Name: Working with Assembled Documents in SAP Ariba Contracts
Uploaded: 2024-11-22
Duration: 230 s
Description: Learn how to contract managers can upload and edit assembled documents in contract workspaces in the SAP Ariba Contract application.

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<div><div><div><div><div>Learn how to contract managers can upload and edit  assembled documents in contract workspaces in the SAP Ariba Contract application. </div></div></div></div></div>

Working with Assembled Documents in SAP Ariba Contracts

This video covers the management of assembled documents in an SAP Ariba Contract Workspace. Assembled documents such as main agreements and contract addenda are files that use the joint technology of Microsoft Word and the SAP Ariba Contract Authoring features. Let us have a look at what this entails. When customers wish to leverage this functionality, they have to build a contract workspace template containing an assembled main agreement pre-populated with sections and clauses. This file will be automatically copied to any workspace that is built using the template, as it is the case with this contract for Intellitech Direct. Additionally, the Legal department will have to set up a clause library with pre-approved sections and clauses. The Main Agreement is stored under the Documents tab in the workspace and is in Draft status. To view it, the contract manager has two options. they can download it as a Word document and save it to a preferred location on their computer. Alternatively, they can access the document online through the Outline View. By looking at the two viewing options, we notice the text is identical, but let us make a couple of changes using both views. Usually, members of the Legal department are well-versed in using the Microsoft Word functionality to modify documents. In this example, the address of the supplier must be added to the agreement. We will use Word to make the change in the contract. We will also add the effective date for the contract. To record this change in the SAP Ariba system, we simply go to the Outline View and drag and drop the Word document we have been working on. We confirm the update and then save the new document version. Let us see the changes in the Document Outline View. Notice the changes made in Word have been added to the Contract Online version, and the type of clause has changed from Template to Non-Standard. You can also change clauses using the Outline View. For example, in this agreement we see a clause related to the governing law, which says the agreement is entered in the United Kingdom. Since the supplier is located in the US, we will modify this. We can leverage the clause library functionality to do so and add sections or clauses which have been pre-approved or marked as preferred by the legal department. Please note that clauses added to the main agreement from the library will be marked as ad hoc clauses by the system. Another important aspect of assembled documents is that they allow contract managers to link values for contract workspace header fields to Microsoft Word functionality. To do so, from the Actions button we select the Setup Document Properties option. Document Properties are fields that can be inserted into a Microsoft Word contract document to be updated automatically when the contract workspace is updated. This page controls which properties are available for use, but you must actually insert the properties into the contract document in Microsoft Word. Read-only document properties are only updated in the contract document when the field is changed in the contract workspace. Changing these in the contract document will not update the contract workspace. Read-only document properties may be used multiple times in a contract document. Editable document properties are similar to read-only properties, except they update the contract workspace if changed in the contract document. Editable document properties may only be used once in any given contract document and must appear in any document they are enabled for. This concludes our overview on the management of assembled documents in SAP Ariba contracts. Thank you for watching.