page 101]

● Create New Supplement [page 100]

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3.5.6 Mail Templates

Email templates are pre-written messages about common contract management tasks, requests, and
responses. When defining a workflow, you can specify the email template that must be used when the workflow
action is executed.

For example, you can create an email template for a Reject workflow action. When the user clicks on the Reject
action button in the editor, CLM opens the email screen with the appropriate pre-written message. Users can
edit the text if required and send the email. You can also insert attribute tags and placeholders [page 92]in
email templates to reduce errors.

Click Contracts > Mail templates to view a list of existing mail templates. You can perform these actions on this
page:

● Search: Enter a search key in the Search field to search for a mail template. CLM displays results matching
your search key.
● Sort: Click Sort to order the templates alphabetically in an ascending or descending order. Click Save to
save your preference.
● Create: Click Create to add a new mail template. See Create New Mail Template [page 102] for details.
● Edit: Click Edit to edit a mail template.
● Delete: Click Delete to delete a mail template. You cannot delete a mail template if it is used in a workflow
action.

Related Topics

● Create New Mail Template [page 102]

● Workflow Tab [page 73]
● Attribute Tags and Placeholders [page 92]

3.5.6.1 Create New Mail Template

CLM enables you to create email templates to manage email messages that are frequently sent with similar
content.

You can insert placeholders Attribute Tags and Placeholders [page 92]for specific data in the email. CLM
automatically populates corresponding data in the placeholders from the contract when the email is sent. For
example, if you include “Please review $CONTRACT_KEY” in the email template, CLM automatically populates
and displays the appropriate value for contract key when this template is used.

Examples of placeholders:

● $NEXT_ASSIGNEE_FULL_NAME: CLM inserts the full name of the next assignee.

● $CONTRACT_KEY: CLM inserts the contract key.
● $START_DATE: CLM inserts the start date of the contract.

See the full list of attribute tags and placeholders [page 92].

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To create an email template:

1. Click Contracts > Mail templates, and click Add New.

2. Enter a Name for the email template.
3. Enter a Default Subject line for the email.
4. Type the email message and insert attribute tags [page 92] as needed. Use the standard rich text
formatting options to format your email. You can also use Document Properties to customize the look and
feel of your email.

Related Topics

● Mail Templates [page 102]

● Workflow Tab [page 73]
● Attribute Tags and Placeholders [page 92]

3.5.7 Clauses

Contract clauses are provisions or sections within a contract. CLM enables users to insert predefined and pre-
approved contract clauses into a contract. As an Administrator, you can add clauses and make them available
to users through permission settings.

A Clause must belong to a Clause Category. If a Clause Category does not exist for the Clause you want to
create, create a new clause category. [page 105]

Click Contracts > Clauses to view a list of existing clauses. You can perform these actions on this page:

● Search: Enter a search key in the Search field to search for a clause. CLM displays results matching your
search key.
● Add New: Click Add New to add a new clause. See Create New ClauseCreate New Supplement [page
100]for details.
● Edit: Click Edit to edit a clause.
● Delete: Click Delete to delete a clause. You cannot delete a clause if it is used in a contract.
● Export: Click Export Clauses and select the clauses to export. All clause content and related information is
exported to an excel sheet.

Related Topics

● Create New Clause Category [page 105]

● Create New Clause [page 104]

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3.5.7.1 Create New Clause

All clauses are pre-approved by your organization and are available to users based on permissions. Users can
access clauses for the contract types to which they have access.

A Clause must belong to a Clause Category. If a Clause Category does not exist for the Clause you want to
create, create a new clause category [page 105].

To add a new clause:

1. Click Contracts >Clause, and click Add New. You can specify the clause category and text in the General tab
and define other settings, including access permissions and rating in the Details tab.

1. In the General tab:

1. Enter a Name for the clause.
2. Select the appropriate Clause Category for the clause.
3. Enter the clause text in the clause editor. The clause editor provides various options to create and
format the clause content.
2. In the Details tab:
1. Select Risk Rating. The Risk Rating is a ranking from 1-5. 1 indicates lowest risk and 5 indicates the
highest risk. This data will be used in the future, amongst other data to provide analytics and AI
feedback to administrators and legal users.
2. Select the Permission Groups that can access the clause. Only users who belong to the selected
permission group can insert the clause in the contract.
3. Click Save to save your changes and click Cancel to exit.

 Note

By default, when a new clause is added, all Permission Groups are assigned access. To prevent access, you
must remove the Permission Groups in Details tab.

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Related Topics

● Clause [page 103]

● Create New Clause Category [page 105]

3.5.8 Clause Categories

A Clause Category comprises a group of clauses. Clause Categories allow you to organize and manage all your
contract clauses.

Click Contracts > Clause Category to view a list of existing clause categories. You can perform these actions on
this page:

● Search: Enter a search key in the Search field to search for a clause category. CLM displays results
matching your search key.
● Sort: Click Sort to order the clause categories alphabetically in an ascending or descending order. Click
Save to save your preference.
● Create: Click Create to add a new clause category. See Create New Clause Category [page 105]for details.
● Edit: Click Edit to edit a clause category.
● Delete: Click Delete to delete a clause category. You cannot delete a clause category if it has clauses.

Related Topics

● Create New Clause Category [page 105]

● Create New Clause [page 104]

3.5.8.1 Create New Clause Category

You can create Clause Categories and then add clauses to the corresponding clause category to organize all
your clauses.

To add a new clause category:

1. Click Contracts > Clause Categories, and click Create.

2. Enter a Name for the Clause Category. For Example, Mandatory Clauses
3. List of Clauses displays the clauses that are added to the clause category if any. Click on a clause to update
the clause content.

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Related Topics

● Clause Categories [page 105]

● Create New Clause [page 104]

3.5.9 Contract Type Template Editor

As an administrator, you can create contract types in CLM and upload [page 71] MS Word templates for each
contract type or create new templates [page 71] from scratch.

You can further edit, format, and customize the contract type template in the Contract Type Template Editor.

To open a template in the template editor:

● Click Setup > Contract Types > Edit Template.

● Click Setup > Contract Types > Create > Create New.

You can perform the following actions in the editor:

● Edit and format the contract type template using familiar MS Word processing commands.
● Add supplements to the contract type template. Click Supplements on the top-right corner to view all the
supplements available for the Contract Type. Search and append the required supplements to the
template.
● Add clauses to the contract type template. Click Clauses on the top-right corner to view all the contract
clauses available for the Contract Type. Search and add the required clauses to the template.
● Add contract fields to the contract type template. Click Fields on the top-right corner to view all the fields
that are available for the Contract Type. Search and add the required fields to the template.

● Format the font and style of the field names. Right-click on the field name, select Content Control
Settings and then clear the Content Control cannot be deleted checkbox. The fields are now unlocked for
formatting.

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  Note

If a template was uploaded with attribute tags [page 92], the Template Editor converts the attribute tags to
object controls when the template is opened for the first time in the Template Editor.

Related Articles

● Add New Contract Type [page 70]

● Copy Contract Type [page 90]
● Attribute Tags and Placeholders [page 92]

3.6 Fields Menu

The Fields menu on the top panel enables you to add and manage custom fields in CLM. Custom fields capture
specific information about contracts and customers and depend on the requirements of your organization.

You can:

● Add various custom fields to capture specific information and organize the custom fields into categories
● Control the type and level of access users can have to the custom fields
● Create labels for the custom fields in multiple languages to support translation

Click Setup > Fields on the side panel to access these options:

● Custom Fields [page 108]

● Field Categories [page 110]Field Category [page 110]

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Related Articles

● Create New Field [page 108]

● Create New Permission Group [page 64]

3.6.1 Custom Fields

● Add New Field [page 108]

● Data Protection Officer (DPO) Role [page 110]

CLM enables you to create custom fields to capture specific information about contracts and customers based
on the requirements of your organization. You can define field level permissions for custom fields and also
specify translation settings for the field. Scope and usage:

● Custom fields can be mapped to external applications such as CPQ, Salesforce, C4C, and others to
exchange data.
● Custom fields are inserted as placeholders in the contract type template to capture specific data, such as
$age, $customer_name, $start_date and so on. CLM automatically displays the actual values (if available)
in the Negotiation Space.
● Custom fields display in the Negotiation Space > Details section. Users who have appropriate permissions
can update [page 67] the values of the field.

A field must belong to a Field Category. If a Field Category does not exist for the Field you want to create, create
a new field category.

To access the Fields workspace, click Fields > Custom Fields and then select:

● Contract Fields
● Customer Fields
● Contact Fields

You can perform these actions on the page:

● Search: Enter a search key in the Search field to search for a supplement category. CLM displays results
matching your search key.
● Add New: Click Add New to add a new field. See Create New Field [page 108]for details.
● Edit: ClickEdit to edit a field.
● Delete: Click Delete to delete a field. You cannot delete a field if it is being used.
● Export Fields: Click Export Fields to export the field data into an excel sheet.

Add New Field

To create a new custom field:

1. Click Setup > Custom Fields.

2. Select the type of custom field you want to create. Select Contract Fields, Customer Fields, or Contact
Fields, and then click select Add New. Depending on the type of custom field, appropriate settings are
displayed.

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3. In the General tab, enter the following form fields:
○ Name: Name of the custom field.
○ Label: Display label of the field.
○ Field Category: Select the field category the field belongs to.
○ Auditable: Specify if the custom field is Auditable. If Yes is selected, changes made to this field are
recorded in the Contract Editor > History .
○ Deprecated: If Yes is selected, this field will not be shown in Contract Editor > Details for new
contracts.
○ Sensitive Personal Data: Specify if the field is sensitive personal data. This field is only available to
users with DPO Role.
○ Field Type: Enter the default value for the field types.
○ TEXT: Default value can be anything.
○ NUMBER: Default value can only be a Number. Enter possible Minimum and Maximum values.
○ DATETIME: Select the default value from the Calendar.
○ DATE: Select the default value from the Calendar.
○ CURRENCY: Enter default number.
○ URL: Enter default URL.
○ CHECKBOX: Default value can only be True
○ SELECT: E nter the options of the Select field in Value. Enter applicable validator in Weight . To
set a default option, select the checkbox next to the option . Click Delete to remove the option.
○ QUERY: Enter the query to load the exact content.
○ USERLOOKUP: Default value can be ID of user from the system
○ TEXTAREA: D efault value can be anything.
○ MULTISELECT: E nter the options of the Multiselect field in Value. Enter applicable validator in
Weight . To set a default option, select the checkbox next to the option . Click Delete to remove
the option.
○ SELECT_TYPEAHEAD: Enter auto complete options separated by a semicolon. The default value
can be one of the options.
○ Tooltip: Tooltips explain the use and function of the custom field to users. Enter an appropriate tooltip
to display in the custom field.
4. In the Field Security tab, click on each Permission Group and specify the type of access the users of the
permission group have to the custom field. You can also click on the contract type and set up the field
access for all the permission groups at once.
○ Hidden: Fields will not be visible to users.
○ ReadOnly: Fields appear as read only.
○ Write: Users have edit access to the fields.
○ Required: User input is required. Mandatory field.
5. In the Field Translation tab, select the language the custom field should be translated in and enter the field
value.
6. Click Setup > Contracts > Contract Type. Select the Contract type to which you want to add the new
custom field.
7. Click Field Categories and select the new field. The new custom field is now associated with the contract
type. The field will display in Contract Editor > Details and will also be available for mapping in CPQ and
other external applications if applicable.

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Data Protection Officer (DPO) Role

To comply with Data Protection and Privacy requirements, an option to mark data as Personal Sensitive Data is
provided to users with DPO Role. The data protection settings and user audit logs are only available to users
who are assigned the Data Protection Officer (DPO) role. Only the DPO role can access Personally Identifiable
Information (PII). PII data can be used to uniquely identify individuals and is thereby sensitive/protected data.

Only users with DPO role can:

● Mark data as Personal Sensitive Data in Fields > Custom Fields

● Export, update, or delete Personal Sensitive Data.
● View customer and contact logs in Audit Trail. [page 199] Changes made to fields marked as Personal
Sensitive Data are tracked in Audit Trail. [page 199]
● Export sensitive customer and contact data to a spreadsheet using the Export option available on the
Customer [page 48] and Contact [page 50] page.
● Filter contracts containing sensitive personal data and Export the results from the Dashboard [page 15]

 Note

Contact CLM Support to assign the DPO role to a selected user. If the user is assigned a DPO role, then the
user also inherits the Administrator role.

Related Topics

● Fields Menu [page 107]

● Field Category [page 110]
● Map Custom Fields from CPQ to CLM and from CLM to CPQ [page 120]
● Data Protection and Privacy [page 212]

3.6.2 Field Category

A Field Category is a group of related custom fields. For Example, Contract Information field category can have
contract start date, end date and renewal date as custom fields. Field Categories allow you to organize and
manage all your custom fields.

Click Fields > Field Category to view a list of existing field categories. You can perform these actions on this
page:

● Search: Enter a search key in the Search field to search for a field category. CLM displays results matching
your search key.
● Create: Click Create to add a new field category. See Create New Field Category [page 111] for details.
● Edit: Click Edit to edit a field category.
● Delete: Click Delete to delete a field category. You cannot delete a field category if it has fields.

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Add New Field Category

You can add Field Categories and then add fields to the corresponding field category to organize all your fields.

To add a new field category:

1. Click Fields > Field Categories, and click Create.

2. Enter a Name for the Field Category. For Example, Contract Information
3. List of Fields displays the fields that are added to the field category if any. Click on a field to update.
4. Click Translate to update translation settings. You can specify the language in which the field label should
be translated in.

Related Topics

● Fields Menu [page 107]

● Custom Fields [page 108]

3.7 Reminders Menu

CLM provides the ability to send reminder emails after a certain time has elapsed in between contract stages.
Reminders notify the right people when certain contract management tasks are due for action.

Reminders are sent to the specified users when:

● an important contract date is nearing

● the contract status has not changed in a while

For example, you can configure the Reminder Type, Reminder Period, and Status in the following ways:

● Reminders can be sent to specified users 1 Month before the Renewal Date of a contract.
● Reminders can be set to change the Active status of a contract to Expired status when the contract has
reached the Expiry Date. Specified users are notified accordingly.
● Reminders can be sent to specified users when a contract is stuck in the Draft status for 1 Month.

Related Articles

● Create New Reminder [page 112]

● Reminder Audit [page 113]

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3.7.1 Create New Reminder

To configure a new Reminder:

1. On the left panel, click Reminders.

2. Click Create.
3. In the General tab, provide the following information:

● Name: Enter the name of the reminder. This will appear in the Reminder’s Audit page.
● Active: When the reminder is active, CLM sends email notifications to the specified recipients. If the
reminder is not active, CLM does not send the notifications.
● Reminder Type:
● FIELD_VALUE: Sends reminders when a specified date is nearing. Users are notified about the important
contract dates that are nearing.
● Send Calendar Event: If selected, a calendar event is added to the recipient’s calendar.
● Select Mail Template: Select the email template that must be used for the reminder email.
● Field: Select the date type users must be notified about. For example, Contract Termination Date or
Contract Renewal Date.
● Status Change Script: Attach the script to change the status of the contract. The script specifies the status
the contracts must acquire when the reminder is triggered. Example: Contracts with Active status must be
changed to Expired status when the Expiry Date has reached.

● PENDING_IN_STATUS: Sends reminders when a contract remains in a certain status because no action is
taken. Users are notified about contract tasks that are pending due to which the contract status has not
changed.

● Select Mail Template: Select the email template that must be used for the reminder email.
● Status: Select the pending contract status users must be notified about. For example, Draft or In Review

4. Click the Reminder Recipients tab and specify the recipients who must receive the reminder notifications:

● Select Users: Enter the email address of the specific users who must receive the notification email.
● Available Contract Assignees: Select recipients from the list.
● Available Distribution Lists: Select distribution lists from the list.

5. Click the Reminder Period tab:

● Reminder Period: Specify when the reminder must be sent. Depending on the Reminder Type that is
selected, the reminder period can be configured as follows:

● Reminders can be sent 15 Days before the Renewal Date of a contract

● Reminders can be sent when a contract is stuck in the Review status for 3 Hours

6. Click the Contract Types tab and select the contract types to which the reminder applies.

● Available Contract Types: Select the applicable contract types. Reminders apply to all the contracts that
belong to the selected contract type.

Note: The reminder email is sent just once per contract. The reminder email is sent when the criteria specified
in Reminder Type, Reminder Period, and Status are met.

7. Click the Status tab. This tab is available only when the reminder type is FIELD_VALUE.

● Available Status: Specify the status of the contract for which Reminders must be sent. Example: Users
must be notified when contracts with Active status change their status.

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8. Optionally, you can set up a reminder and test the configuration on the Reminders page:

● Click Test Reminder Field Value to test FIELD_VALUE reminder.

● Click Test Reminder Pending in Status to test PENDING_IN_STATUS reminder.

The Reminder functionality sends out a notification to confirm that the reminder is configured properly.

Related Articles

● Reminders Menu [page 111]

● Reminder Audit [page 113]

3.7.2 Reminder Audit

The Reminder Audit page displays a summary of the Reminder, including information about reminder name,
date sent, recipients, contract key, and so on.

To view the Reminder Audit page, o n the left panel, click Reminders > Reminders Audit.

Related Articles

● Reminders Menu [page 111]

● Create New Reminder [page 112]

3.8 Providers

The following applications can be integrated with CLM:

● DocuSign [page 169]

● AdobeSign [page 173]
● C4C [page 140]
● Salesforce [page 126]
● CPQ [page 114]
● NetSuite [page 148]
● IdP Integration [page 178]

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3.9 CPQ Integration

Together, CLM and CPQ form a complete end-to-end solution to quickly convert quotes into executable
contracts, thereby accelerating deal cycles.

CLM-CPQ integration enables sales representatives to generate contracts with quotes in CPQ and send the
contracts to CLM for the legal representatives to review and redline. This integration facilitates effective
communication between the sales and legal representatives, enabling them to close deals faster.

See Pre-requisites [page 117] for information on setting up CLM and CPQ before you begin the integration
process.

Related Articles

● Common Business Scenario for CLM-CPQ Integration [page 115]

● Quote and Contract Lifecycle in the Integrated Environment [page 116]
● Integration Steps [page 118]
● Troubleshoot [page 124]

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3.9.1 Common Business Scenario for CLM-CPQ Integration

This section describes a typical business scenario which leverages the CLM-
CPQ integration.

Description:

1. The sales representative creates a Quote in CPQ.

2. Once the Quote is ready to be a Contract (for example, in status: Ready for Contract), the sales
representative reassigns the Quote to a legal representative (i.e. the user with license to both products,
CPQ and CLM), who can inspect the contents of the Quote to make sure everything is ready for
contracting.
3. The legal representative generates the document after inspection once the Quote is ready.
4. In the process of generating the document, Legal can send the contract to CLM.
5. Once contract and Quote lines reach CLM, the assigned attorney can additionally inspect the document
and add a couple of clauses/sentences. The attorney can also inspect the Quote lines in a separate tab in
CLM.
6. The contract is reviewed and may be approved by other CLM users, and then sent to the Customer.
7. Once the Contract and Quote lines reach the customer portal [page 55], the customer can add comments
to the Quote lines and add general comments for the entire Quote.
8. Also, the customer can redline the Legal part and request for additional review by vendor's attorneys in
CLM.

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9. At one point, the Customer sends feedback to both CPQ and CLM, so users can work separately on their
own sections. The sales representative edits the Quote according to the Customer's comments, and once
finished, merges the changes into CLM.

9.5. On the other end, a CLM User (attorney) reviews the legal remarks and redlining comments received from
the Customer, waiting for the CPQ Quote to arrive and become a merged contract again.

10. Once the CPQ Quote is ready to be sent to the Customer, it is merged with the CLM contract again.

Related Articles

● Quote and Contract Lifecycle in the Integrated Environment [page 116]

● CPQ Integration [page 114]
● Integration Steps [page 118]

3.9.1.1 Quote and Contract Lifecycle in the Integrated

Environment
The following example describes a typical use case when an initially generated contract needs adjustments and
the negotiation goes back and forth between CPQ and CLM, until a final agreement is reached.

After a quote with items is created in CPQ, the sales representative generates a document using the template
that is mapped with a contract template in CLM. Depending on the business process, the quote in CPQ may go
through different statuses. Statuses can be mapped between the products so that the document progresses
and arrives at completion in both products when the agreement is reached.

After the document is sent to CLM, the user executes the action Change Status in CLM to align the lifecycle of
the quote and the generated contract.

The legal team reviews the contract, redlines it and adds suggestions and comments using the Commercial
Details feature. The team then sends the contract to customers who may further add their comments related
to change of price, higher discount, amount of items, and so on.

While the contract goes through review in CLM and changes statuses accordingly, the status of the quote in
CPQ does not change. When the contract reaches the status that was mapped in Status Mappings in CPQ, the

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action Change Status from CLM triggers and the status of the quote changes accordingly. The user in CPQ
gets a notification that the status of the contract has changed.

The Customer Feedback option in CPQ shows the number of comments that are sent from CLM. The sales
representative makes the changes according to CLM comments and replies to comments. Executing the
Update Quote in CLM action sends all the updates to CLM.

When both parties agree on the offer and the contract terms, the status of the contract in CLM is changed to
the target status, and, consequently, the quote in CPQ also reaches the right status.

Related Articles

● CPQ Integration [page 114]

● Integration Steps [page 118]
● Common Business Scenario for CLM-CPQ Integration [page 115]

3.9.2 Pre-requisites

Before quotes and contracts can be exchanged between CLM and CPQ, administrators on both sides must
adjust the settings in the respective applications to enable the integration.

An integration user must be created t o enable the user to seamlessly move between both products.

The CLM integration user should have the permission to view quotes, at a minimum. Additional actions, for
example, permission to edit quotes, can be enabled as well, depending on the CPQ model.

The CPQ integration user must have an Administrator role.

 Note

Contact the CLM Support Team to create the integration user for your integration.

Users are matched by the email address and username. The email address set up for the integration user in
CPQ must match the username set up in CLM. Once the integration user account is created, you will receive
the integration details required to enable the integration. See Integration Steps [page 118] for more details.

Related Articles

● CPQ Integration [page 114]

● Integration Steps [page 118]

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3.9.3 Integration Steps

Perform the following steps to integrate CLM and CPQ:

1. Configure Provider Settings in CLM [page 118]

2. Configure Provider Settings in CPQ [page 119]
3. Map CPQ Document Templates to CLM Contract Types in CPQ [page 120]
4. Map Fields [page 120]
5. Map Quote Item Columns [page 122]
6. Map Statuses [page 123]
7. Configure Actions and Workflow Matrix [page 124]

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

3.9.4 Configure Provider Settings in CLM

Once the integration user is created by product support team, you will receive the integration details to
configure the Provider settings.

To enable the integration:

1. Log in to CLM.
2. On the side panel, click Setup > Other > Providers.
3. Select CPQ and enter the CPQ tenant information. You must fill out all the fields.

4. Click the Edit icon and enter values for the following:
○ cpq.domain: Enter the CPQ integration user domain (i.e., target domain). For example, webcomqa
○ cpq.jwtSecretKey: Enter the secret key used for authentication against CPQ. This is the JWT secret
that is generated in CPQ and should be obtained from the CPQ application parameters for the target
domain.

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 To obtain the JWT token, go to Setup in CPQ. In General section, select Application Parameters. In
Shared Secret (bottom of the page), click Generate Key. A new key is generated. Save your changes
and copy the key.
○ Cpq.password: Enter the CPQ integration user password. The integration user must be an Admin. This
is used for authentication against CPQ SOAP services.
○ Cpq.url.rest: Enter the URL of the CPQ REST services. (Use: https://
yourdomain.webcomcpq.com/api/v1/ClmApi)
○ Cpq.url.soap: Enter the URL of the CPQ SOAP services. (Use: https://
yourdomain.webcomcpq.com/wsapi/cpqapi.asmx)
○ Cpq.username: Enter the CPQ integration user username. The integration user must be an Admin.
This is used for authentication against CPQ SOAP services.
5. Save your settings.

 Note

yourdomain.webcomcpq.com is the URL of the CPQ environment and must be configured accordingly,
for example, v6. webcomcpq.com

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

3.9.5 Configure Provider Settings in CPQ

Once the integration user is created by product support team, you will receive the integration details to
configure the Provider settings.

1. Log in to CPQ.
2. Click Setup > Providers > Providers.
3. In the Available Providers page, select CLM.
4. In the Provider Settings tab, provide the CLM tenant information you received:
○ Use CLM Integration: Select TRUE to enable integration.
○ CLM Integration URL: Enter the URL of the CLM environment where your CLM tenant was created.
○ CLM Integration username: Enter the email address of the CLM integration user.
○ CLM Integration password: Enter the password of the integration user.
5. Save your settings.

Related Articles

● Pre-requisites [page 117]

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● Integration Steps [page 118]

3.9.6 Map CPQ Document Templates to CLM Contract Types

in CPQ
Before you map the document templates with the contract types, ensure the following:

● Contract types [page 70] that need to be mapped are already created in CLM.
● Document generation templates that need to be mapped are already created in CPQ, and are active.
● These tags are included in the CPQ template to retrieve the line and optional quote items in the contract:
○ $QUOTE_LINE_ITEMS
○ $OPTIONAL_QUOTE_LINE_ITEMS
Alternatively, you can add the tags directly in the contract in CLM.

 Note

You must insert the tags only once in a document for the system to process it properly.

To map the quotes with the contract types:

1. In CPQ, click Setup > Providers > Providers.

2. In the Available Providers page, select CLM.
3. Click Template Mappings. This tab enables you to map a CPQ Quote Template to a CLM Contract Type. For
example, Budgetary Quote can be mapped to Master Services Agreement.
4. Click Add New and provide the following details:
○ Enter the Name and the Description for the new mapping.
○ Click the search icon and search for the CPQ document template and the contract type that need to be
mapped.
5. Click Save. The CPQ document template is mapped to the contract type. You can now map the fields,
quote items, and statuses for the respective template.

 Note

You can map more than one document template to the same contract type.

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

3.9.7 Map Fields

Unlike Custom fields, Standard fields are system-defined and are uniform for all customers such as Quote
Description, Quote ID/ Quote Number, and Customer Name. Custom fields capture specific information about

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contracts and customers and depend on the requirements of the organization. See Add New Field [page 108]
for more details. After required custom fields are created in both products, you must map the required fields
from CPQ to CLM and from CLM to CPQ in order to enable the products to share and exchange information. All
field mapping in done in CPQ.

To map fields from CPQ to CLM and from CLM to CPQ:

1. In CPQ, click Setup > Providers > Providers.

2. In the Available Providers page, select CLM.
3. Click Template Mappings.
4. Click the edit icon next to the document template/contract type for which you want to map fields. The Field
Mappings CPQ to CLM and Field Mappings CLM to CPQ tabs are available only after you select the
document template/contract type to map in the Template Mappings tab.
5. To map fields from CPQ to CLM, click the Field Mappings CPQ to CLM tab. Map the CPQ fields to CLM fields
(the value of a CPQ field displays in the mapped CLM field on the contract). CPQ fields are grouped under
entities (Quote, Visitor, etc.).
Click Add New to add fields that you want to map. When adding a new field, you first need to select a CPQ
entity and then a related field. Both standard and custom quote fields are available.
In CLM Field, first select one of the CLM objects (Contract, Customer, and Contact) and then one of the
related standard or custom fields. Click the Save icon.

 Note

In the list of CPQ entities, choose Tag (Dynamic Formula) if you wish to dynamically retrieve data from
the system. Create a formula in the standard CPQ formula builder.

Although you can map any fields you wish for the legal team and customers to see on the contract, some
fields are required on the CLM side: name (Customer), email (Contact), contactFirstName (Contact) and
contactLastName (Contact). These fields can be mapped to any fields in CPQ, for example, Bill to
Customer.
6. To map fields from CLM to CPQ, click the Field Mappings CLM to CPQ tab. Choose a CLM object and a field
that must be mapped to a CPQ field. The values of CLM fields can be mapped only to the quote custom
fields in CPQ.
7. Click Add New to map new fields.

8. ClickSave and exit.

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  Note

Once the mapping is complete, the mapped fields populate values in the respective products when the
workflow action is executed. If custom fields are later changed in CPQ, the affected contracts in CLM are
automatically updated when the workflow action is executed.

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

3.9.8 Map Quote Item Columns

You can pick the quote item columns that need to be displayed on the quote object that will be sent to CLM.

To map quote item columns:

1. In CPQ, click Setup > Providers > Providers.

2. In the Available Providers page, select CLM.
3. Click Quote Item Column Mappings The tags in the document retrieve values from the quote item columns
selected in QuoteItem Column Mappings tab. Click the column to move the column from Available to
Selected. You can add and remove columns as needed.
4. Click Save.

The following columns are selected by default and you cannot remove these from the list:

● Description
● CartItem
● RolledUpCartItem

These product columns cannot be sent from CPQ to CLM:

● Upfront Percent
● Upfront Amount
● Overall Discount Percent
● Overall Discount Amount
● Total Shipping Cost
● Item Delivery Method
● Item Delivery Status
● Monthly Fee Amount
● Sub Total Amount
● Total Weight
● MPN
● Family Code
● Lead Time

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● Inventory
● ProductVersion
● UPC
● PRODUCT_WEIGHT
● MarginHealth
● TotalShippingCost
● TotalMonthlyFeeAmount
● TotalUpfrontAmount
● TotalChannelMarkupAmount
● TotalChannelMarkupPercent
● TotalChannelGrossMarginPercent

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

3.9.9 Map Statuses

Status [page 97] represents a particular stage at which a quote or contract is in the lifecycle. You can define the
lifecycle of the quote and the contract in the respective products and then map the statuses accordingly so
they can progress together to completion.

To map quote item columns:

1. In CPQ, click Setup > Providers > Providers.

2. In the Available Providers page, select CLM.
3. Click Status Mappings. In this tab, you can define how statuses will change from CPQ to CLM and vice
versa after an action is executed. You can map different statuses. The statuses change when the Change
status in CLM and Change status from CLM actions are executed.
When agreement on quote items is reached, CPQ users will change the status of the quote to a status that
indicates that the negotiation is completed. Additionally, CPQ users need to execute the Change Status in
CLM action so that the status of the contract in CLM changes accordingly.
4. Map the required statuses and click Save.

Refer CPQ Online Help for more information on CPQ related settings.

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

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3.9.10 Configure Actions and Workflow Matrix

Insert the following actions into the appropriate workflow matrix and set required permissions:

● Send Quote To CLM - This action button is displayed on the right side of the email form for sending the
generated document to CLM. The action opens the document in CLM in a new tab. The action should be
available only after the quote reaches the status that is a result of the Generate Document action. Set this
action in the matrix after the Generate Document action since the document must first be generated from
the quote, and then sent to CLM.
● Update Quote in CLM - This action sends all the changes made on a quote in CPQ to the respective
contract in CLM. You should send updates to CLM after a document has been generated and sent to CLM.
There must be a contract in CLM originating from the quote for the system to properly apply changes.
● Add Comment from CLM - This action is not visible in the CPQ user interface. However, you should add it to
the workflow matrix to allow retrieving comments from CLM. The action needs to be enabled in the status
in which the quote receives comments.
● Change Status In CLM - This action changes the status of the contract in CLM, as defined in Status
Mappings. Add this action in the workflow matrix according to your configuration model and set the
workflow permissions.
● Change Status From CLM - This action is not visible in the CPQ user interface. This action changes the
status of the contract in CLM, as defined in Status Mappings. Add this action in the workflow matrix
according to your configuration model and set the workflow permissions.

To configure workflow actions and auto actions in CLM, see Workflow Tab [page 73]. Refer CPQ Online Help for
more information on CPQ related settings.

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

3.9.11 Troubleshoot

This section lists some common problems that you may encounter with the CLM-CPQ integration and
describes how you can resolve the problem.

ERROR RESOLUTION

Ensure integration user information is configured properly in

CLM displays the following error message if the integration
CLM > SETUP > Other > Providers > CPQ. See Configure
user is not set properly in CLM:
Provider Settings in CLM [page 118] for details.

{Invalid JWT token 9Error: Invalid Username supplied in JWT

token.}

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ERROR RESOLUTION

Ensure integration user information is configured properly in

CPQ displays the following error messages when the integra­
CPQ > SETUP > Other > Providers > CLM. See Configure
tion user is not set properly in CPQ, and you select a con­
Provider Settings in CPQ [page 119] for details.
tract type in the Template Mappings tab:

{Error logging into CLM.}

Ensure integration user information is configured properly in

CPQ displays the following error messages when the integra­
CPQ > SETUP > Other > Providers > CLM. See Map Fields
tion user is not set properly in CPQ, and you click on Fields
[page 120] Configure Provider Settings in CPQ [page 119]for
Mappings CPQ to CLM or Fields Mappings CLM to CPQ:
details.

{The remote server RETURNED AN ERROR: (401) Unauthor­

ized.}

CPQ displays the following error message when the integra­ Ensure integration user information is configured properly in
tion user is not set properly in CPQ, and you try to send the CPQ > SETUP > Other > Providers > CLM . See Configure
generated document to CLM: Provider Settings in CPQ [page 119]Configure Provider Set­
tings in CPQ [page 119]for details.
{Send document to CLM failed. Please contact your local ad­
ministrator.}

CPQ may display the following messages when the customer ● Ensure customer fields are mapped properly in CLM,
fields are empty or not mapped in CPQ and you send a docu­ and then check if customer information is populated on
ment to CLM: the quote.

● Customer Last Name is Empty! ● Following customer fields must be not be left empty in
CPQ, and must be mapped:
● Customer First Name is Empty!
○ Company from CPQ must be mapped to Customer
● Customer email is Empty!
Name in CLM
● Customer does not Exist!
○ Email from CPQ must be mapped with Email from
Contact in CLM
○ First Name from CPQ must be mapped with Con­
tact First Name in CLM
○ LastName from CPQ must be mapped with Con­
tact Last Name in CLM

See Map Fields [page 120] for details.

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ERROR RESOLUTION

Check if the quote is mapped properly to a contract type in

CPQ displays the following error when the document sent
CPQ > SETUP > Other >Providers > CLM > Template Map­
from CPQ is not mapped to a contract type in CLM.
pings . See Map CPQ Document Templates to CLM Contract
{Selected template has not been maped with any contract Types in CPQ [page 120] for details.
type in CLM.}

CPQ displays the following error when a user sends a docu­ To send documents to CLM, an integration user must be set
ment from CPQ, and the user's account is not set up prop­ up in both CLM and CPQ. The Email ID set up for the user in
erly in CLM. CPQ must match the Username set up in CLM. Ensure the
user account is set up correctly. See Pre-requisites [page
{There is no user in CLM with sent userName. Please first cre­
117] for details.
ate user and try again.}

Related Articles

● Pre-requisites [page 117]

● Integration Steps [page 118]

3.10 Salesforce Integration

CLM-Salesforce integration allows users to leverage CRM data to make informed decisions and manage
contract negotiations efficiently. This section describes steps to install a salesforce package and configure the
two applications for integration.

Frequently Asked Questions:

● What types of objects are captured in Salesforce?

There are two types of objects in Salesforce
Standard Object
Custom Object
Standard Objects are objects provided by Salesforce.com and include objects such as accounts, contacts,
opportunities, leads, products, users, contracts, reports, and the dashboard.
CLM supports standard objects which can be mapped to SFDC at the Account, Contact, Contract
Opportunity, Quote, and Quote Line Item entity.
See URLs listed below for additional information on standard opportunity, contract, contact, and account
fields in SFDC:
Opportunity Fields: https://help.salesforce.com/articleView?id=opp_fields.htm&type=0
Contract Fields: https://help.salesforce.com/articleView?id=contract_fields.htm&language=en&type=0
Contact Fields: https://help.salesforce.com/articleView?id=contacts_fields.htm&type=0
Account Fields: https://help.salesforce.com/articleView?id=account_fields.htm&language=en&type=0

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 Custom objects store information that is unique to your organization such as, custom fields, page layouts,
relationship to other objects in SFDC, and the custom user interface tab.
Note: The SFDC-CLM integration can be used to map standard objects with custom fields created in SFDC.
However, it cannot be used to map custom objects with custom fields.

● Is Single Sign On (SSO) provided as part of the SFDC-CLM integration?

Yes, SSO is a part of the SFDC-CLM integration. When you create a contract after integration, CLM is
accessible through a web window similar to an i-frame. You can proceed with your task without having to
log in.

● How do I attach the final contract to account via custom attachments object?
You can use any of the following options to attach the final contract to account using custom attachments
object:
Send Attachments to SFDC: You must specify which salesforce Entity to attach the executed document.
This option will always attach the document also on the SFDC account, besides the entity you choose.
Send finalized Attachment to SFDC Contract object:The Second option will send only finalized attachment
to the SFDC contract object if the contract salesforce entity is selected in salesforce mappings.

● How do I access CLM through SFDC without using the contracts object?
We can access CLM through SFDC from Account and Opportunity by clicking on New Contract, and also
from SFDC Contract to edit existing contracts in SFDC.

Related Articles

● Pre-requisites [page 127]

● Integration Steps [page 128]

3.10.1 Pre-requisites

Before you proceed with the integration, make sure you have the license to a Professional Edition for SFDC (at
the least). The Professional Edition must include both, APEX and API for the integration to work successfully. If
you are not sure about the type of license you have, contact your SFDC Administrator.

 Note

Contact your SFDC Administrator for more information on licenses.

Related Articles

● Pre-requisites [page 127]

● Integration Steps [page 128]

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3.10.2 Integration Steps

Perform the following steps to integrate CLM and SDFC:

1. Configure Salesforce Provider Settings in CLM [page 128]

2. Install Salesforce Package [page 130]
3. Set Up Salesforce Profiles [page 137]
4. Map Salesforce Objects and Fields [page 139]

 Note

The screenshots used in this section showcase the sandbox environment.

Related Articles

● Pre-requisites [page 127]

● Salesforce Integration [page 126]Salesforce Integration

3.10.3 Configure Salesforce Provider Settings in CLM

You must set up the Salesforce Provider settings in CLM to enable the integration. Contact the CLM Support
Team for login credentials to your CLM tenant.

1. Log in to your CLM tenant with the credentials provided to you by the CLM Support Team.

2. Go to Setup > Other > Providers.

3. Select Salesforce.

4. Click Edit and set up the following parameters for your Salesforce integration.

The following table describes the parameter values:

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Parameter Test Environment Value Production Environment Value

salesforceOrganizationId Enter the Salesforce organization ID. Enter the Salesforce organization ID.

It is available at SFDC > Profile Name It is available at SFDC > Profile Name
(top right) > Setup > Company Profile > (top right) > Setup > Company Profile >
Company Information > Sales­ Company Information > Sales­
force.com Organization ID force.com Organization ID

salesforceConsumerKey 3MVG9Rd3qC6oMalUFMSBvHpE­ 3MVG9Rd3qC6oMalWtrT­

ZUOaAIVIEKcl. VaB2WZuZl36aPMjqe7ypfT­
PUWTMs2D8Ym5e3QD6hAmMk4_Yoy
A3cy0FyCBJ0e2O2vcNxNCcUhV7utWv
p48Ubsi41Ooq7 VrOD
3mwBw22HFfKKru8hyv

salesforceConsumerSecret 6810754860448014042 7101922425541473983

salesforceLoginInstanceDomain
Instance your organization uses. Instance your organization uses.

For example if your SDFC URL is For example if your SDFC URL is
https://c.eu3.visual.force.com, use https://c.eu3.visual.force.com, use
“c.eu3.visual.force.com” for this value “c.eu3.visual.force.com” for this value

salesforcePackagePrefix CCCLMSND CCCLMCONTRACT

salesforceSystemUserLogin
SFDC username SFDC username

SFDC User Login information is neces­ SFDC User Login information is neces­
sary to leverage the SFDC-CLM integra­ sary to leverage the SFDC-CLM integra­
tion. tion.

salesforceSystemUserPassword SFDC password SFDC password

salesforceSystemUserSecurityToken
SFDC Token SFDC Token

1. Go to SFDC > Profile Name (top 1. Go to SFDC > Profile Name (top
right) > My Settings > Personal. right) > My Settings > Personal.
2. From your personal settings, enter 2. From your personal settings, enter
Reset in the Quick Find box, then Reset in the Quick Find box, then
select Reset My Security Token. select Reset My Security Token.
3. Click Reset Security Token. The 3. Click Reset Security Token. The
new security token is sent to the new security token is sent to the
email address specified in your email address in your Salesforce
Salesforce personal settings. personal settings.

5. Click User Profile under your profile name.

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6. Copy the CLM Tenant ID. This is required to install the Salesforce package.

Related Articles

● Integration Steps [page 128]

● Pre-requisites [page 127]

3.10.4 Install Salesforce Package

To install the package in the sandbox environment, use:

https://test.salesforce.com/packaging/installPackage.apexp?p0=04t24000000HFjx

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To install the package in the production environment, use:

https://login.salesforce.com/packaging/installPackage.apexp?p0=04t24000000U2rS

You can install both packages in both SFDC environments. The packages are related to CLM environment. The
important factor is the suffix/code at the end of the link ( 04t24000000HFjx is for CLM Sandbox and
04t24000000U2rS is for CLM Production).

To get started with the integration:

1. Log in to the required environment. Note that the screenshots in this section showcase the sandbox
environment.

2. Select Install for Specific Profiles. Installation package options include:

● Install for Admin Only: Applies to the installing administrator’s profile and any profile with the "Customize
Application" permission.
● Install for All Users: Applies to all internal custom profiles.
● Install for Specific Profiles: Applies to selected profiles only. You can set each profile to have full access or
no access for the new package and all its components.

● Full Access—Specifies the following settings for each profile.

● Object permissions—“Read,” “Create,” “Edit,” “Delete,” “View All,” and “Modify All” enabled
● Field-level security—set to visible and editable for all fields
● Apex classes—enabled
● Visualforce pages—enabled
● App settings—enabled
● Tab settings—determined by the package creator
● Page layout settings—determined by the package creator
● Record Type settings—determined by the package creator

● No Access—Specifies the same settings as Full Access, except all object permissions, are disabled.

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The parameters may vary depending on the profile. For more information, see #10 in https://
developer.salesforce.com/docs/atlas.en-us.appExchangeInstallGuide.meta/appExchangeInstallGuide/
appexchange_install_installation.htm

3. Click Install.

4. The package may take few minutes to install and you will receive an email from Salesforce when your
package is installed successfully.

5. Go to Salesforce > Setup >Develop > Custom Settings.

6. Click Manage and then click New.

7. For Value, enter the CLM tenant system ID you copied in # 6 > Set Up Salesforce Provider Settings in CLM.
[page 128]

8. Click Save.

9. In Setup >Develop > Custom Settings, click CallidusCloudCLMConfiguration.

10. Click Manage.

11. Click New.

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12. Select Profiles from the list of available profiles in your environment.

13. For Value, enter the CLM tenant system ID you copied in # 6 > Set Up Salesforce Provider Settings in CLM.
[page 128]

 Note

Repeat steps 5 and 6 for each profile that needs to have access to CLM.

14. Go to Setup > Customize > Contracts > Buttons and Links. You must create standard buttons here.

15. You must override the New button first. Click Edit next to New.

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16. Select Visualforce Page and choose Visualforce page called “clmCanvasContractNew”

17. Override the Override button. Click Edit next to Edit.

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18. Select Visualforce Page and choose Visualforce page called “clmCanvasContractEdit”

19. Go to Setup > Customize > Accounts > Page Layouts. Click Edit to edit the account layout. The account is
automatically created after the package is installed.

20. Select Related Lists. Under Contracts, click the wrench icon to add the CLMContract Key column to the
List.

21. Add the CLMContract Key column to the list and click OK.

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22. Repeat step 15 for all Account layouts that require Contracts.

23. To provide users access to the Contracts from Opportunity page, go to Setup > Customize > Opportunities >
Page Layouts.

24. Click Edit to edit an Opportunity page layout. The layout is automatically created after the package is
installed. Select Related Lists.

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25. Repeat step 15 through 19 for all Account layouts that require Contracts.

26. To provide users access to the Contracts from Opportunity page, go to Setup > Customize > Opportunities >
Page Layouts and set up access permissions accordingly.

Related Articles

● Integration Steps [page 128]

● Pre-requisites [page 127]

3.10.5 Set Up Salesforce Profiles

Setup your Salesforce profiles to get access to the CallidusCloud Connected App:

1. Go to Setup > Manage Users > Profiles. Select the System Administrator system profile.

2. In Connected App Access, select CallidusCloudCLM.

3. Save the Profile.

4. Repeat these steps for all Profiles that need to have access to the CLM application.

5. Go to Setup > Manage Apps > Connected Apps.

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6. Click Edit next to CallidusCloudCLM.

7. In OAuth policies, change Permitted Users to Admin approved users are pre--authorized.

8. To test your connection, go to either Account or Opportunity and click New Contract.

Related Articles

● Integration Steps [page 128]

● Pre-requisites [page 127]

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3.10.6 Map Salesforce Objects and Fields

In order to share and exchange information between the two products, fields and other objects must be
mapped.

Pre-requisites:

● Make sure that all settings are properly configured in the CLM Providers section. See #4 in Set Up
Salesforce Provider Settings in CLM [page 128].
● The following CLM fields can be mapped from CLM to Salesforce. Before you begin mapping these fields,
create these fields with the same name in Salesforce.
○ CLMStatus
○ CLMContractURL
○ CLMAssignee

To get started with mapping:

1. Go to CLM > Setup > Other > Salesforce Mappings.

2. Select the Contract Type.
3. Click Field Mapper.
○ Salesforce Entities: Lists CLM supported mappings from listed SFDC entities
○ Salesforce Field: Lists both Standard and Custom Fields.
○ CLM Field: Standard and Custom fields available on chosen Contract Type.
○ Type of Update - Get From SFDC (mapped after contract creation); UpdateFromCLMtoSFDC
(Mapped after CLM Workflow Action is executed on Contract, pre-request: set after action: Send Fields
to SFDC on WF page); GetAndUpdateFromSFDCToCLM (combination of both types - after contract
creation and workflow action execution). See Workflow Tab [page 73] for more details.
The following fields are mapped by default: When a contract is sent from CLM to SFDC, Standard CLM
fields are pulled from the Salesforce Package:
○ CLMContractId
○ CLM Contract Key
○ CLMContractTypeId
4. Click Object Mapper.
This tab lists all the Custom Objects mapped from Salesforce after contract creation. For details on how
the Custom Object feature is developed, see https://calliduscloud.atlassian.net/browse/CLM-391.
5. Click Other Mappings.
○ Select which salesforce Entity to attach the executed document: Select entity and make sure you have
after action set for Workflow Action: Send Attachments to Salesforce. See Workflow Tab [page 73] for
more details.
○ Attach Quote PDF. Attaches the quote PDF to the related account or opportunity.
○ Apply Mapping To Other Contract Types: This setting will override mappings of other Contract Types.
6. Save your settings.

 Note

The SFDC-CLM integration can be used to map standard objects with custom fields created in SFDC.
However, it cannot be used to map custom objects with custom fields. In SFDC Contact is related to

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 Account and once you create a contract from SFDC (from that Account) Contact will be available for
selection in CLM. Account info is mapped to CLM customer Object.

Related Articles

● Integration Steps [page 128]

● Pre-requisites [page 127]

3.11 C4C Integration

SAP C4C integration enables users to leverage SAP CRM data to manage contract and quote negotiations
more efficiently. When integration is enabled, a new CLM tab is added to C4C, which launches CLM in an
iframe, enabling users to create and edit CLM contracts and quotes from C4C. C4C user accounts are
integrated into CLM to allow users to switch between both the applications without having to log in again.
Contract status and permission settings are configured in CLM - same apply to Quotes.

Related Articles

● Pre-requisites [page 140]

● Integration Steps [page 141]

3.11.1 Pre-requisites

Make sure the following requirements are met before you proceed:

● The C4C tenant that is related to the C4C environment must be already created. See Verify C4C Provider
Settings in CLM [page 141] to ensure that the tenant settings are set up correctly.
● The user who performs the Integration Steps [page 141] must have the preferred Language set in Settings
[page 12].

 Note

CLM users are provisioned and automatically set as Active in CLM > Setup > Users. The usernames are
suffixed with the C4C Tenant Identifier, for example, if C4C tenant url is https://
myNNNNNN.crm.ondemand.com and C4C username is ‘jsmith’, then the CLM username is -
jsmith.myNNNNNN.

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Related Articles

● Integration Steps [page 141]

3.11.2 Integration Steps

To enable and set up C4C integration, perform the following steps:

1. Set up C4C Provider Settings in CLM [page 141]

2. Set up Application Settings - Stay on Contract Page [page 142]
3. Map C4C Objects and Fields [page 142]

Related Articles

● Pre-requisites [page 140]

3.11.3 Verify C4C Provider Settings in CLM

Check if the C4C Provider settings in CLM are set up correctly to enable the integration.

1. Log in to CLM and go to Setup > Other > Providers > C4C.

2. Enter the following information: C4C Tenant URL, C4C username, C4C password. C4C Tenant URL
example: https://myNNNNNN.crm.ondemand.com

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  Note

These parameter values are for the Production Environment.

 Note

Once C4C is enabled, you can access the CLM admin settings from C4C by clicking Contracts > CLM
Administration on the left panel.

Related Articles

● Pre-requisites [page 140]

● Integration Steps [page 141]

3.11.4 Set Up Application Settings - Stay on Contract Page

1. Log in to C4C and click Contracts > CLM Administration on the left panel.
2. Go to Setup > Other > Settings > Application Settings.
3. Set the stayOnContractPageAfterActionExecution parameter to True.

Related Articles

● Pre-requisites [page 140]

● Integration Steps [page 141]

3.11.5 Map C4C Objects and Fields for Contracts and Quotes

In order to share and exchange information from C4C to CLM, fields and objects must be mapped:

● Map C4C Objects and Fields for Contracts [page 144]

● Map C4C Objects and Fields for Quotes [page 145]

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Account and Contact Information

 Note

Account and Contact Information does not require mapping.

The following information is populated by default in C4C:

C4C Account CLM Customer

Account Name Customer Name (and Legal Name)

Address Line 1 Address 1

Address Line 2 Address 2 (if available)

Country Country

City City

State (if the country is USA) State (if the country is USA)

C4C Contact Information CLM Contact Information

E-Mail Email

Name Full Name (first name + last name)

Mobile Mobile Phone

Phone Work phone (if available)

Title Title

Language Language

Related Articles

● Pre-requisites [page 140]

● Integration Steps [page 141]

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3.11.5.1 Map C4C Objects and Fields for Contracts

To map the objects and fields for Contracts:

1. Log in to C4C and click Contracts > CLM Administration on the left panel.
2. Go to Setup > Other > Mapping > Integration Mapping for Contarct.
3. Select Contract Type for which you want to apply mapping.
4. Click Object Columns and add mappings for:
○ C4C Contract Header Fields: These are standalone fields inside the Contract Header.
○ Nested C4C Contract Objects: These are nested fields that can be represented as a table in the CLM
Contract.

 Note

Tag displays the name of the field that is displayed in the Contract Type template. The values are
populated (if available) in the contract.

5. Click Attachment Settings. Specify if you want to send the signed version of the document for this Contract
Type back to C4C.
If Send Signed Document to C4C Contract is set to Yes, once a contract is finalized, the signed PDF is
attached to the contract and is sent back to C4C. This option is applicable for both DocuSign and
AdobeSign integrations.
The name format of the signed PDF is: Agreement_<contractID>_<timestamp>.pdf
Example: Agreement_1650_19062019_19June2019.pdf
6. Click Price Component Configuration for Contract Header. For the Contract External Price Configuration
object in C4C, you can decide which price related information (Price Codes) you do not want to show in

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 order to protect business data. Select the Type Codes that can be shown.

7. Click Price Component Configuration for Items. For the Contract Item External Price Configuration object
in C4C, you can decide which price related information (Price Codes) you do not want to show in order to
protect business data. Select the Type Codes that must be shown.

8. Save your settings.

Related Articles

● Pre-requisites [page 140]

● Integration Steps [page 141]

3.11.5.2 Map C4C Objects and Fields for Quotes

In order to share and exchange information from C4C to CLM, fields and objects must be mapped.

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To map the objects and fields for Quotes:

1. Log in to C4C and click Contracts > CLM Administration on the left panel.
2. Go to Setup > Other > Mapping > C4C Integration Mapping for Sales Quote.
3. Select Contract Type for which you want to apply mapping.
4. Click Object Columns and add mappings for:
○ C4C Quote Header Fields: These are standalone fields inside the Quote Header.
○ Nested C4C Quote Objects: These are nested fields that can be represented as a table in the Quote.

 Note

Tag displays the name of the field that is displayed in the Contract Type template. The values are
populated (if available) in the Quote.

5. Click Attachment Settings. Specify if you want to send the signed version of the quote for this Contract
Type back to C4C.
If Send Signed Document to C4C Contract is set to Yes, once a quote is finalized, the signed PDF is
attached to the quote and is sent back to C4C. This option is applicable for both DocuSign and AdobeSign
integrations.
The name format of the signed PDF is: Agreement_<salesquoteID>_<timestamp>.pdf
Example: Agreement_1650_19062019_19June2019.pdf
6. Click External Price Component Configuration for Quote. For the Quote External Price Configuration
object in C4C, you can decide which price related information (Price Codes) you do not want to show in
order to protect business data. Select the Type Codes that can be shown.

7. Click External Price Component Configuration for Quote Item. For the Quote Item External Price
Configuration object in C4C, you can decide which price related information (Price Codes) you do not
want to show in order to protect business data. Select the Type Codes that must be shown.

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8. Similarly, you can specify internal price component configuration for quotes and internal price
configuration for quote items in the Internal Price Component Configuration for Quote and Internal Price
Component Configuration for Quote Item tabs respectively.

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9. Save your settings.

Related Articles

● Pre-requisites [page 140]

● Integration Steps [page 141]

3.12 NetSuite Integration

CLM-Netsuite integration allows users to utilize the guided selling capabilities provided by the ERP solution and
streamline the entire contract management process.

Related Articles

● Integration Steps [page 149]

● Troubleshoot [page 167]

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3.12.1 Integration Steps
Perform the following steps to integrate CLM and NetSuite:

● Configure NetSuite for Integration [page 149]

● Set up CLM for Integration [page 161]

Related Topics

● Integration Steps [page 149]

● Troubleshoot [page 167]

3.12.2 Configure Netsuite for Integration

● Create New Script [page 149]
● Deploy Script [page 152]
● Edit Script File [page 152]
● Add Permissions to Execute Script [page 154]
● Create Opportunity Form [page 155]
● Create Integration with CLM [page 159]

Create New Script

1. Log in to http://www.netsuite.com.
2. Create a New Script. Copy the CLMSSOSuitelet.js JavaScript file to your computer and unzip the file on
your computer.
3. From the top menu, go to Customization > Scripting > Scripts > New.

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4. Click on the plus button. Note that this button appears when you hover your mouse pointer over the text
field.

5. In the pop-up window, fill in text fields as follows:

○ Attach from: Computer
○ File Name: CLMSSOSuitelet.js. Select the CLMSSOSuitelet.js file you saved on your computer in step
2.
○ Folder: SuiteApps

6. Click Save.
7. In the Upload Script File window, click Create Script Record.

8. Select a Script Type.

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9. Enter the name of the script. The Field ID is populated by default later. In the Scripts tab, enter
buildSuiteletCLM in the Function field.

10. Click Save. The Script window is displayed.

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Deploy Script

1. In the Script window, click Deploy Script. The Script Deployment window is displayed.
2. From the Status drop-down, select Released.
3. From the Log Level drop-down, select Error.

4. Click Save. The URL is displayed in the Script Deployment window.

 Note

Once you fill out the form, make a note of the number from the URL field in the Script Deployment window.
You will need this to update suiteletId in the CLMSSOSuitelet.js file.

Edit Script File

1. Go to Customizations > Scripting > Scripts, find your script and click on the View link.

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2. In the Script Details window, click on the Edit link.

3. In the CLMSSOSuitelet.js file, update the value for the variable suiteletId with the value you wrote down in
Deploy Script > Step 4 [page 149].
4. Once you create the SSO integration, update the following line of code in CLMSSOSuitelet.js file:

varurl= nlapiOutboundSSO('customsso9');

with this code

varurl= nlapiOutboundSSO('YourIntegrationID');

 Note

The IntegrationID is the ID assigned to the SSO Integration.

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Add Permissions to Execute Script

1. To add permissions to roles to enable users to execute the script, go to Customizations > Scripting >
Scripts. Find your script and click on Edit.

2. Click on the Deployments tab and then click on your script. In the Audience section, select All Roles, All
Employees, and All Partners.

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Create Opportunity Form

1. Go to Transaction > Sales > Create Opportunities > List.

1. Select an opportunity from the list.

2. On the Opportunity page, at the top right corner, click the Customize >Customize Form link.

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3. Under the Tabs tab, populate the form as needed.

If you already have CPQ-NetSuite integration set, then you will already have OpportunityInit.js uploaded.
In this case, you should only copy and paste functions newContractCLM and viewContractCLM to the
existing script.
4. Copy the OpportunityInit.js file to your computer from the following link and unzip the file on your
computer:

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5. Click the Custom Code tab, and upload the script file OpportunityInit.js.
6. Type OpportunityInit.js as the file name.
7. When the file is uploaded, click the Open icon on the right-hand side.

8. Click Edit next to OpportunityInit.js.

9. Change the base URL in functions newContractCLM() and viewContractCLM():

system.na1.netsuite.com with the base URL of NetSuite web application URL you are using, for example,
system.sandbox.netsuite.com depends on the NetSuite environment.

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 Change functions newContractCLM and viewContractCLM so that the number located in their variables
URL, following the argument script, is the same number you wrote in Deploy Script > Step 4 [page 149].
Make sure to change tenant01 to your tenant ID. You can find tenant ID under Login > Settings > Tenant ID.
10. Click Save button.

11. Return to the Custom Code tab and, in the Page Init Function field enter initFunction.

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12. Go to Action tab > Custom Actions to add two custom actions: New CLM Contract and View CLM
Contract. Functions will be mapped to the functions defined in OpportunityInit.js
13. Click Add to add a new row. Enter LABEL text, FUNCTION name, and DISPLAY AS fields.
14. Once you complete steps for both functions, click Save.

Create Integration with CLM

1. Go to Setup > Integration > SuiteSignOn > New.

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2. Enter the required details.
○ Define and enter the Shared Secret Key. This will be used in the CLM Provider Settings as well.
○ Under Connection Points tab, define the CLM integration URL according to your CLM environment
URL.
○ ID that is assigned to your newly created Single SignOn must be inserted in the CLMSSOSuitelet.js
file.

3. Under User Identification tab, select the EMAIL, ACCOUNT, FIRST NAME, LAST NAME, and INTERNAL ID.

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4. Click Save. Write down your Consumer Key and Shared Secret because you will need it to configure the
integration settings in CLM.

Related Articles

● Integration Steps [page 149]

● Troubleshoot [page 167]

3.12.3 Configure CLM for Integration

● Configure Netsuite Provider Settings in CLM [page 161]

● Map NetSuite-CLM Fields [page 162]
● Create Custom Fields in NetSuite [page 164]
● Create CLM Contract from NetSuite Opportunity [page 165]
● Open CLM Contract from NetSuite Opportunity [page 164]
● Send Contract Field Values from CLM to NetSuite [page 167]

Configure Netsuite Provider Settings in CLM

You must set up the NetSuite Provider settings in CLM to enable the integration.

1. Log in to your CLM tenant with the credentials provided to you by the CLM Support Team.

2. Go to Setup > Other > Providers.

3. Select Netsuite.

4. Click Edit and set up the following parameters for your NetSuite integration:

● NetSuite Consumer Key: Enter the NetSuite consumer key you defined in Create CLM Integration [page
159].
● NetSuite Shared Secret: Enter NetSuite Shared Secret you defined in Create CLM Integration [page 159].
● NetSuite SingleSignOn URL: Enter https://BASE-URL/app/common/integration/
ssoapplistener.nl . Change the BASE-URL with the NetSuite web application URL you are using, for
example, system.na1.netsuite.com or system.sandbox.netsuite.com
● NetSuite WSDL URL: This is prepopulated with the version 2016_2 of WSDL. CLM currently supports
v2016_2_0 of Web Service. Make sure that you have entered the valid WSDL URL.

NetSuite WSDL versioning denotes:

● Major version: v2016_2

● Minor or patch version: _0

Example: https://webservices.netsuite.com/wsdl/v2016_2_0/netsuite.wsdl

5. Save your settings.

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Map NetSuite-CLM Fields

After configuring all integration settings are saved, you can map CLM fields with NetSuite custom fields.

Before you start mapping you should enable showing NetSuite custom field ID in NetSuite.

To enable showing NetSuite custom field ID:

1. Go to Home > Set Preferences. The General subtab is displayed by default.

2. In the Defaults section, click Show Internal IDs.

You can now view the NetSuite field id by clicking on a field’s label. The internal ID is displayed in the lower right
corner of the help pop up window.

To start mapping:

1. Go to Setup > Other > NetSuite Mappings.

2. In the Netsuite Integration Mapping page, select the CLM Contract Type.
3. In the Custom Field tab, specify the following:
? CLM Field: CLM field for selected contract type
? NetSuite Field: NetSuite field ID
? NetSuite Entity: NetSuite Entity type (currently supports for Opportunity)
? Type of Update:
○ ClmToNetsuite - send mapped field values on contract auto action
○ NetsuiteToCLM - receive mapped values from NetSuite and populate contract field values on contract
creation
○ Both
4. In the Standard Field tab, specify the following:

? CLM Standard Field: CLM standard fields for mapping. Currently supports sending to NetSuite: Contract
status, Contract key, Contract assignee, Contract creation date, Contract owner, Contract key and Contract id

? NetSuite Field: NetSuite field ID

? NetSuite Entity: NetSuite Entity type (currently supports Opportunity)

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Supported Mapping

Custom Field Mapping Table (CLM to NetSuite, NetSuite to CLM-on Contract

Creation)

CLM Field Type Field Type in UI

TEXT Free-Form Text,

USERLOOKUP* Text Area,

TEXTAREA*** E-mail Address**

SELECT_TYPEAHEAD

URL Hyperlink

NUMBER Decimal Number

CURRENCY Decimal Number

DATETIME Date/Time (both in one field)

CHECKBOX Check Box

* USERLOOKUP mapping is supported only for CLM to NetSuite direction

** E-mail address has to be in a valid format

*** Note that the maximum number of characters for textareaCLM field type is 1000. If you send more than
1000 characters, CLM will ignore that data.

Standard Field Mapping Table (CLM to NetSuite Direction)

CLM Standard Field Type Custom Field Type in UI

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 Free-Form Text
CONTRACT_KEY

CONTRACT_ID

CONTRACT_STATUS

CONTRACT_OWNER

CONTRACT_ASSIGNEE

CONTRACT_CREATION_DATE Date/Time (both in one field)

Create Custom Fields in NetSuite

1. To create custom fields in Netsuite, go to Customization > Lists Records, & Fields > Transaction Body
Fields > New.

2. Enter the required fields.

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The field is listed under Transactions.

Create CLM Contract from NetSuite Opportunity

Click Transactions > New Contract CLM.

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Open the respective contract type and view mapped fields under Details.

Open CLM Contract from NetSuite Opportunity

Click Transactions > View Contract CLM to view a list of existing contracts.

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Send Contract Field Values from CLM to NetSuite

For sending mapped contract field or mapped standard field values to NetSuite you have to create auto action
with selected “Send Fields to NetSuite” option.

After creation action will be shown in action menu on contract page. Note that only user that are authorized
through NetSuite can execute this action. (Authorization into CLM through NetSuite is done automatically after
you press New contract CLM / View contract CLM button in the NetSuite Opportunity). Also this action can be
executed only for contracts created from NetSuite. After executing this action mapped contract field values will
be send to NetSuite Opportunity from which this contract was created.

Related Topics

● Integration Steps [page 149]

● Troubleshoot [page 167]

3.12.4 Troubleshoot

This section lists the possible issues you may encounter with the integration and the resolution to fix the issue.

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● Wrong mapping configuration (unsupported mappings) [page 168]
● Date Time Conversion [page 169]
● Session Time Limits [page 169]

Wrong mapping configuration (unsupported mappings)

Sending field values from CLM to NetSuite may be ignored by NetSuite if fields are not mapped correctly (e.g.
sending CHECKBOX value to DATETIME).

In NetSuite-CLM Mapping Field Setup page, if you set mappings that are not supported, when you try to
create a contract, CLM will first try to convert received data correctly, otherwise received field data is ignored.

Unsupported CLM field type for mapping

CLM FIELD TYPE

SELECT

MULTISELECT

QUERY

DATE

Unsupported NetSuite custom field type for mapping

Custom Field Type in UI

Document

Multiple Select

List/Record

Integer

Rich Text

Currency

Help

Image

Inline HTML

Long Text

Password

Percent

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Time of Day

Date*

Currently, we do not support receiving date type value because NetSuite sends date values through the web
service. Also, we do not support sending DATE field to NetSuite due to time zone synchronization issue.

Date Time Conversion

When dealing with datetime fields, CLM will always convert NetSuite datetime with time zone to CLM datetime
with time zone. We suggest changing CLM time zone settings immediately after you access/authorize CLM
through the NetSuite for the first time.

Session Time Limits

CLM has session inactive time limit set to 60 minutes. That means that CLM will automatically log out a user
who logs in to CLM through NetSuite if there is no user activity for more than 60 minutes. If CLM automatically
logs out the user, the user needs to log in again through NetSuite to complete the action. After the user logs in
to CLM through NetSuite, CLM maintains web service session with NetSuite in order to communicate with
NetSuite and perform data transfer. However, this web service session is limited to 90 minutes due to the
NetSuite session token expiration time.

3.13 DocuSign Integration

DocuSign enables you to securely automate workflows, collect information, and sign contracts online with your
computer or mobile device. As an administrator, you can integrate and set up DocuSign with CLM, if your
organization chooses to use DocuSign for electronic signatures. This section describes the prerequisites and
integration steps:

● Prerequisites [page 169]

● Integration and Set Up [page 170]
● Configure Initials [page 170]

See Workflow Tab [page 73] for information on setting up action type for e-signatures.

Prerequisites

Prerequisites for integration include:

● DocuSign API Plan that allows Embedded Signing and Sending: To enable users to sign and send
documents through DocuSign, you need a DocuSign API Plan that allows Embedded Signing and Sending.
See DocuSign API Plans for more details.

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● DocuSign Production Environment: Integration must be set up with a DocuSign Production Environment in
order to remove the test watermarks from the documents. Note that a DocuSign Demo Environment is
temporary and must be used only for testing purposes.
● DocuSign Account with Administrator Rights: You need a DocuSign account with administrator rights to
integrate CLM and DocuSign.

Integration and Set Up

To integrate and set up DocuSign with CLM:

1. Log in to CLM as an administrator.

2. Click Setup > Other > Providers.
3. Click on the DocuSign icon and provide the following details:
○ docusign.username and docusign.password : DocuSign user name and password that is used to
identify your integration and authenticate your API calls. Add other DocuSign user accounts as
necessary.
○ docusign.url: DocuSign URL can differ between different accounts. For example, in certain production
tenants, we use https://na2.docusign.net, where na2 represents the server value, which is
determined by where your DocuSign Production environment resides. Current production server
instances for DocuSign are www, na2, eu1,eu.
4. Click Save. Test the integration by creating a DocuSign workflow action [page 79] in a contract type.

Configure Initials

Configure DocuSign to allow users to add their initials to the contract. Subordinates can use this feature to
insert their initials before sending the contract to their managers for signature.

1. In DocuSign, go to Document Custom Fields.

2. Click Add Fields to a field for initials.
3. Select Initials in the Name field.
4. Select Initial Here in the Type field.
5. Select Shared.
6. Enter the initials tag in AutoPlace Text.
7. Click Save.

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Related Articles

● DocuSign Integration - Troubleshoot [page 171]

● Action Type [page 79]

3.13.1 DocuSign Integration - Troubleshoot

This section describes the common problems you may encounter with DocuSign integration and the suggested
solution to resolve the problem.

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PROBLEM RESOLUTION

1. Log in to DocuSign with administrator rights.

User is unable to create and send envelopes.
2. Go to Users and Groups > Permission Sets.
3. Select the Can send envelope checkbox.

1. Log in to DocuSign with administrator rights.

A finalized version of the document is not sent to the signers
2. Go to Setup.
after the DocuSign process is complete.
3. Clear the Supress Emails to Embedded Signers check­
box.
4. Select the Use Envelope Complete Email for Embed­
ded Signers checkbox.

 Note

To view a list of DocuSign error messages and their meaning, see DocuSign Error Handling .

Related Articles

● DocusSign Integration and Set Up [page 169]

● Action Type [page 79]

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3.14 AdobeSign Integration

AdobeSign enables you to securely automate workflows and sign contracts online with your computer or
mobile device. As an administrator, you can integrate and set up Adobe Sign with CLM, if your organization
chooses to use Adobe sign for electronic signatures.

Pre-requisites

● Test Adobe Sign in the CLM Sandbox [page 174]

● Set up Adobe Sign Integration User Account for CLM Production [page 174]
● Disable Delegation In Adobe Sign [page 174]

Related Articles

● Integration Steps [page 173]

● Troubleshoot [page 177]
● Action Type [page 79]
● Workflow Tab [page 73]

3.14.1 Integration Steps

To enable AdobeSign integration, perform the following steps:

● Set up Adobe Sign Integration User in CLM [page 175]

● Set up Adobe Sign Workflow Action [page 176]

Related Articles

● Pre-requisites [page 173]

● Action Type [page 79]
● Workflow Tab [page 73]
● Troubleshoot [page 177]

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3.14.1.1 Pre-requisites

Test Adobe Sign in the CLM Sandbox

To test Adobe Sign functionality in the CLM sandbox, the integration user must create a Adobe Sign Test
Developer account in Adobe Sign Developer Edition . The test account created in the Developer Edition does
not have a trial period or signature limit, however, a Test watermark is displayed in the signed contract and the
contract name is prefixed with Test.

 Note

The integration user must use a test email address to create the Adobe Sign Test Developer account since
the same email address cannot be used to create a Adobe Sign Production account. Note that only Adobe
Sign production account should be used in the CLM production environment.

To enable integration, in Account > Account Settings > Security Settings, the option Allow Uncertified partner
applications to access data from this account must be enabled.

Set up Adobe Sign Integration User Account for CLM Production

Before you proceed with the integration steps [page 173], make sure that the Adobe Sign account is created for
the user that will be used as the integration user.

 Note

Ensure that the Adobe Sign account that will be used in the production CLM environment is not a Trial
version. Only Adobe Sign production account should be used in CLM production environment.

It is recommended that the customers (integration users) have their own Adobe Sign account since
agreements will go through their respective individual account. For more information on creating a new Adobe
Sign account, see: https://helpx.adobe.com/sign/help/quick_start_for_new_accounts.html

Disable Delegation In Adobe Sign

Disable the option to delegate the agreement to another user.

The integration user must set the following in their Adobe Sign account to disable delegation:

1. Go to Account > Account Settings > Global Settings

2. For Can users in my account delegate their signature?, select No, delegation is not allowed.
3. For Delegation for users outside my account, clear the checkbox.

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Related Articles

● Integration Steps [page 173]

● Troubleshoot [page 177]
● Action Type [page 79]
● Workflow Tab [page 73]

3.14.1.2 Set Up Adobe Sign Integration User in CLM

If your organization chooses to use Adobe Sign for electronic signatures, the Adobe Sign option is available in
Other > Providers. You must set up the Adobe Sign Integration User in CLM to enable the integration.

1. Log in to your CLM tenant with admin privileges.

2. Go to Setup > Other > Providers > Adobe Sign.

 Note

The Adobe Sign Domain value (https://calliduscloudclm.na2.echosign.com/) is pre-populated and

must not be changed. The AdobeSign domain represents where the CLM AdobeSign integration
application is located on AdobeSign servers. This is not related to the CLM server setup and should not
be customized by customers.

3. Click Authorize AdobeSign Request and provide the integration user's credentials in the Adobe Sign Login
page. Proceed.
4. Click Allow Access to allow Adobe Sign - CLM to be used for e-signatures for the integration user. The Allow
Access option is displayed only the first time the account is set up.

On completion, you will be navigated back to CLM and a confirmation message stating ‘Adobe Sign configured
successfully! is displayed.

 Note

To change the Adobe Sign integration user, change the credentials of the integration user. All agreements
will then be tracked on the changed account. Make sure the integration user is logged off from the Adobe

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 Sign portal/Adobe Sign accounts when the credentials are being changed or open CLM in incognito mode
to change the integration user.

Related Articles

● AdobeSign Integration [page 173]

● Pre-requisites [page 173]
● Set up Adobe Sign Workflow Action [page 176]
● Troubleshoot [page 177]

3.14.1.3 Set up Adobe Sign Workflow Action

To send the contract to multiple signers via AdobeSign, set up the workflow action in the Contract Type to use
Adobe Sign.

1. Go to Setup > Contract Type > Add Workflow Action.

2. Select Action Type as AdobeSignMultipleSign.
3. In Permission Rules, select the users who can send the contract for signature. If the user picks just one
user in Negotiation Space > Details, AdobeSign facilitates Single Sign.
4. In theSign MultiSign panel, specify the following:
○ Send Adobe Sign email to internal/external signers: Select the email template to use to send an
email to all internal and external users who need to sign the contract.
○ Send Email after all users sign: Select email template to use to send an email to the initiator after the
contract is signed by all the users.
○ Send Email to initiator if user declines signing: Select email template to use to send an email to the
initiator if the signature is declined.
5. Fill out all other required fields and Save. See Workflow Tab [page 73] for more information on setting up
workflow actions.

 Note

You can configure a Contract Type to use DocuSign and AdobeSign, however, once the signing process has
started via one of the applications, the user cannot switch to the other application.

 Note

The contract opens in a Modal window in CLM for Adobe Sign signature. The signer must not be logged into
the Adobe Sign portal/any Adobe Sign account in the same browser. If this scenario occurs, the signer
must log out from the Adobe Sign portal/all Adobe Sign accounts, dismiss the Modal window in CLM, and
click Sign again to sign the contract in the Modal window.

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Related Articles

● AdobeSign Integration [page 173]

● Pre-requisites [page 173]
● Set up Adobe Sign Integration User in CLM [page 175]
● Troubleshoot [page 177]

3.14.2 AdobeSign Integration - Troubleshoot

This section describes the common problems you may encounter with Adobe Sign integration and the
suggested solution to resolve the problem.

Error RESOLUTION

The integration user is not set up. See Set up Adobe Sign In­
Could not open contract in Adobe Sign window!
tegration User in CLM [page 175] for details.

Adobe Sign is not properly configured! Please contact your

Administrator

Unable to create agreement on Adobe Sign. Check email ad­ Check the signer's email address format.
dress of the signer(s) or contact your CLM administrator.

Frequently Asked Questions

Is SingleSignOn(SSO) provided as part of the integration?

Yes, SSO is a part of the integration. When you send a contract for signature, Adobe Sign is accessible through
a web pop-up window. The signer can proceed with the task without having to log in to the Adobe Sign account.

Can I log in to Adobe Sign account and sign the agreement?

Sending a direct link to the contract is disabled to prevent users from signing contracts outside CLM. Adobe
Sign integration should be used only from CLM.

Related Articles

● Pre-requisites [page 173]

● Action Type [page 79]
● Workflow Tab [page 73]

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3.15 IdP Integration

CLM provides user authentication through an External Identity Provider (IdP). Using IdP, you can store and
authenticate the identity of the users who access the CLM application.

When IdP is integrated with CLM, CLM differentiates the CLM users as Internal Users and External Users:

● Users that log in to CLM with username and password are considered Internal Users. Users who log in to
CLM using the SSO link are called External Users.
● Internal Users become External Users after their first log in via SSO.
● External Users cannot log in to CLM with username and password. They can log in only through the SSO
link that is generated in the CLM > Providers > IdP Setup.
● User data of External Users can only be changed in IdP (not in CLM) because user details and permissions
are controlled and managed in IdP.
● IDP can be configured in CLM by an internal user who has admin privileges. External users cannot make
IDP configuration changes.

CLM currently supports OAuth2.0 and OpenID authentication protocols. The following image illustrates the
authorization flow.

The authorization flow is described below.

1. Users access the SSO link.

2. CLM requests authorization code from the authorization server.
3. User is authenticated with their username and password via IdP.
4. The authorization code is sent to the tenant redirect page.
5. CLM uses the authorization code to obtain the access token.

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6. Authorization server validates the authorization code and issues the access token.
7. CLM sends the UserInfo request to obtain all the necessary data of the authenticated user.
8. The UserInfo is returned as JSON object containing data of the authenticated user. See User Creation via
IdP [page 180] for details.
9. Userinfo script is executed if required. See User Creation via IdP [page 180] for details.
10. CLM creates or updates user in CLM and logs in the user as authenticated user.

Related Information

Integration Steps [page 179]

3.15.1 Integration Steps

This section describes the steps to integrate IdP with CLM.

Context

Using IdP, you can store and authenticate the identity of the users who log in to the CLM application.

 Note

Departments, Permission Groups, and Assignment Roles should be previously created in CLM and
matched with the data that is sent from Idp.

Procedure

1. Log in to CLM and go to Setup > Other > Providers > IdP.

2. Set the following parameters according to the defined OAuth2 and OpenID standards:
○ Client ID: Used for client authentication with the authorization server.
○ Client Secret: Used for client authentication with the authorization server.

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○ Scope: Specify the scope of the access request.
○ Authorization Endpoint: Required to obtain Authorization Code.
○ Optional Authentication Request parameters: Specify extension parameters, if any. Example:
&acr_values=idp/tnt1&max_age=100&display=page
○ Token Endpoint: Required to obtain Access Token and optionally a Refresh Token.
○ UserInfo Endpoint: UserInfo endpoint is used to obtain all the necessary data to create or update data for
an authenticated user in CLM. See User Creation via IdP [page 180] for more details.
○ Token Revocation Endpoint: Required to notify authorization server that the issued access and refresh
token must be revoked. (Optional parameter)
○ Redirection URI: Used to redirect to the CLM after user authentication.
○ JWT Secret key for SSO Link creation: JWT Secret is required to generate the SSO link. If you change the
JWT Secret, you will need to generate a new SSO link. It can be any string. We suggest using a string of 8
to 16 characters that is hard to guess.
3. Click Get SSO Link. The generated SSO link can be shared with the users who need to access CLM
through IdP.

Related Information

IdP Integration [page 178]

3.15.2 User Creation via IdP

Since every CLM user authenticated via IdP is created or updated using data received from IDP, a user data list
is required by IdP.

This means that next list of data should be pushed to UserInfo Endpoint. See example below.

 Note

Note: Bolded fields indicate mandaory fields.

 Sample Code

{
...

"isAdmin":true,
"canViewAllContracts":false,
"canSetContractToConfidential":false,
"title":"Mr",
"firstName":"First name",
"lastName":"Last name",
"mobilePhone":"+38164333222111",
"workPhone":"+38164333222111",
"email":"[email protected]",
"username":"[email protected]",
"timeZone":"Europe/Belgrade",
"reportsTo":"[email protected]",
"department":"Default",
"permissionGroup":"Admin",

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 "assignmentRoles":["Legal Operation", "Finance Operation", "Admin"]
...
}

In case IDP cannot provide all user required fields, CLM Administrators can generate or modify UserInfo via
scripting.

For example, if the userInfo endpoint can provide Permission Group info, but cannot provide next data:

 Sample Code

"isAdmin"
"canViewAllContracts"
"canSetContractToConfidential"

Admin can use a script which will add this data to userInfo object before it is updated in CLM:

 Sample Code

if (userInfo.permissionGroup.toLowerCase() === 'admin') {

userInfo.isAdmin = true;
userInfo.canViewAllContracts = true;
userInfo.canSetContractToConfidential = true;
} else {
userInfo.isAdmin = false;
userInfo.canViewAllContracts = false;
userInfo.canSetContractToConfidential = false;
}

3.16 Bulk Import

The Bulk Import functionality allows CLM Administrators to import contracts and related content from an
external source into CLM.

 Note

Upto 10000 rows can be imported via the excel file. Maximum file size allowed for import is 10 MB. If the
specified configurations are not met, the system displays an appropriate message.

The following entities can be configured and imported:

● Contract with documents and attachments [page 185]

● Contract Relationships [page 190]
● Clauses [page 188]
● Fields [page 188]
● Customers [page 188]
● Contacts [page 188]
● Users [page 188]

Import configuration contains JSON configuration, which are written objects representing fields corresponding
to the entity being imported. Fields from import configuration are used to map data from Excel files. During

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Import, fields from the excel sheet are automatically mapped to the fields in the import configuration at the
click of a button.

Following fields are referenced in the configuration:

● classDomainName: Represents domain class name of the field for the entity that is being imported.
Complex fields have their own classDomainName.
● field: Represents field name from Domain class.
● subfield: Indicates if the field is complex. If complex, it contains a subfield. Example: ClauseCategory
● required: Indicates if the field is required or optional when importing an entity (Y/N).

Related Topics

● Fields and Sub Fields [page 182]

● Bulk Import Audit [page 192]
● Best Practices for Bulk Import [page 193]
● Bulk Import FAQs [page 196]
● Bulk Export [page 197]

3.16.1 Fields and Subfields

This section describes the fields from domain classes and the corresponding subfields. Objects are created in
the import configuration based on the listed fields and subfields. The list is populated as new entries are added.

CLM allows you to import the following entities:

● Contract with documents and attachments

● Contract Relationships
● Clause
● Fields

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● Customer
● Contacts
● Users

The following section lists the default fields and subfields corresponding to each entity:

CLAUSE (classDomainName: “ClauseCDO”):

- id

- name

- content

- clauseCategory (classDomainName: “ClauseCategoryCDO”)

- name

FIELD (classDomainName: “FieldCDO”):

- id

- name

- label

- defaultValue

- options

- optionsWeight

- audit

- property1

- property2

- property3

- autoGenerated

- fieldType

- fieldCategory (classDomainName: “FieldCategoryCDO”)

- name

CUSTOMER (classDomainName: “CustomerCDO”):

- id

- legalName

- customerName

- address1

- address2

- city

- state

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- country

- zipcode

CONTRACT (classDomainName: “ContractCDO”):

- id

- legalName

- owner (classDomainName: “UserCDO”)

- login

- customer (classDomainName: “CustomerCDO”)

- customerName

- status (classDomainName: “StatusCDO”)

- name

- sfdcOpptName

- externalStatus (enum values: None/CheckedOut)

- created

- parallelApproval (enum values: None/InProgress/Rejected/Completed)

- docuSignStatus (enum values: None/InProgress/Completed/Declined)

- isParent

- contactPerson (classDomainName: “ContactPersonCDO”)

- email

CONTACTPERSON (classDomainName: “ContactPersonCDO”):

- id

- email

- firstName

- lastName

- title

- mobilePhone

- workPhone

- customer (classDomainName: “CustomerCDO”)

- customerName

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Related Topics

● Bulk Imports [page 181]

● Bulk Import Audit [page 192]
● Best Practices for Bulk Import [page 193]

3.16.2 Importing Contracts with Attachments and

Documents

CLM allows you to import contracts with attachments and documents at the same time, using the same excel
sheet.

When contracts are imported with documents, the document imported in the .zip file becomes the default
template for that contract in CLM. You can import only one document per contract.

When contracts are imported with attachments, all attachments are listed under Details > Attachments in the
CLM User Interface.

To import contracts with documents:

1. Click Setup > Other > Bulk Import/Export.

2. Click Import.
3. Click Import next to Contracts with attachments and documents.
4. Click Choose File and locate the .xls file that contains the data you want to import into CLM. Click Upload.
5. From the Select Contract Type drop-down, select the contract type for which you want to import
documents or attachments. You must import contracts of the selected contract type only.

CLM populates corresponding data from the excel file and displays fields derived from the excel file in the
Fields from Excel section.
The Map to Contract section displays fields derived from the import configuration for contracts and fields
configured for the selected contract type in step 5.

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6. Click Auto relate fields. The Map from Excel section displays automatically mapped fields which follow the
same naming convention as the fields in Map to Contract. The first field in Map from Excel is mapped to the
first field in Map to Contract. Similarly, other fields are mapped in the corresponding order.
7. Optionally, you can save the mapping configuration to use the configuration for further imports of same or
other contract types
○ To save a mapping configuration, click Save mapping configuration and enter a name for the
configuration.
○ To access saved configurations, click Load mapping configuration.
8. For In case of error during import, select:
○ Save Successful: Select this option to save the entities that are imported successfully in case an error
occurs during import. On completion, you will receive a .zip file with the following files:
○ success Excel file which contains the names of all the successfully imported entities.
○ error Excel file which flags names of all entities that failed during import.
○ Don’t save anything: Select this option if you do not want to save any entity in case an error occurs
during import. You will receive an error message with details about the row number in the excel file
where the error occurred.
9. Click Choose File and locate the .zip file that contains the documents/attachments that need to be
imported. The .zip file must only contain documents/attachments. The .zip file must not contain nested
folders. or
Select Use default template (Template from selected Contract Type) to import contracts using the default
template that is already configured in CLM. For example, if you upload SOW contracts and select Contract
Type as Statement of Work, the SOW contracts will be mapped to the contract type template SOW. When
this option is checked, the Upload Documents (.zip) option is disabled.
10. To to specify the number of contracts that should be saved in one batch, select the Number of contracts to
save in batch option, and specify the batch size. The Bulk Import Audit page is refreshed each time a batch
is saved.
11. Click Import. Uploaded contracts contain the template from the column FilePathDocuments and
attachments from the column FilePathAttachments. On completion, an output folder is downloaded on
your computer. The folder contains files with appropriate success and error messages. Make sure pop-ups
are allowed on your browser in order to allow the download.

 Note

Column and field names in the excel sheet must be same as the field names derived from the import
configuration.

For each upload, the following must be present in the excel sheet:

1. Name the column which represents the ID of the entity as Id

2. FilePathAttachments (name of the attachments)
3. FilePathDocuments (name of the documents)

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An example of the excel file is shown below:

Related Topics

● Using File Path to Upload Attachments [page 187]

● Best Practices for Bulk Import [page 193]
● Bulk Import Audit [page 192]

3.16.2.1 Using File Path to Upload Attachments

You can upload one or more attachment(s) per contract in CLM.

● To upload multiple attachments per contract, you must divide the attachments by using a vertical bar |
● To rename the uploaded attachment, you must insert a new name for the attachment after the question
mark ( ? )

An example of the excel file is shown below:

The .zip file uploaded in this case should have two attachments:

● CLM-BulkExport-18000.docx
● CLM-BulkExport-18001.docx

The result of importing the excel file shown above would be as follows:

● First row – Contract will be saved with one attachment uploaded. The name of the attachment file is CLM-
BulkExport-18001.docx
● Second row – Contract will be saved with three attachments uploaded. The names of the attachments files
are: dejan . docx , janko.docx and CLM-BulkExport-18001.docx
● Third row – Contract will be saved with one attachment uploaded. The name of the attachment file is:
dejo.docx. The attachment with name CLM-BulkExport-not exists -18001.docx will not be
uploaded as it does not exist in the .zip file.

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The naming conventions for the attachment files are illustrated below:

● CLM-BulkExport-18000.docx ? dejan.docx

Part of this string before ? is the name of the attachment from the .zip file and a portion of the string after ? is
the new name of the attachment.

In this example, attachment with the name CLM-BulkExport-18000.docx is being imported and saved in
CLM with the name dejan.docx :

● |

Use this character (vertical bar) to separate attachments when there are more than one attachment files being
uploaded.

● ?

Use this character (question mark) to separate the current name of the attachment from the new name of the
attachment. The attachment is saved with the new name in CLM.

● CLM-BulkExport-18000.docx ? dejan.docx | CLM-BulkExport-18001.docx ? janko.docx

In this example, two attachments are being uploaded. The file names are dejan.docx and janko.docx
respectively.

● CLM-BulkExport-18000.docx

In this example, the attachment is being uploaded with the given name that is, CLM-
BulkExport-18000.docx since there is no ? in the name of the attachment.

Related Topics

● Bulk Imports [page 181]

● Bulk Import FAQs [page 196]

3.16.3 Importing Clauses, Fields, Customers, Contacts, Users

The steps involved to import Clauses, Fields, Customers, Contacts, and Users into CLM are the same. The
content of the excel file varies for each entity.

To import data for Clauses, Fields, Customer, Contacts, or Users:

1. Click Setup > Other > Bulk Import/Export .

2. Click Import.
3. Click Import next to the entity you want to import. Example: Customers.
4. Click Choose File and locate the . xls file which contains the data you want to import into CLM.
For example, select the file that contains data to import Customers into CLM.

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5. Click Upload. CLM populates corresponding data from the excel file and displays fields derived from the
excel file in the Fields from Excel section. The Map to Customers section displays fields derived from the
import configuration for contracts.
6. Click Auto relate fields. The Map from Excel section displays automatically mapped fields which follow the
same naming convention as the fields in Map to Customers. The first field in Map from Excel is mapped to
the first field in Map to Customers. Similarly, other fields are mapped in the corresponding order.

7. Optionally, you can save the mapping configuration to use the configuration for further imports of same or
other contract types
○ To save a mapping configuration, click Save mapping configuration and enter a name for the
configuration.
○ To access saved configurations, click Load mapping configuration.
8. For In case of error during import, select:
○ Save Successful: Select this option to save the entities that are imported successfully in case an error
occurs during import. On completion, you will receive a .zip file with the following files:
○ success Excel file which contains the names of all the successfully imported entities.
○ error Excel file which flags names of all entities that failed during import.
○ Don’t save anything: Select this option if you do not want to save any entity in case an error occurs
during import. You will receive an error message with details about the row number in the excel file
where the error occurred.
9. Click Import. On completion, an output folder is downloaded on your computer. The folder contains files
with appropriate success and error messages. Make sure pop-ups are allowed on your browser to allow the
download.

 Note

Column and field names in the excel sheet must be same as the field names derived from the import
configuration.

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Related Topics

● Bulk Imports [page 181]

● Bulk Import Audit [page 192]
● Best Practices for Bulk Import [page 193]

3.16.4 Contract Relationships

CLM has the ability to capture parent-child relationships for contracts. A parent-child relationship describes the
hierarchical association between two or more contracts.

To import data about related contracts into CLM:

1. Click Setup > Other > Bulk Import/Export.

2. Click Import.
3. On Bulk Import list page, click Contract Relationships.
○ In the first column, add contract keys of child contracts.
○ In the second column, add contract keys of parent contracts.
An example of a .xls file with the header row and contract key information is shown below:

Ensure to follow these rules when entering data in the Excel file which will be used for importing
relationships. It is important to follow these specifications because of possible database data collision.
○ One child contract can only have one parent contract.
○ Multiple contracts can have the same parent contract.
○ If contract does not have children, it can have any parent.
○ If contract has children, it can have only parent contract which does not have parent.
4. Upload the .xls file with the relationship data. The .xls file must contain a header row for contract keys:
5. Click Import. On completion, an output folder is downloaded on your computer. The folder contains files
with appropriate success and error messages. Make sure pop-ups are allowed on your browser in order to
allow the download.

Related Topics

● Bulk Imports [page 181]

● Bulk Import Audit [page 192]

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● Best Practices for Bulk Import [page 193]

3.16.5 Acceptable Values for Custom Fields When Importing

Contracts

When you import contracts with documents or attachments, CLM maps the custom fields to specific contracts
uploaded in CLM. The table below describes the values that are acceptable in the excel file for the custom
fields:

Field Acceptable Values

TEXT Any string value up to 999 characters.

If maximum character limit is exceeded, an error is shown.

NUMBER Any string value; Number is preferable.

DATETIME Values in these formats: [8-Dec-05], [2005-10-31], [10/31/2013]

DATE Values in these formats: [8-Dec-05], [2005-10-31], [10/31/2013]

CURRENCY Any string value; Number is preferable.

URL Any string value; URL is preferable (http://www.google.rs)

CHECKBOX True or False. You must type in the following format: true or false.

Do not type an apostrophe before the word true or false. Excel treats the value as a string value,
not logical value.

SELECT Any string value from the field option values.

USERLOOKUP Any string value; UserID is preferable.

TEXTAREA Any string value up to 999 characters. If maximum character limit is exceeded an errorr is shown.

MULTISELECT Any string value from field option values. It must also have ',' as a separator/delimiter for multi­
ple values.

SELECT_TYPEAHEAD Values for select field type must have ',' as a separator/delimiter.

Related Topics

● Bulk Imports [page 181]

● Bulk Import Audit [page 192]
● Best Practices for Bulk Import [page 193]

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3.16.6 Updating Entities

Entity Id is required to update these existing entities: Contracts, Customers, Contacts, Clauses, and Fields.

The Id is used to map the field Id from import configuration to the field Id in the excel file.

The applicable column in the Excel file must be named Id. You must also add the ID value of the CLM entity that
is updated to the Excel cell in the column category Id.

In the example shown below, the user wants to update Contract with id = 12051, create a new Contract (row 3),
and update the contract with id = 999999.

To insert new contracts in CLM:

● You can leave column Id empty in the Excel file if field Id is mapped; or
● Refrain from mapping Id field in the Import Detail page. Do not include field Id in the Map from Excel
section.

Related Topics

● Bulk Imports [page 181]

● Bulk Import Audit [page 192]
● Best Practices for Bulk Import [page 193]

3.16.7 Bulk Import Audit

The Bulk Import Audit feature tracks all the bulk import operations executed on the tenant and displays the
real-time status of an import. It also logs any errors that may have occurred during import and displays a brief
description of the type of error, if available. You can download the error file to analyze and resolve the errors.

The Bulk Import Audit feature captures the following details about the import operations:

● Import Start Date: Date import started

● Import End Date: Date import ended
● Status of Import: Real-time status of the import (In Progress or Completed)
● Total Number of Imported Rows: Total number of currently imported rows
● Total Number of Rows in Excel File: Total number of data rows
● Import file: Name of the .xls file imported
● Has Errors: Indicates if the import operation had errors
● Error Description: Provides a brief description of the error if available

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● File: Allows you to download the error file
● Performer: Name of the performer who performed the import
● Type of import: Type of entity being imported

To access bulk import audit:

1. Click Setup > Other > Bulk Import/Export.

2. Click Import.
3. Click Bulk Import Audit to view a quick summary of the bulk import operations executed on the tenant and
related errors (if any).
4. To view the error file, click the respective file link.

Related Topics

● Bulk Imports [page 181]

● Bulk Import Audit [page 192]
● Best Practices for Bulk Import [page 193]
● Bulk Import FAQs [page 196]

3.16.8 Best Practices for Bulk Import

Quick Links

● Customers [page 194]

● Contacts [page 194]
● Clauses [page 194]
● Fields [page 195]

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● Contracts with Documents [page 195]
● Contracts with Attachments [page 196]

This section describes the format of the import file (.xls) for all the entities and the general best practices
recommended for bulk import. You must ensure that column and field names in the excel sheet are same as
the field names derived from the import configuration.

It is recommended to export the existing entity to get a properly formatted .xls file which can be used for
import purposes with new or updated data.

Customers

Legal Name and Country are required fields to import Customer data into CLM.

Legal Name and Customer Name can have same or different values. These values can be used for looking up
the customer in Contract Editor > Details. For Example: If Legal Name is ‘ABC Limited’, Customer Name can be
repurposed as a different field (customer id) to store ’1234’ as the value.

Contacts

First Name, Last Name, Email, and Language are required fields to import customer’s contacts into CLM. To
associate a contact with a customer, you must first import the customer list and then when importing the
contact, you must provide the Customer Name in the Contacts .xls.

Supported Languages are: English, German, Spanish, French, Japanese and Italian.

Clauses

Name and Clause Category are required fields to import Clauses into CLM. You must create Clauses Categories
before importing the Clauses under a Clause Category. Go to Setup > Contracts > Clause Categories to
create a Clause Category. The FilePathDocuments column must list the name of the file that contains the
clause content.

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Test.docx (Example)

Fields

Name, Label, Field Type, Field Category, and the Auditable columns are required to import custom fields into
CLM.

Field Categories must be created before importing the fields under a category. Go to Setup> Fields> Field
Categories to create Field Categories.

Contracts with Documents

Important guidelines to import Contracts with Documents:

● Import sheet must have a column with label File Path listing the documents to be uploaded.
● Only one document name must be specified in the file path column. It should be .doc/.docx version
document
● Full document name along with file extension must be specified in the column File Path
● Folder structure must be maintained without any nested folders
● Id, LegalName, External Status, Owner are optional fields

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● Refer Using File Path to Upload Documents for information on File Path.

Contracts with Attachments

Important guidelines to import Contracts with Attachments:

● Import sheet must have a column with label File Path listing the attachments to be uploaded.
● Full attachment name along with file extension must be specified in the column File Path
● Folder structure must be maintained without any nested folders
● Id, LegalName, External Status, Owner are optional fields
● Any number of files of any type can be attached to a contract. Make sure you follow the syntax while
attaching multiple files on a single contract.
● Refer Using File Path to Upload Attachments [page 187] to know how to rename files while uploading the
files as attachments.

Related Topics

● Bulk Imports [page 181]

● Bulk Import FAQs [page 196]
● Bulk Import Audit [page 192]

3.16.9 Bulk Import FAQs

Q: What is the difference between Contracts with Attachments and Contracts with Documents?

A: When contracts are imported with documents, the document imported in the .zip file becomes the default
template for that contract in CLM. You can import only one document per contract. When contracts are
imported with attachments, all attachments are listed under Details > Attachments in the CLM User Interface.

Q: Is there a limitation for the total file size or number of documents that can be exported?

A: No, there is no limitation on total file size or number of documents that can be exported using this tool. If the
resulting zip file is greater than 1GB, attachments or documents will be divided into multiple zip files. However,
exporting a large amount of data can take longer to complete.

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Q: CLM Bulk Import Tool displays the following error at times: Error occurred during import in excel row X.
Why does this error occur?

A: Any invalid field mapping can cause this error. To locate the problem, do one of the following:

● Select the Save Successful for In case of error during import option when importing.
● If you do not want to use the Save Successful option regularly, you can copy only the problematic row to a
new Excel file and try to import with this option selected. You will then receive two Excel files (Success and
Error). In the Error section of the result, you will be able to locate the exact problem with the Excel file you
are trying to import.

Q: How is File Path used?

A: File Path field is a special column in the Excel file. It should always remain on the left side of the list that is
Fields from Excel. This column should be only used in order to find necessary documents or attachments. It
should not be mapped to anything.

Q: How do I find the ID of an entity - Contracts, Customers, Contacts, Clauses, and Fields?

A: To retrieve the ID of an entity, you must export the desired entity using Bulk Export [page 197]. The ID of the
selected entity is one of the default fields in the exported file.

Related Topics

● Bulk Imports [page 181]

● Bulk Import Audit [page 192]
● Best Practices for Bulk Import [page 193]

3.17 Bulk Export

The Bulk Export functionality allows you to export and download selected contracts with related attachments
or documents. All custom fields and the entire list of users, customers, and contacts can be easily exported in
Excel format for offline use.

 Note

Up to 15000 contracts that can be exported at a time. If the specified configurations are not met, the
system displays an appropriate message. You can also exclusively export field data, without attachments or
documents. The maximum number of fields that can be exported is 16,000.

To export:

1. Click Setup > Other > Bulk Import/Export.

2. Click Export.
3. Click Export next to the entity you want to export. The following entities can be exported:
○ Contracts with documents
○ Contracts with attachments

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 ○ Contracts with fields
○ Customers
○ Contacts
○ Clauses
○ Fields
○ Users
4. If applicable, select the specific contract type, field, contract ID, or customer data you would like to export.
5. Click Export. Selected contracts are available for download in a .zip format, and selected data is exported
to a .xls file.

 Note

The ID of the selected entity is always exported to the .xls file.

Related Topics

● Bulk Import [page 181]

● Best Practices for Bulk Import [page 193]
● Bulk Import FAQs [page 196]

3.18 View/Restore Deleted Contracts

Click Setup > Quick Links > View Deleted Contracts to view a list of deleted contracts. As an administrator, you
can restore a deleted contract or permanently delete the contract from CLM.

To restore a contract:

1. Click Setup > Quick Links > View Deleted Contracts.

2. Click Restore next to the contract you want to restore.

To permanently delete a contract:

1. Click Setup > Quick Links > View Deleted Contracts.

2. Click Delete next to the contract you want to delete.
3. Click Yes to confirm. The contract is removed from cannot be restored.

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  Caution

When contracts are deleted using the Negotiation Space > Delete option, the contract can still be restored
from the View Deleted Contracts section by the CLM administrator. When contracts are deleted from the
View Deleted Contracts section, the contracts are permanently removed from CLM and cannot be restored.

Related Articles

● CLM for Administrators [page 57]

● Quick Links [page 58]
● Delete a Contract [page 44]

3.19 Admin Audit Trail

Administrator Audit Trail tracks all changes made to the user data (People, Customer, and Contact) in CLM. It
provides a chronological record of all the changes, enabling administrators to trace and monitor updates.
Administrators can perform a search and also export the audit records to an excel sheet.

The Audit trail log records the following information:

● Created Time: Timestamp of when the action was performed.

● Performer: Username and email address of the user who performed the action.
● Section: Workspace where the action was performed or change was made. Options include People,
Customer, Contact, User Profile, Change Password, Rule, Contract, Import, and Dashboard.
● Description: Description of the action. Indicates whether data was added, changed, deleted, accessed, and
if any sensitive data was filtered or exported.
● Type: Indicates the type of action performed. Options include SET, UNSET, CHANGE, VIEW, DELETE,
EXPORT, RESTORE, and FILTER.
● Field: Displays the field that was changed.
● Old Value: Displays old value of the field.
● New Value: Displays the updated value of the field.

To access this feature:

1. Navigate to Setup > Others > Admin Audit Trail. The Audit Trail record is displayed.
2. To conduct a search, enter a search key in the search field. For example, you can search records in which
the Reports to field was updated. Use the filter option to narrow down the search by Section, Type, or
Performer.

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3. To export the records to an excel sheet, click Export.

 Note

Only users who are assigned the DPO role [page 108] can view Personal Sensitive Data. Also, Audit Trail
displays sensitive Customer and Contact fields that were used for filtering or exporting contracts. This
information is only available to users with DPO role.

Related Articles

● CLM for Administrators [page 57]

● Application Setting [page 201]
● Mail Setting [page 202]
● Password Policy [page 204]
● Countries Administration [page 202]

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3.20 Application Settings

Application settings enable you to set and save system-wide settings and user preferences for all users on this
tenant.

Click Setup > Other > Settings > Application Settings. Click the edit icon next to a system setting and set the
required preference.

● passwordExpirationCustomerPortal: If specified, the Customer Portal Password expires after the specified
duration. This is also the duration when the user is prompted to change the password.
● sendStandardFieldsToSFDCOnActionExecution: Specify if standard fields must be sent to Salesforce every
time a workflow action is executed. Select True for Yes and False for No. The default setting is No. When
set to No, the standard field values are synced via the After-Action option set in the Workflow tab.

● deleteAuditTrail: If specified, the User Audit Logs are deleted after the specified duration.

● actionPerform: Specify if users should be notified via email after executing workflow actions. Select True
for Yes and False for No.
● deleteUnusedContactsAndCustomers: If specified, unused Contact and Customer data is deleted after the
specified duration.

● userNotification: Specify if users must receive Dashboard Notifications via email. Select True for Yes and
False for No.

● customerPasswordRandom: Specify if the Customer Portal Contacts should receive a random system
generated password or the default preset password to log in to the Customer Portal. The default preset
password is password. Select True for Yes and False for No.

● sendSeparateEmailAndPassword: Specify if the customer portal link and credentials must be sent in
separate emails. True is the default and recommended setting to enhance security. If set to No, customers
will receive the link and the credentials in the same email.

● stayOnContractPageAfterActionExecution: Specify if the users must stay on the Negotiation Space after
executing the workflow action. When this key is set to False, users return to the Dashboard after
performing the workflow action. The default setting is False.

● walkMe: Specify if the online help must be accessible from the application pages. Select True for Yes and
False for No.

● sfdcOpptyUpdateOnContractDelete: Specify if the Contract fields must be updated in SFDC Opportunity

when a contract is deleted. Select True for Yes and False for No.

● useDocuSignIntegrationUser: Specify if the user's DocuSign account must be integrated with CLM. If set to
True, the default integration user account is used and the user's DocuSign account is not integrated. This
is the default setting. If set to False, the user's DocuSign account [page 12] is integrated with CLM. When
the integration is enabled, every time the user sends a CLM contract for DocuSign signature, the contract
is also inserted in the integration user's DocuSign account as an envelope. Users can then log in to their
DocuSign account, view the contract envelope sent out through CLM, and leverage DocuSign features,
such as track the contract's activity, send a direct link of the contract after the contract is signed, etc.

● emailTokenDuration: Specify the duration after which the contract link that is sent to the users must
expire. The contract link expires after the specified duration and the users can no longer access the
contract by clicking on the link. This is a security feature and the default setting is 24 hours.

● noValueVelocityTag: Specify the value that should be displayed for empty tags in the document when the
actual value is not available.

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● mapFieldFromSfOnContractEdit: Specify if mapped fields in CLM should be updated in real-time when the
contract is edited in Salesforce. Select True for Yes and False for No. When real-time syncing is enabled,
and the contract is edited in Salesforce, updated Account/Opportunity data is instantly sent to CLM.
Custom contract fields are updated in CLM accordingly enabling CLM users to have access to the latest
information instantly.

Related Articles

● CLM for Administrators [page 57]

● Admin Audit Trail [page 199]
● Mail Setting [page 202]
● Password Policy [page 204]
● Countries Administration [page 202]

3.21 Countries Administration

CLM enables you to select the countries that use and accept DocuSign electronic signatures for business
transactions to ensure contracts are routed to only those countries that accept DocuSign signature as legally
binding to sign contracts.

You can easily enable or disable the country settings at any time. Navigate to Setup > Others > Countries
Administration and select the checkbox if the respective country accepts electronic signatures as legally
binding. Clear the checkbox to remove selection.

Related Articles

● CLM for Administrators [page 57]

● Admin Audit Trail [page 199]
● Application Settings [page 201]
● Mail Setting [page 202]
● Password Policy [page 204]

3.22 Mail Settings

Go to Setup > Other > Settings > Mail Settings to configure the system-wide email settings.

Note: If you do not set up your domain email address, CLM uses the default From Address, which is
[email protected] to deliver emails.

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Fields Description

From Address: This is the default email address that will be used when an
email is sent out from CLM. This is the "send as" email ad­
dress and is mandatory.

If you do not set up your custom domain email address, CLM

uses the default From Address, which is noreply@callidu­
scloud.com to deliver emails. You can use the default set­
tings or set up your domain email address, such as con­
[email protected].

You can also create a no-reply email address, such as nore­

[email protected]. A no-reply email address informs
the recipient that replies sent to this email address will not
be received or monitored.

Sender Address This will be used as the "send as" email address if different
from the From Address. If the Sender Address is not speci­
fied, From Address is used by default.

Reply-to Address This is the reply-to address to which responses to out-of-of­

fice emails must be sent.

If not specified, the email address of the user who executes

the workflow action is used and the auto-reply email is sent
to that email address.

Return-Path This is the address to which notifications of undeliverable

emails must be directed (same as smtp.mailfrom).

This setting also impacts the SPF record. If Return-Path is

different from From Address, the remote SMTP server
checks the SPF record of Return-Path instead of From Ad­
dress.

If Return-Path is different than From Address, the delivery

notifications are sent to Return-Path instead of From Ad­
dress.

If Return-Path is not specified, the email address of the user

who executes the workflow action is used and notifications
are delivered to that email address.

Setting Up Your Domain Email Address

Setting up your email domain in CLM ensures that all email is delivered from your domain.

To set up your custom email domain:

1. Add your domain email (Example: [email protected]) in the From Address and Return-Path fields.

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2. Add the following CLM mail servers to your SPF record to authorize CLM to send emails from your domain:

● ip4:166.78.198.136/32
● ip4:162.242.176.253/32
● ip4:162.242.190.91/32

These mail servers are meant for Sandbox and Production environments.

Note: It is recommended that you engage your IT department to configure the Mail Settings and the Sender
Policy Framework (SPF) record. It is important to configure these settings properly to pass the SPF check and
prevent your emails from being marked as spam.

Related Articles

● CLM for Administrators [page 57]

● Admin Audit Trail [page 199]
● Application Setting [page 201]
● Password Policy [page 204]
● Countries Administration [page 202]

3.23 Password Policy

All users can change their own password. As an administrator, you can define a password policy to maximize
security and minimize misuse. A password policy is a set of rules designed to enhance security and is enforced
when passwords are created or changed in CLM.

To set up a password policy:

1. Click Setup > Other > Password Policy.

2. Enter the following complexity requirements.

● Minimum Length: Least number of characters that can make up a password for a user account. You can
set a value between 8 and 10 characters.
● Maximum Length: Maximum number of characters that can make up a password for a user account. You
can set a value between 8 and 20 characters. Maximum password length should not be set too low.
● Expire in Days: The duration after which the password expires. You can set passwords to expire after a
number of days between 1 and 365. By default, the password expires in 90 days. This is also the duration at
which the user is prompted to change the password.
● Number of unique Passwords before re-use: Number of unique new passwords that must be associated
with a user account before an old password can be reused. By default, users cannot reuse the last 5
passwords.

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● Type: Character combinations the users can use when creating the password:
○ Lowercase Letters, Numbers, and Special Characters
○ Uppercase Letters, Numbers, and Special Characters
○ Lowercase Letters, Uppercase Letters, N umbers, and Special Characters

A user's account is locked after 5 consecutive invalid login attempts. The user can then request a password
reset by clicking on Forgot Password in the login page.

You can specify if a customer should receive a random or preset password when a password reset request is
submitted. See Application Setting [page 201] for detailed information.

Related Articles

● CLM for Administrators [page 57]

● Admin Audit Trail [page 199]
● Application Setting [page 201]
● Mail Setting [page 202]
● Countries Administration [page 202]

3.24 Reports

CLM analyzes contract data and presents data-driven insights about your business through reports. CLM
leverages ® Pentaho to enable you to create custom, detailed, and real-time reports. You can easily create
reports instantaneously using the simple drag and drop options provided. PDF, EXCEL, HTML, and CSV
formats are supported.

Reports can be shared and made available to users based on permission settings.

Data Sources

CLM enables you to configure custom reports based on data sources. Each data source consists of a variety of
fields that you can use as rows and columns in your report. The data source you select will determine which
fields available to create reports. When you create a new report, CLM prompts you to select from available data
sources.

Data Source (Report Type) Description

Use this data source to analyze contract data by date. You

Date Report
can use the available fields to report on specific periods, en­
abling you to evaluate performance year over year, for exam­
ple.

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Data Source (Report Type) Description

Action Execution Time Use this data source to analyze contract data by the average
time it takes to execute a workflow action. Use the available
fields to configure your report based on the users, depart­
ments, and actions.

Contracts by Department Use this data source to analyze contract data by the volume
of contracts assigned to a department.

Contracts by Custom Field Use this data source to analyze data about number of con­
tracts of specific type per any custom fields (except date
type).

Contracts by Custom Field (Number) Use this data source to analyze data about the Sum Value of
a specific custom number field. Example: This can be used
per contract type and status level.

Contracts by Custom Field Value Use this data source to analyze data from custom fields per
specific contracts.

Contract Assignee per Date Use this data source to analyze data about how many con­
tracts are assigned to a specific user for a specific date
range.

Contracts by Date and Fields Use this data source to analyze data about how many con­
tracts are created in a specific date range for a specified cus­
tom field, such as Country.

See Create New Report [page 206] for information on steps to create a new report.

Related Articles

● Create New Report [page 206]

● Reports (Examples) [page 209]

3.24.1 Create New Report

To create a new report:

1. Go to Setup > Other > Report and then click Create Report.

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2. Select the Data Source [page 205] Reports [page 205]you want to analyze, that is, the type of report you
want to create. Based on the selected data source, appropriate fields will be available to include in the
report.
3. Customize the report as per your business requirements. You can choose the format of the report (Table or
Chart), filter the fields, drag and drop fields from available fields to specify the layout, and so on.

4. Click Save current report as and specify the file name and location.
○ Filename: Specify the name of the file. Note: Remember (or copy) the file name. You will need to use it
when adding the report in Setup > Other > Reports.
○ Location: Select Home and then select your Tenant (Example: “/home/Tenant0123”)

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5. Click Save.
6. Go to Setup > Other > Reports and then click Add New.

7. In Pentaho name, specify the name of the report file (as specified in step 5).
8. Make other changes as necessary:
○ Enter the display Name of the report.
○ Specify if the report is Shared, and then specify the Permission Groups that can access the report.
9. Click Save to save the report. The report is now available under Reports in the CLM User Interface for users
who have the required permissions to view the report.

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Related Articles

● Reports [page 205]

● Reports (Examples) [page 209]

3.24.2 Reports (Examples)

Quick Links

● Sample Report Type 1: Date Report [page 209]

● Sample Report Type 2: Action Execution Time [page 210]
● More Examples [page 210]

Sample Report Type 1: Date Report

Number of Contracts Per Month/Per Contract Type: This report provides information about how many
contracts of the specific contract type are created for the specified period. Create your customized report by
dragging and dropping available fields to Layout. Available fields include:

● Contract Type Name/Code

● Date name
● Date value
● Contracts count
● Time (Filter by Month)

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Sample Report Type 2: Action Execution Time

Average Contract Approval by Status Per Department: This report provides information about the average
time taken for the workflow actions to be executed for a specific contract type. It is the average time taken for
the contract to change from Start to End Status. Create your customized report by dragging and dropping
available fields to Layout. Available fields include:

● Contract Type Name/Code

● Action (Action Name)
● Beginning Status Name
● Contract Type Code
● Department
● End Status Name
● Measures (Average Time)
● Users

More Examples

The following tables list some common reports and the available fields.

Data Source (Report Type) Report Example Available Fields

Date Report Contract Assignee Per Date: Provides ● Contract Type Name/Code
information about how many contracts ● Date Range (Picker)
are assigned to a specific user for a ● User/Assignee
specific date range.
● Contracts Count (Measures)

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Data Source (Report Type) Report Example Available Fields

Date Report Contracts by Date and Custom Fields: ● Contract Type Name/Code
Provides information about how many ● DATE Field Name (Includes Stand­
contracts are created in a specific date ard Field - Contract Created)
range for the specified custom field, ● Other Custom Fields (Includes se­
such as Country. lected fields)
● Custom Field Value
● Contracts count (Measures)
● Time (Filter by Day)

Related Articles

● Create New Report [page 206]

● Reports [page 205]

3.25 Scripts

CLM enables you to execute scripts to run certain background processes.

To access Scripts, go to Other > Scripts.

To view and monitor the execution of scripts, click View Script Execution Monitoring.

The Script Executions page displays the following details related to the use of scripts in the tenant:

● Script name
● Execution date and time
● User that executed script
● Contract on which script is executed
● Action on which script is attached
● Script type
● Execution result (success/failure)
● Log file for Script errors

The script execution data enables you to troubleshoot, debug, and monitor background processes.

Related Information

Workflow Tab [page 73]

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3.26 Data Protection and Privacy

Quick Links

● Introduction [page 212]

● Glossary [page 212]
● User Consent [page 213]
● Deletion of Personal Data [page 213]
● Information Report [page 213]
● Change Log [page 213]

Introduction

Data protection is associated with numerous legal requirements and privacy concerns. In addition to
compliance with general data privacy acts, it is necessary to consider compliance with industry-specific
legislation in different countries. SAP provides specific features and functions to support compliance with
regards to relevant legal requirements, including data protection. This section describes the specific features
and functions that SAP provides to support compliance with the relevant legal requirements, including data
privacy.

SAP does not give any advice on whether these features and functions are the best methods to support
company, industry, regional or country-specific requirements. Furthermore, this guide does not give any advice
or recommendations in regard to additional features that would be required in a particular environment;
decisions related to data protection must be made on a case-by-case basis, under consideration of the given
system landscape and the applicable legal requirements.

 Note

In the majority of cases, compliance with data privacy laws is not a product feature. SAP software supports
data privacy by providing security features and specific functions relevant to data protection, such as
functions for the deletion of personal data. SAP does not provide legal advice in any form. The definitions
and other terms used in this guide are not taken from any given legal source.

Glossary

Term Definition

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Consent The action of the data subject confirming that the usage of
his or her personal data shall be allowed for a given purpose.
A consent functionality allows the storage of a consent re­
cord in relation to a specific purpose and shows if a data
subject has granted, withdrawn, or denied consent.

Deletion The irreversible destruction of personal data.

Personal Data Any information relating to a data subject.

Purpose The information that specifies the reason and the goal for
the processing of a specifies set of personal data. As a rule,
the purpose references the relevant legal basis for the proc­
essing of personal data.

Retention period The period of time between the end of the last business ac­
tivity involving a specifies object (for example, a business
partner) and the deletion of the corresponding data, subject
to applicable laws. The retention period is a combination of
the residence period and the blocking period.

User Consent

We assume that software operators, such as SAP customers, collect and store the consent of data subjects,
before collecting personal data from data subjects. Personal Sensitive Data is only available to users with DPO
Role [page 108] in CLM.

Deletion of Personal Data

When handling personal data, consider the legislation in the different countries where your organization
operates. After the data has passed the end of purpose, regulations may require you to delete the data.
Additional regulations may require you to keep the data longer after the end of purpose. During this period you
must block access to the data by unauthorized persons until the end of the retention period, when the data is
finally deleted.

CLM administrators can delete user data when the end of purpose has been reached in SAP CLM. See
Application Settings. [page 201]

Information Report

Data subjects have the right to receive information regarding their personal data undergoing processing. The
personal data record feature helps you to comply with the relevant legal requirements for data protection by
allowing you to search for and retrieve all personal data for a specified data subject. The search results are

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displayed in a comprehensive and structured list containing all personal data of the data subject specified,
organized according to the purpose for which the data was collected and processed.

See Custom Fields [page 108] and Filter, Search, Save, Export [page 18].

Change Log

For auditing purposes or for legal requirements, changes made to personal data should be logged, enabling the
monitoring of who made changes and when.

CLM maintains a change log in Admin Audit Trail [page 199].

Read Access Logging

If no trace or log is stored that records which business users have accessed data, it is difficult to track the
person(s) responsible for any data leaks to the outside world. The Read Access Logging (RAL) component can
be used to monitor and log read access to data and provide information such as which business users
accessed personal data, for example, of a business partner, and in which time frame.

Admin Audit Trail [page 199] displays sensitive Customer and Contact fields that were used for filtering or
exporting contracts. This information is only available to users with DPO role.

Related Articles

● Application Settings [page 201]

● Admin Audit Trail [page 199]

3.27 Legal Hold Setting for Contracts under Legal Litigation

Contracts that are under legal litigation can be specifically marked as Legal Hold by administrators. These
contracts are protected and cannot be deleted by users unless the Legal Hold setting is removed.

To set or remove the Legal Hold setting, go to Negotiation Space > Ellipsis (…).

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Related Articles

● Application Settings [page 201]

● Admin Audit Trail [page 199]
● Using the Negotiation Space [page 27]

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Important Disclaimers and Legal Information

Hyperlinks
Some links are classified by an icon and/or a mouseover text. These links provide additional information.
About the icons:

● Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your
agreements with SAP) to this:

● The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.
● SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.

● Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering a SAP-hosted Web site. By using such
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Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any
advertisements or other content hosted on these platforms (for example, suggested videos or by navigating to other videos hosted on the same site), are not within
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Beta and Other Experimental Features

Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by
SAP at any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use
the experimental features in a live operating environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your
feedback (e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.

Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax
and phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of
example code unless damages have been caused by SAP's gross negligence or willful misconduct.

Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities,
genders, and abilities.

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