Setting up Document Properties

Document properties are fields that can be inserted into a Microsoft Word contract document which will then dynamically update when the fields in a contract workspace are updated.

You can use document properties in a Main Agreement or Contract Addendum contained in a template or in a contract workspace. In most cases, template authors set up document properties in template documents to ensure standardization and respect internal regulation.

For example, you can configure the Supplier Name contract attribute as a document property. Next, you insert this document property as a field (a document property field) in the Main Agreement document. When the Supplier Name attribute is set or changed in the contract workspace, the system updates the Main Agreement with the new value for the Supplier Name when it next generates the document.

SAP Ariba supports two types of document properties for contract attributes:

• Read-only properties: The system only reads the contract attribute values to set the document property values. The contract attribute values are not affected by any document changes. By default, fields such as Contract ID,Title, Commodity, Region, Supplier Name can be configured as read-only document properties. Read-only properties can be used multiple times in a contract document.
• Editable properties: The system can read and modify the contract attribute values using the document property values. Changing the field value in the document also changes the corresponding contract attribute value. By default, Agreement Date, Effective Date, and Expiration Date can be configured as editable document properties. Editable properties can be used once in any given contract document.

You can set up document properties in two ways:

• By using the SAP Ariba Contracts interface to select the contract attribute fields. This method does not require typing, and you won’t be able to set an initial or placeholder value to appear in the document before the final value is set. You use the arrow menu to add the fields in to Available for use in Microsoft Word section.
• By using the Microsoft Word Properties pane. This method requires you to type the correct document property name, and you will be able to set an initial or placeholder value before the final value is set. Please check the Enhanced Contract Authoring guide on help.sap.com for a complete list of the document properties available.

To set up document properties using Microsoft Word, follow these steps:

1. Enter the File menu.
2. Choose Properties→Advanced Properties→Custom tab.
3. Enter the Name and Value for the property. In this example, we have caBuyer.CorporateAddress.PostalAddress.Country.Name as the Name and Address as the Value.
4. Choose Add to enter the document property in Microsoft Word, and OK to finalize the change.

Inserting Fields for Document Properties in Text

After setting up the properties, you will have to insert a field for the document property in the assembled documents. You can insert an editable document property only one time in a given document. But you can insert a read-only document property as many times as you like inside a given document. For example, the Effective Date field can be inserted in multiple clauses throughout the main agreement.

To insert document properties in Microsoft Word, follow these steps:

1. Open the assembled document in Microsoft Word.
2. Select the location where you want the field to be added and choose Insert a Field.
3. In the Field Name menu choose DocProperty.
4. The Property Field menu opens up. Choose the field you want to add from the Property list.
5. Choose OK to confirm.

Document properties can be included in clauses stored in the Clause Library. Simply upload a contract document with clauses that contain document property fields, and then publish these clauses to the Clause Library. Whenever a contract author uses one of these clauses from the library, it will include the document property. The resulting contract will automatically include values pulled from the Overview section of the contract workspace.

• Dynamic Updates: Document properties allow fields in a Microsoft Word contract document to update dynamically with workspace changes.
• Types of Properties: SAP Ariba supports two types: Read-only, such as Contract ID and Editable, such as Effective Date.
• Setup Methods: Document properties can be set up via SAP Ariba Contracts Outline View or Microsoft Word Properties pane.
• Insert Fields: Once set up, insert fields for document properties in the assembled document.
• Clause Library: Document properties can be included in clauses stored in the Clause Library for use in contracts.