Using the Business Applications Continued

With the Manage Contexts app you can create and manage contexts that are used as templates when creating a legal transaction. Example: for many companies, this would be their contract type.

In Enterprise Contract Management, you define a context that predefines how a legal transaction has to be processed; what information has to be provided; which parties are involved; which workflow steps are required; which documents are required and so on.

The context can predefine settings for legal transactions that support a more standardized processing. The categories classify the legal transaction (some companies would call this metadata).

After creating contexts, you can also access them from Enterprise Search by choosing the search icon given in the shell bar of the Fiori Launchpad. Using fuzzy search you can filter the contexts based on main entity type, category, owner, and so on. You can also use the Filter By pane to filter the contexts based on, but not restricted to, the following parameters:

• Category
• Main Entity Type

Contexts are usually maintained by power users who are responsible for defining how contracts are managed in the system.

• When you start the Manage Contexts App, a list of existing contexts is displayed together with the filter bar that allows the user to either select a predefined filter set, a so-called variant, or to filter the list by using the search or the individual filter fields in the filter bar.
• The list of contexts in the content area has a live update function: the content is updated immediately when a user changes the filter criteria. The following functions are provided in the table toolbar.
• Deleting contexts: You can select a context and delete it directly from the list. The deletion of a context is only possible if it is not yet assigned to a legal transaction.
• Personalization of the table settings can be done in the settings, for example: displaying additional columns and rearranging the order of the displayed columns.

Descriptions can be used to find specific contexts during the request of legal contracts.

Select the Access Level to restrict the accessibility to a legal transaction. By default, the access level selected in this application is assigned to the legal document as well. However, you can change the access level when you edit the document in the Request Legal Content and Manage Legal Documents application.

There are 3 types of parties that can be made relevant for a Context: Entities / Internal Contacts / External Contacts

Users can assign a Rank if several values of the same party type exist.

For example, it is possible to select several purchasers.

In this case, the different values of the same type will get assigned different ranks by the system.

Ranks are a technical value (non-business).

Users can assign one or multiple Entities, Internal Contacts and External Contacts.

Entities, Internal Contacts and External Contacts are values that can be configured (e.g. Entities can be created from partner functions available in the system).

There are 2 relationship types that can be linked with a Context: Legal Transactions / Linked Objects

Users can default one or multiple legal transactions that are relevant for this context. Meaning that all legal transactions that are created based on this context will include a link to the legal transactions which are related by default. Example: Users can link a Framework agreement which is related to all dependent agreements created from this context.

The connection to other System Objects can be established via the Object Type Linkage - e.g. the connection of the legal transaction for a purchasing contract to the system RFQ document that was created prior to the purchasing contract

Several connections to different business documents can be established

Selectable object types are configurable

• 'Renewal and Termination' is an optional facet to define the renewal and termination of legal transactions.
• Notifications are sent automatically to the defined recipient
• Auto-renewal: the transaction will be renewed automatically. To end the contract, you need to terminate it. Therefore there is 1 reminder for the termination.

Define own project phases as required to track contract management related information and documentation by setting up Phases in a context.

Within a phase you can define which tasks, dates and documents are mandatory for a certain phase.

A user can define completion criteria for phases. Whenever the predefined criteria are fulfilled, a phase will be set to 'Completed'.

The processing of legal transactions created out of a context can be controlled by a workflow.

• In the Tasks section, you can define workflow processes such as a simple release or approve process, or more complex processes that involve several people or roles who have to execute tasks in a specific sequence.
• You can use this also to respond to errors and exceptions.
• When you create a legal transaction based on this context, you generate the workflow steps based on this information by choosing Create Tasks and Start Workflow.
• In the legal transaction you can start the workflow, but cannot apply any changes to it. It is possible to add separate workflow steps in the legal transaction.
• If you choose Add, the Steps object page opens and you can define attributes for each step (see next slide).
• If you do not enter a specific name for the step, the step type is used instead. This information is only used for displaying a generic name for the steps in the context. We recommend you to enter a meaningful name for the task recipient in the subject field.

There are 5 different types of workflow steps available. This specifies the action that is connected to the task, for example Approve or Review. It is also possible to add a step that is for information purposes only.

The recipient of a task can be defined by role or by user. The recipient can be an internal contact, such as the transaction manager that is assigned to the legal transaction, a specific user or a team. Users can specify one or more recipients for each step and define whether the step has to be completed by at least one of the recipients, or by all of the recipients. When the Workflow is started in the legal transaction, the recipients receive a work item in their My Inbox App. Users can specify a specific subject for a step, or use the preconfigured subject for the step type. Multiple users can be assigned as recipients.

The task can be completed by one of the recipients or by all specified:

• One: the recipient who processes the task first also finalizes the task
• All: the task will only be finalized after all recipients have processed the task

The subject specifies the text displayed for the task in the legal transaction. If users do not enter a specific subject for the step, the step type is used instead for the tasks that have not been started yet, and a predefined system text containing the legal transaction ID and title is used for running and completed tasks.

• Open the 'Manage Contexts App'
• Find your context
• Click on the context you want to change. The chosen context will open.
• Click on 'Edit'
• Change your Description and 'Save'
• Changes done to the context can either be saved as the same version or as a new version of the context. (Saving as a new version means that the workflow steps are removed. The entire workflow would have to be setup again in your new version)

With the saving of a new version of the context, the previous version gets automatically replaced.

Description

Export data as MS Excel tables is now enabled. A user can now pull an excel table of all legal transactions, contexts, documents or tasks out of the system.

Benefits

- Ability to analyze Contract Management data in MS Excel

App functions include:

• Personalization of the table settings, for example displaying additional columns and rearranging the order of the displayed columns.
• Creating and editing categories
• From the line items in the table, you can navigate to the item details and review or edit the category and add, display, edit or remove children categories, thus creating a hierarchical tree structure.
• The categories that you create in this app can be used in the Manage Context, the Request Legal Content and the Manage Legal Transactions apps.
• Generate from Table: For Categories regarding Countries, Distribution Channel, Languages and States, you can use the function 'Generate Categories from Table'.
• Create specific categories for legal documents and legal transactions. Use the Purpose field to specify if the category belongs to a legal document or legal transaction. Using legal document specific category, the legal counsel can classify documents with unique labels like Important, Critical, Approved and so on.

When you open the Categories App, a list of existing categories is displayed together with the filter bar that allows the user to either select a predefined filter set, a so-called variant, or to filter the list by using the search or the individual filter fields in the filter bar.

You can edit an existing Category directly in the Categories App or within the category where it has been assigned as a child

• You can use the Export Categories function to export all or a selection of categories in an Excel file. You can apply changes to the exported categories and import them again using the Import Categories function.
• With the Import Categories function, you can import categories from an Excel file. You can either use this function to upload new categories, or you can also apply changes to exported categories and import the changed Excel file again.
• This functionality is very practical if you have created and tested categories in one (test) system and you wish to import them to another (productive) system

You can use the Export File as an import template for updating existing categories and creating new categories. By default all categories are exported with R(read) activity.

• Remove all entries that do not require any update nor creation
• Keep the header in the list
• Enter your own tree of categories for new categories to be created in the system: C - create, U - update.
• Purpose of the category: L - Legal Transaction Category, D - Legal Document Category

• You can use the Export Category Names function to export all or a selection of category names in an Excel file. You can apply changes to the exported category names and import them again using the Import Category Names function.
• With the Import Category Names function, you can import category names from an Excel file. You can either use this function to upload new category names, or you can also apply changes to exported category names and import the changed Excel file again.
• This functionality is very practical if you have created and tested categories in one (test) system and you wish to import them to another (productive) system

You can use the Export File as an import template by changing all entries (except the header) and edit the existing category names

You can use the Node description function to further clarify a relationship of different categories. An employee who's in charge of categories could use the free text field to explain how this category has to be used. This functionality shall prevent the misuse of certain categories.

With this feature, you can create categories using custom data sources existing in S/4HANA (e.g. plants, material group, etc.). It is usually supported by an administrator role (e.g. internal/external consultant), who defines category models (via SSCUI) required to generate dynamic categories using the 'Generate Categories from Table' option in the app Categories. The number of times a category table can be used to create leaf categories within root categories has to be restricted since there is a technical limitation for the number of categories that can exist in a system.

You create the root category and use the Generate Categories from Table button to upload the data for the leaves assigned to the root category from the table. This function is only available for root categories. The 'Update Table' option determines whether the generated categories are updated automatically. If the indicator is not set, changes have to be applied manually.

Depending on the context that you assign in the first step, the overall number of steps can deviate. If no relationships are predefined in the context, step 4 will not be shown in the wizard. You can still add relationships to the legal transaction that is created from this request.

The 'Upload File' step, 'Create from Template' button as well ass the 'Add' button are not for the Requester, but for the Contract Manager who is responsible for providing the legal content after the submission of the request.

Submitting the legal content request triggers the automated creation of a Legal Transaction based on the information provided in the Legal Contract Request.

Additionally, custom fields can be added. The values for the custom fields can be maintained in the Manage Context or in the Request Legal Contract App and will automatically be transferred to the Legal Transaction. The fields can be defined as mandatory or optional.

With this app you can analyze the most important legal transactions, contexts, and documents that you need to process. The graphical representation of the most critical tasks summarizes key information from the underlying apps that you are working on so that you can analyze and identify upcoming important dates, reminders, transactions and take quicker decisions.

There are various actionable cards showing important information ranked as per their expiration, risk or health.

For example, on the Legal Transactions 'Open Issues' card, you can see which are the transactions that are at risk and take the necessary action.

For list cards, selecting the header of a card brings you to the app itself, while selecting an item brings you to more detailed item information.

Detailed information about the Enterprise Contract Management Overview can be found here: Enterprise Contract Management Overview | SAP Help Portal

• When you start the Enterprise Contract Management Overview App, a filter bar in standard mode appears that allows the user to either select a predefined filter set, a so-called variant, or to filter the list by using the search or the individual filter fields in the filter bar.
• The list of contexts, legal transactions main entities and 'created on' dates in the Legal Content Overview area has a live update function: the content is updated immediately when a user changes the filter criteria. The following functions are provided in the table toolbar.
• Personalization of the table settings can be done in the filter bar, e.g. setting a predefined filter set per default for 'Context': 1. Click on the icon, 2. Click 'Save As', 3. Type a name for the filter set in 'View' (see example screenshot), 4. Check-box 'set per default' and 5. Hit OK.
• After setting defaulted filter sets, these can be managed by clicking on icon and selecting, manage. Here you can edit and delete your filter set views.

The dashboard in the Enterprise Contract Management Overview app is by default filtered on the last 12 months (not including the current day. If you want to include the current day you can add the filter 'Today - 365 days' as a default filters which is explained in the following slides.

The 'Forward' and 'Notify' function can only be used for tasks, that haven't been completed.

In the task in the Manage Legal Tasks App the name of the agent, who is the recipient of the task, is also provided. When the user needs to find who has to perform the outstanding task, he can now easily find this information.

Description

In the task in the Manage Legal Tasks App the name of the agent, who is the recipient of the task, is also provided.

Benefits

When the user needs to find who has to perform the outstanding task, he can now easily find this information.

Description

Export data as MS Excel tables is now enabled. A user can now pull an excel table of all legal transactions, contexts, documents or tasks out of the system.

Benefits

- Ability to analyze Contract Management data in MS Excel

With this enhancement you can easily filter for tasks based on their deadline. This helps a task processer to keep track of all urgent tasks and plan ahead.

Example: In case a user has a planned absence (vacation/medical/special leave) he can use the filter to identify all tasks which are due during his absence and either process them earlier or assign them to somebody else.

The Flexible Workflow feature in E-CM allows you to define workflows based on your own logic.

• Task recipients need an S/4HANA user and at minimum display access to Legal Transaction and Legal Documents (e.g. SAP_BR_EMPLOYEE_LEGAL_CONTENT. The minimum display access will give users the option to request, approve, revise and create a contract as well as add notes to workflow tasks and in the notes facet of the Legal Transaction.
• There are several apps where a workflow can be created:
  • In the 'Manage Workflow Templates' App
  • In the 'Manage Contexts' App
  • In the 'Manage Legal Transactions' App

Users can choose between 7 different step types:

• Approval: Send notification to the recipient to approve the document
• Information: Inform a person or group of persons about a certain event
• Processing: Send a notification to the recipient that actions have to be performed
• Review: Notify recipient to review document attached with the legal transactions
• Revise: Notify recipient to revise document attached with the legal transactions
• Wait: Background step to keep the workflow on hold till an external event is triggered. This event is triggered through an API
• Custom Step: Define a custom step as per your business needs.

The assignment of the recipient are:

• Role: This is relevant when the user is always of the same type, e.g. the requester.
• User: This is used when a task needs to be performed by a specific person. It is possible to add multiple users as the recipients. You can determine if the step needs to be completed by all of the recipients or only by one recipient.
• Team: This is used if the step needs to be completed by a team, e.g. the legal department. You can determine if the step needs to be completed by all recipients/team members or only by one recipient. When multiple users receive the task, one recipient can 'claim' it, and it is no longer in the other recipients' inbox.

You can assign workflow tasks: to a role (= sequential), one user (= sequential) or more individuals (= parallel workflow tasks), teams (= parallel workflow tasks to all members in the team).

A workflow template is a chronological sequence of different task steps, so called workflow steps. Each task can either be an approval task, an information task, a processing task, a review task, a revise task, a wait step or a custom step. Details to the logic of the steps can be found in the SAP Help Portal.

The 'Manage Workflow Templates' app offers the possibility to define workflows independent of Legal Transactions or Contexts. A user is able to create workflows and attach them to Contexts or Legal Transactions whenever it is needed. This saves time especially when workflows are very complex with lots of conditions etc.

When the user opens the 'Manage Workflow Templates' app, a list of existing workflow templates is displayed together with the filter bar that allows the user to set search filters to find workflow templates.

Create a new Workflow Step - Header & Step Types

Step Type: Custom Step

Can be used to specify your own logic to trigger a workflow task to be sent. You can extend the workflow task for events within and outside E-CM. E-CM provides a 'Business Add-In' to define the events and fields relevant for the custom step. Assigning the relevant filter to the custom step, will add the defined logic.

Example 1: If an object is integrated with E-CM and it needs to be updated as part of the workflow, this can be achieved via a custom step.

Example 2: If the value or quantity exceeds a certain threshold, extra approvals are needed. The higher the value, more persons will be involved in the approval process

Automatic Stamps from Workflows

Stamps can be automatically added to documents via a workflow step. In the facet 'Step Properties', the user defines per step type which stamp is set automatically. Every configured stamp can be used for this automation feature. Stamp duplicates are restricted.

Stamps will be set in the document at the completion of the entire workflow and not after the completion of the step.

If the company wants to have the stamps after completion of every task, they can:

1. Set stamps manually or

2 Add an additional workflow manually in the LT

If you enter a stamp name, then the stamp is set automatically once the workflow is complete (e.g. Approved).

Set if the step is optional (Yes/No/Default empty) (optional).

By default a step is considered as mandatory. If a workflow step is marked optional and an approver is not determined for the step, the step is skipped and the workflow automatically moves to the next step.

The recipient of a task will get a notification with the subject of the task.

If you do not enter a subject, the preconfigured subject is used, with the following structure: 'Step type + Legal Transaction + Number of the Legal Transaction + Name of the Legal Transaction'

Notification with task subject: The recipient will see the subject of the workflow in the Inbox. The step name is not shown.

A step condition is optional. It specifies the preconditions for a workflow step. You can specify the preconditions to be fulfilled by the legal transaction, before the workflow step is to be triggered.

For example, you can select the condition 'Access Level is' and select 'Confidential'. Hence, the workflow step will only be triggered if the selected condition is fulfilled.

In case the condition is not met, you need to use 'Add Alternative Preconditions' button to specify additional preconditions as an alternative choice. If you do not use alternative preconditions and a step condition is not met, the workflow will not continue!

Categories can be used as a starting condition for a workflow step.

Deadlines are optional and can be added during the creation of a workflow step.

If overdue day is set to minus, the task will be marked as overdue right away on creation.

As result of a deadline, the following actions can be executed:

• Mark a step as overdue
• Send an E-mail notification.

When using the action send mail notification, the - e-mail template and- recipients fields need to be filled.

Therefore email templates need to be maintained

The recipients can be chosen by role, team or user. In this example the role 'Processor of Task' is the recipient of the task. Role has to be defined in the facet 'Parties' → 'Internal Contacts'.

If an approval step which consist of the required action 'Revise', gets rejected, a new step with the type 'Revise' gets added to the workflow after the approval step. The revise step recipient is automatically set as the initiator of the workflow

You can change the order of the steps in a workflow template by selecting the step and clicking on the top/down arrows to move it up or down.

In the Manage Contexts app you have the option to:

• add an existing workflow template or
• define a new workflow.

In the Manage Legal Transactions app you have the option to:

• add a existing workflow template or
• define a new workflow.

A Default Workflow is a workflow provided by the Context (see slide) which is used to create the Legal Transaction. After a document has been uploaded or created you can start the Default Workflow within a Legal Transaction via the 'Start Default Workflow' feature.

An Additional Workflow is a workflow added manually to the Legal Transaction (see slide). After a document has been uploaded or created you can start the Additional Workflow within a Legal Transaction via 'Start'.

Task recipients will receive a notification about the task assigned to them.

Ready Workflow Tasks are sent to the recipient via the My Inbox app. The recipient will receive a notification via the clock symbol.

When opening the notification, recipients can find more information and take appropriate action depending on the step type/task.

Initiators of the tasks groups are not notified if the task is approved. However, if the task is rejected, they receive a notification in the SAP Fiori Launchpad.

For the approval task, the user has the option to approve or reject the workflow task and write a short Decision note. Longer Notes with more details can/should be entered in the comments section and/or in the notes section of the Legal Transaction/Document Object, so that stakeholders can find the reason for the rejection.

Instead of writing emails, we suggest users enter their information directly in the comments section. This way all information is available to all stakeholders. If you click on a task in a Task Group within the task facet of a Legal Transaction, the user can see all comments from that and all previous tasks.

Document Edit Restrictions during Workflow

Rules for document editing during Workflow

Any step type (but not REVISE):

• When a legal document is assigned to an active workflow and any step (but not the REVISE step) is in progress, the following edit restrictions take place:
• The user cannot change document content. When trying to CHECK OUT or CHECK IN the document, he/she will get an error message saying "Content cannot be changed as this document is part of WF".
• The user can edit attributes and information regarding the document (e.g. obligations, stamps, categories, notes).

REVISE step type:

 When a legal document is assigned to an active workflow and a REVISE step is in progress, the edit restrictions are limited:

1. The REVISE step's processing user can edit legal documents. When trying to CHECK OUT the document, he/she is allowed to change the content of the document.
2. The REVISE step's processing user can edit attributes like obligations, stamps, categories, notes.
3. When a user, who is not processing the REVISE step, tries to CHECK OUT the document, he/she will get the error message "Content cannot be changed as this document is part of WF".
4. Since content can be changed with actions 'Upload file', 'Restore' these actions are only allowed for the REVISE task type.

Any step type:

The following actions: 'Discard Content', 'To Be Archived', 'Delete' are restricted for all the task types including REVISE.

As of 2020 On Premise the customers can add notes in Legal Transaction and Legal Document even when approval task is not completed. This is possible along with the following options:

1. No Document EDIT restriction if the document is part of Workflow.
2. Workflow Action is restricted if the Document is in EDIT Mode.
3. Start of Workflow is Restricted if attached Document is in EDIT or in Blacklisted Status (Both DMS and Virtual Document is in New, Archived, Sent for e-Signed status or Virtual Document is in Error/Pending/Completed status).
4. No workflow can be started and Stamp will not be added to Document if the Document status is in Accepted and Checked-Out.

'Manage Teams and Responsibilities' app allows you to manage teams or team members associated with certain functions. You can define teams along with tasks and functions. The application enables you to identify which task can be performed by which member. The teams and team members can be mapped as responsible for an activity type, or in a process step of a workflow scenario (example below).

Existing Workflow Teams: You can search for all Workflow Teams which will work in Contract Management Workflow by selecting category 'LCM'.

Creating Workflow Teams: You can create a new LCM Team with at least one team member by clicking on the "Create" button.

You can optionally maintain values for responsibility definitions of teams.

If you define the responsibility with 'Governing Law', it will only start the workflow for the team if the 'Governing Law' in the legal transaction matches.

If you define the responsibility with 'Profile', it will only start the Workflow for the specified team if the 'Profile' in the Legal Transaction matches.

Before you can send e-mail notifications for Deadlines, you need to create a custom E-mail template. With this feature, you can configure E-mail Templates using variables to fetch information from the Legal Transaction.

Note: In order to make the field 'E-mail Template' available in Deadline, a role "SAP_BR_ADMINISTRATOR" or "SAP_CORE_BC_OM" need to be added to the user, so that the app 'Maintain Email Templates' is available.

Amend the custom email template content as required

Amend the custom email template content as required

In the Subject, Body HTML and Body Text fields of the email template, you can use placeholders that render values from fields in Core Data Services (CDS) views.

The placeholders must use the following syntax: {{<field name>}}.

If you select Show Data Fields, a list of all the available fields with description is displayed .

If you want the recipient of an workflow task to depend on the contract value, you should make the step optional and use a custom field and a BAdI.

Example: If all contracts > $500.000 need approval from a manager you can set up the approval step as illustrated on the right. This has the effect that all workflows for contracts > $500.000 will be sent to the responsible manager.

On the other hand, all workflows for contracts < $500.000 will skip the approval and continue with the next step.

Note:

You can also link categories used in the Legal Transactions to the BAdI to define the values.

This app gives you actionable insights that are embedded in the business process.

You can:

• See all relevant information in one view,
• based on a single, real-time source,
• with a Flexible drill-down,
• to jump straight into the business process.

In the ECM Overview App you can use these filter settings to narrow down your search. More filters can be found under 'Adapt Filters'.

You can save your filter settings as a variant, set it as a default (optional), and make it public (optional). More information can be found in the deck 'Application E-CM Overview'.

In the Manage Legal Transactions App there are several filter options to search for contracts. For example, all contracts for my supplier or customer, all active framework agreements or all expiring contracts in a certain area. The search logic is the same as in the Manage Legal Documents app; the filter options are partially different

If you want to search all Legal Transactions for a specific customer or supplier, you should use the filter 'Entity'.

The filter in the Manage Legal Transaction App can be exchanged and adapted to individual needs.

Here you have a filter option where you can search for all Legal Transactions that have a specific category e.g. Region = EMEA.

You can enter multiple categories in the filter field which will show all Legal Transactions that contain one of these categories.

If you want to see all Legal Transactions that contain all of these categories then you have to change the standard logic in class CL_LCM_LEGALTR_ROOT_CALC_EXIT (only for OP releases possible).

In the Manage Legal Documents App there are several filter options to search for contracts. For example, all contracts for my supplier or customer, all active framework agreements or all expiring contracts in a certain area. The search logic is the same as in the Manage Legal Transactions app; the filter options are partially different.

The 'Name Filter' template filters all Legal Documents that were created with a certain template.

If you want to search all Legal Documents for a specific customer or supplier, you should use the filter 'Entity'.

With this feature, you can find apps, suppliers, customers and legal documents with a full-text-search in the search bar.

In this example we enter the (partial) name of a contractual party to search for all transactions and documents S/4HANA.

The search result not only displays documents and legal transactions but also Business Partners (e.g. supplier and/or customer), sales, procurement, financial transactions, etc. containing your search term.

You can directly access these objects.