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CLM for Advantage Platform

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CLM for Advantage Platform

Manage Requests

Contract Requests

A contract request typically marks the beginning of the entire contract lifecycle process. It outlines the details for the contract, including the type of contract to create and the parties involved. The contract request includes all the activities necessary to initiate a new contract intake.

Administrators can use the Admin Console > Application Manager to assign specific permissions to users for accessing the Manage Requests menu and its sub-menus, Incoming Requests, All Requests, and My Requests. This ensures that only authorized users can view and manage contract requests. For more information, see "Application Manager" in Admin Console.

Users with relevant permissions can raise contract requests. Users who initiate the request may or may not have access to the contracts after submission as it depends on roles and permissions. Once the request is submitted, it can be handled by a legal, procurement, or contracts team. For example, someone might request an NDA vendor agreement, but only the legal team has access to the final document or the negotiation stages.

Access Contract Apps from the App Launcher and choose Manage Requests () on the left pane. This menu displays the following sub-menus:
  • Incoming Requests: Lists all requests that are pending approval.

  • All Requests: Lists all requests that you have created as a requester, owned by you, approved, reviewed, or that have been shared or assigned to you.

  • My Requests: Lists all requests that you have raised or for which you are the designated owner. The listing page displays the requests sorted by modified date.
    Note: Administrators can control the visibility of Incoming Requests, All Requests, and My Requests based on menu-level permissions.

View Setting

View Setting allows you to control which columns are displayed in the grid and rearrange the column order. Click the View Settings () icon to control the columns displayed in the grid. For more information, see Manage View Settings.

You can save your filtered view of a record and set as the default view to avoid reselecting the filters every time you open the grid view (list view). For more information, see Manage Views.

Creating a Contract Request

Based on user roles, the administrator has assigned Read and Create permissions on the ContractRequest object.
To initiate a contract request, follow the steps outlined in this task. Each step guides you through the necessary details and actions required to successfully create a contract request in the system.

In addition to the default fields available on the New Request window, an administrator can customize the contract request page layout using Wizards Layouts in CX Studio. This allows them to add or remove standard and custom fields. For more information, see Wizard Layouts.

  1. Click the App Launcher icon () and select Contract Apps.
  2. Choose Manage Requests () on the left pane and go to the My Requests sub-menu.
  3. Click New Request and select Contract from the drop-down menu.
    The raises the New Request window.
  4. Enter the following details.

    Field

    Required Action

    Contract Category

    (Required) Used to categorize contract types. Select a category from the drop-down. The available options are:

    • Sales: Select this option if contract request is for sell-side.
      Note: Selecting this option displays the Accountfield.
    • Procurement: Select this option if contract request is for buy-side.
      Note: Selecting this option displays the Supplier field.

    Contract Request Type

    (Required) Contract request type for the record. Select the contract request type from the drop-down menu.

    Account

    (Required) Links the contract request to the account record to identify the external party. This field is displayed if you have selected Sales as the contract category. Search and select the account name.

    Supplier

    (Required) Links the contract request to the supplier record to identify the associated supplier. This field is displayed if you have selected Procurement as the contract category. Search and select the supplier's name.

    Contract Request Name

    (Required) Enter the contract request name provided by the user; can contain up to 255 characters.

    Description

    (Optional) Enter a description for the contract request.

    Initiation Type

    (Optional) Select the initiation type from the drop-down menu.

    Requester

    (Optional) The individual responsible for initiating the contract request process. Search and select the requester's name.

  5. Click Next.
    This displays the Contract Request details page with the Request Form, Upload Documents, and Summary sections.
  6. Enter the details in the REQUEST FORM section.
    Note:
    • Contract Request Name and Contract Request Type fields are auto populated.
    • The Status field of the contract request status is set to Draft.
    FieldRequired Action
    Basic

    Primary Contact

    (Optional) Enter the primary contact for the contract request.

    Contract Category
    (Optional) Used to categorize contract types. Select a contract category from the drop-down list. The available options are:
    • None
    • Sales
    • Procurement

    Contract Sub Type

    (Optional) Select a contract sub-type from the drop-down list.

    Description

    (Optional) Enter the description for the contract request.

    Parties

    Owner Type

    Select User or User Group from the Owner Type drop-down list.

    Owner

    Owner of the contract request. Search and select the owner.

    Notify owner(s)

    Toggle this button on to ensure an email notification is sent to user group members whenever there is a change in contract request ownership.

    Requester

    (Optional) The individual responsible for initiating the contract request process. This field is auto-populated. However, you can edit the requester's name.

    Supplier

    (Required) Search and select the supplier name.

    Terms

    Contract Start Date

    Specify the effective date of a contract request.

    Contract End Date

    Specify the end date of a contract request.

    Contract Term Type
    A contract term type is a categorization of specific contract conditions by nature and duration. The available contract term types.
    • Fixed Term
    • Perpetual
    • Auto Renew
    • Conterminous
    .

    Duration (months)

    Enter the duration of the contract request in months.

    Proposed Annual Contract Value

    Enter the total contract value. This field is displayed for all contract types except NDA.

    Currency

    Specify the currency. This field is displayed for all contract types except NDA.

  7. Click Next. In the UPLOAD DOCUMENTS section, you can drag and drop multiple files or browse files and upload the files.
    Note:
    • Supported file formats are .doc, .docx, .pdf, .png, .rtf, and .txt.
    • You can upload files up to 10MB.
  8. Click Next to view the Summary section.
    A summary of the details entered in previous sections is displayed.

    You can click the Edit icon ( ) to edit the details of that section.

  9. Ensure the details entered are correct. You can perform one of the following actions:

    • Submit: Submitting the contract request for approval. This raises the Enter Submission Comment window. (Optional) Enter a comment and click Submit. An email notification is sent to the approver, informing them that a contract request has been submitted for their approval.

    • Close: Closes the contract request and the changes are not saved if you select Yes in the Close window.

    • Save as Draft: Saves the contract request in draft status. Click the More icon () to select this option.

    • Cancel Request: Cancels the contract request. Click the More icon () to select this option. This raises the Enter Cancelation Comment window. (Required) Enter a comment and click Cancel. An email notification is sent to the approver notifying them that the contract request has been canceled.
A new contract request is created and takes you to the Contracts list page in the My Requests sub-menu. The newly created record is displayed at the top, and you can sort the list by clicking on the column name.
From the Contracts list page, you can click the Request Name link to view the contract request summary. Clicking the Contract Name link directs you to the contract details page, where you can edit the contract details.

Approval Workflow for Contract Requests

Contract requests must go through approval and can be set up to be manually or automatically approved. Administrators can define approval flows based on criteria such as contract type, value, or requester role.

Auto-approval of Contract Requests

For auto-approval of contract requests, administrators must create an approval flow with the Step Auto-Complete toggle turned on. For more information on creating approval flows, see Approval Workflow Configuration.

When you create and submit a contract request, the system automatically triggers the approval process. If all conditions are met, the approval is completed without manual intervention. The contract request status automatically updates to Approved.

After the contract request is approved, the system automatically creates a contract record, and the Status and Status Category of the contract is set to Request. The contract then can go through the contract lifecycle (such as generating a contract, sending for review, or initiating a signature process).
Note: When a contract is deleted, its related contract request remains in the system.

Use Case: Auto-approval Workflow for NDA Contract Requests

Prerequisites
  • Based on user roles, the administrator has assigned Read and Create permissions on the ContractRequest object to raise NDA contract request.
  • The administrator has created and activated an approval flow for the NDA contract request.
  • The administrator has published the approval workflow for the NDA contract.
  • The Primary Contact field is provided in the contract request.

When you create and submit an NDA contract request, it is automatically approved and converted into a contract. Click the Contract Name link to open the Contract Details page. If the contract record qualifies for a self-service NDA workflow, the contract approval workflow is triggered and the contract document is automatically generated. From there, the contract proceeds through the next steps in its lifecycle.

Manual Approval of Contract Requests

Administrators must disable the Step Auto-Complete toggle when creating an approval flow for manual contract request approval. For more information on creating approval flows, see Approval Workflow Configuration.

When you create and submit a contract request, the system automatically triggers the approval process. If all conditions are met, the approval is completed. The contract request status changes to Pending Approval, and the request appears in the Incoming Requests list of the assigned approver (for example, CLM Admin or designated approver).

You can approve, reject, withdraw, or cancel a contract request. For more information, see Working with Incoming Requests.

Use Case: Manual Approval Workflow for MSA Contract Requests

Prerequisites
  • Based on user roles, the administrator has assigned Read and Create permissions on the ContractRequest object to raise MSA contract request.
  • The administrator has created and activated an approval flow for the MSA contract request.
  • The administrator has published the approval workflow for the MSA contract.
  • The Primary Contact field is provided in the contract request.

When you create and submit an MSA contract request, the contract request appears in the Incoming Requests list of the assigned approver with Pending Approval status. Click the Contract Request Name link and click Approve. Once approved, the contract request is moved to the All Requests sub-menu. Click the Contract Name link to open the Contract Details page. If the contract record qualifies for a self-service MSA workflow, the contract approval workflow is triggered, and the contract document is automatically generated. From there, the contract proceeds through the next steps in its lifecycle.

Searching for Contract Requests

You can search for contract requests on the contracts list page using the search feature.

  1. On the contract list page, enter a search term in the search bar and press Enter.
  2. To apply filters to your search results, click the Advanced Search icon ().
    This raises the Advanced Filter window.
  3. Select a field from the Field drop-down list to be used in the filter criteria.
  4. Select an operator from the Operator drop-down list. The operator defines the relationship between the field and the value. The list of available operators varies depending on the data type of the chosen field.
  5. Enter the value of the field. The type of value field depends on the field selected.
  6. Click Add Criteria to add another criterion. A formula is displayed in the Filter Expression text box showing the criteria added. You can also alter the filter expression. AND and OR operators are supported in the filter expression.
    Note:

    Click the delete icon () next to the search query to remove the search criteria.

    Click Remove All to remove multiple search criteria.

  7. Click Apply.

CLM returns the contract requests that match the criteria.

Editing a Contract Request

You can edit the fields in a contract request after you have created the contract request.
  1. Go to the My Requests sub-menu and click the contract name link to open the Contract Request details page.
  2. Go the Summary tab and click the pencil icon and update the required details.
  3. Click Submit or Save as Draft.

Working with Incoming Requests

Access Contract Apps from the app launcher on the UI and go to the Manage Requests > Incoming Requests sub-menu. You can view all the incoming contract requests that are pending approval. This sub-menu is available only to the administrator or users with permission to approve the incoming contract requests.

View Setting

View Setting allows you to control which columns are displayed in the grid and rearrange the column order. Click the View Settings () icon to control the columns displayed in the grid. For more information, see Manage View Settings.

You can save your filtered view of a record and set as the default view to avoid reselecting the filters every time you open the grid view (list view). For more information, see Manage Views.

Managing Contract Request Approvals and Status Changes

This topic provides instructions for managing contract request approvals and status changes, detailing the roles and actions available to approvers and requesters.

  • Administrator has created the permissions groups CongaApprovalsAdminPermissionGroup for the approver and CongaApprovalsUserPermissionGroup for the requester.
  • Administrator has granted action permissions to user for approval, reject, withdraw, or cancel contract requests.

The ability to approve or reject a contract request is automatically granted to the designated approver, typically a manager or team lead, through the approval workflow. These permissions are applied dynamically based on the approval rules configured for the request type.

To withdraw or cancel a contract request, users may require specific permission configured by an administrator. Administrators must ensure that appropriate roles or permission sets are assigned if users are expected to manage or withdraw their own requests, typically involving roles such as contract manager, sales representative, or project coordinator.

  1. Go to the Incoming Requests sub-menu.
    This page displays the contract requests that are pending approval, allowing you to review and take action on the contract request.
  2. Click the contract request that is pending approval.
    Note: You can select multiple contract requests for approval.
    This takes you to the Contract Request page.
  3. The approver can take one of the following actions:
    • Approve: Click Approve to approve a contract request. This action is performed by the assigned approver. Once the approver approves the request, the status changes to Approved. An email notification is sent to the requester, informing them that the contract request has been approved. The contract request is no longer available in the Incoming Requests sub-menu. The system automatically creates a contract record and links it to the contract request.
    • Reject: Click the More icon () and select Reject to reject a contract request. This action is performed by the assigned approver. Once the approver rejects the request, the status changes to Rejected. An email notification is sent to the requester, informing them that the contract request has been rejected. The user may revise and submit the contract request.
    • Withdraw: Click Withdraw to withdraw a contract request. This action is performed by the requester. An email notification is sent to the approver, informing them that the contract request has been withdrawn. After the requester withdraws the request, the status changes to Draft. The request is editable and can be resubmitted.
    • Cancel: Click Cancel to cancel a contract request. This action is performed by the requester or administrator. After the requester or administrator cancels the request, the status changes to Cancelled. An email notification is sent notifying that the contract request has been canceled. No further actions can be taken; the request cannot be approved, withdrawn, or edited again, and it is closed permanently.

Searching for Incoming Requests

You can search for incoming requests on the contract list page using the search feature.

  1. On the incoming requests list page, enter a search term in the search bar and press Enter.
  2. To apply filters to your search results, click the Advanced Search icon ().
    This raises the Advanced Filter window.
  3. Select a field from the Field drop-down list to be used in the filter criteria.
  4. Select an operator from the Operator drop-down list. The operator defines the relationship between the field and the value. The list of available operators varies depending on the data type of the chosen field.
  5. Enter the value of the field. The type of value field depends on the field selected.
  6. Click Add Criteria to add another criterion. A formula is displayed in the Filter Expression text box showing the criteria added. You can also alter the filter expression. AND and OR operators are supported in the filter expression.
    Note:

    Click the delete icon () next to the search query to remove the search criteria.

    Click Remove All to remove multiple search criteria.

  7. Click Apply.

CLM returns the incoming requests that match the criteria.

August 25, 2025