Organizing Clauses

Folders help you organize clauses within the Clause Library so they’re easier to manage, reuse, and maintain. SAP Ariba recommends creating a clear folder structure to group similar clauses together. This not only helps users locate clauses quickly but also organizes clauses to clearly distinguish alternate and fallback versions, supporting substitution choices during contract authoring.

A thoughtful folder structure also simplifies updates and governance. For example, legal or procurement teams can efficiently locate and update all clauses related to a specific topic or region. By keeping the library organized, your organization can ensure consistency and reduce the risk of using outdated or incorrect language in contracts.

To create a folder in the Clause Library:

1. Navigate to the Clause Library and choose the Clauses tab
2. Choose Actions→Create→Folder
3. Enter a name for the folder.
4. Choose OK to save.

When creating and managing folders, follow the below guidelines:

• Avoid special characters in folder names: \ / : ? " < > | # + % .
• Keep folder names short to prevent exceeding Microsoft Word’s 255-character path limit.
• Limit each folder to fifty or fewer clauses or sub-folders for optimal performance.

• Create clear folder structures in the Clause Library to manage, reuse, and maintain clauses efficiently.
• Organize clauses to distinguish alternate and fallback versions, supporting effective substitution during contract authoring.
• Simplify updates and governance by enabling quick access to clauses related to specific topics or regions.
• Follow folder creation guidelines: avoid special characters, use short names, and limit each folder to fifty clauses or sub-folders.