Content
Contracts Manager™
Step-by-step Guide:
Document Tree
A step-by-step guide to navigating the Document Tree, the primary tool used to organize and manage contracts.
What is the Document Tree?
The Document Tree is the area in Contracts Manager where you can organize and modify folders, in addition to populating folders with contracts.
The Document Tree view of the folder structure has different functionality from the general access view of the folder structure.
This guide covers the following:
Setting up folders
Adding a new folder
Log in on the home page with your username and password. In order to proceed, you must have Document Tree privileges.
2. Navigate to the location in the Document Tree where you want the new folder to reside. Click the button entitled New Folder.
3. The following pop-up box will appear:
4. Fill in the field for Folder Name and select the Destination, then click on the button entitled Create Folder. You can create sub-folders using the same process.
Editing a folder’s properties
1. Double click a folder’s name in the Document Tree window.
2. The following pop-up box will appear, and you will be able to edit the Folder Name, Access Rights, and associated Departments.
3.Once you have completed your edits, click Save Folder Properties.
Uploading contracts
1. In the Document Tree window, click Add Contract.
2. The following pop-up box will appear. Work your way through the tabs, filling in relevant information. Fields with asterisks (*) are required fields, and fields without asterisks are optional. Once you have completed all required information, click Save Contract.
Meta-Data
Meta-data is the data that describes each of your contracts. It includes the title, description, review
dates, and committees associated with a contract, among others. If a document itself is edited, the
meta-data will not change. However, if you would like to change the meta-data surrounding a
document, complete the following steps:
1. Navigate the Document Tree to locate the document that you would like to work with. Click the name of the document. The following screen will appear:
2. Edit the desired meta-data in any of the tabs.
3. Once you have finished entering the desired meta-data, click Update Contract. You also have options to View the Contract, Edit the Document (see Projects Step-by-step Guide), or create a new version.
Activating Contracts
To activate an uploaded contract, it must have a status of Ready.
1. In the Document Tree window, click the check box beside the contract you would like to Activate.
2. Click Activate.
Deleting Contracts
Deleting inactivated contracts
Contracts that have not been published and have a status of Ready, New, Failed, or Processing can be quickly and easily deleted from the system.
1. Navigate the Document Tree to locate the document or contracts that you would like to delete. Click the check box(es) beside the document or contracts, and click Delete.
2. A pop-up box will appear confirming your selection. Click OK.
Terminating activated contracts
To terminate a contract that has a status of Activated, complete the following steps:
1. Navigate the Document Tree to locate the contract that you would like to terminate. Click the check box(es) beside the contract, and click Terminate.
Tip!
A contract in Project mode cannot be Retired
2. A pop-up box will appear confirming your selection.
3. Click OK. The document’s status will then read Terminated, and will no longer show up in the Contract library. It will only be accessible in the Document Tree Set-up by Admins.
UN-Terminate contracts
Users have the capability to “UN-Terminate” any contracts that have been terminated previously.
1. Locate the contract in the Document Tree Set-up under the Set-up Tool.
2. Click on the contract name, and the following window will appear. Click UN-terminate Document.
3. The status of the document will then be changed to “Ready” and the user can re-activate it by clicking the check box, and clicking Activate.
Circulating contracts
Circulation of contracts is a way of sharing a copy of the original version of a contract to a location within another folder. To circulate a contract, complete the following:
1. Navigate the Document Tree to locate the contract that you would like to circulate. Click on the check box beside the contract, and the Circulate button will appear.
2. Click Circulate, and a the following box will appear.
3. You will now be able to select as many manuals, folders and sub-folders that you would like to circulate the original version of the contract to.
4. Once you are finished selecting your folders, click Circulate to save
5. Now, a blue icon appears next to circulated versions of contracts.
Tip!
If you want to edit a circulated contract or its meta data, you must do so in the document’s original location."
Changing or removing a circulation
1.Navigate the Document Tree to the original location of the contract. Click the check box beside the contract name, and click Circulate
2. The Circulate Document(s) screen will pop up, and you may now remove circulations as necessary.
3. Click Circulate to save your changes.
Users have the capability to “Un-Circulate” any contracts that have been circulated previously. The individual can complete this task by locating the original document that has been circulated in the Document Tree Set-up under the Set-up Tool. The following icon
will inform the users if the document has been circulated. The user can click on this icon
to remove the circulation. A pop-up window will appear which will allow the user to remove the selected locations where the document has been circulated.
Cut and Move
The Cut/Move feature allows you to cut folders and contracts from one location and move them to a different location within the Document Tree. A document’s Status must be New, Ready, or Published in order to be moved. Contracts in Processing Status cannot be moved. Additionally, restricted folders cannot be moved.
1. Navigate the Document Tree to locate the document or folder that you would like to work with. Click the check box beside the contract name, and click Cut/Move.
2. The following pop-up box will appear. You can select the location that you would like to move the selected document or folder to. In the example below, the document will be moved to the Laboratory folder.
3. Click Move.
4. A pop-up will appear, confirming your choice. Click OK.
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