Users generate contract documents and supporting documents during the contract management life cycle.  While generating a contract document or supporting documents, the application displays a list of templates the user can select. The list of templates displayed depends on the configuration of the template filter rule.

Using template filtering rules, you can set up user-defined filters to narrow the list of templates that are displayed for tasks that involve generating contract documents or supporting documents. Administrators set conditions that determine which templates are displayed during contract document and supporting document generation. 

The template filter rule looks for a match between fields on the contract and template records. For example, for contract templates created for multiple languages, you should only be able to select templates for the language to which they belong. The template filter uses contract fields and related child object fields to select the templates to display.

Use cases for creating template filter rules

Use case 1

This use case describes filtering templates to generate contract documents or supporting documents using template filter rules. For example, if templates are created for multiple languages, a user might see and pick only language-appropriate templates.

Let us consider that the contract record contains a Language field with the possible values of English or Spanish and the template record contains a similar Language field. By matching the Language field values in the contract and template records, the template filter rule presents the appropriate template for document generation.

To create a template filter rule, perform the following steps:

  1. Use the Template Filter Rules tab to create a template filter rule.
  2. The template filter rule has two related lists: Qualifiers and Filters.

  3. Add a new qualifier and provide the following information.

    1. Field: Select the field to be used for the template filter rule. For example, Language.

    2. Operator: 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. For example, Equals.
    3. Value: The type of value field depends on the field selected. For example, Spanish.

  4. Add a new filter and provide the following information.

    1. Field: Select the field to be used for the template filter rule. For example, Language.
    2. Operator: 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. For example, Equals.
    3. Value: The type of value field depends on the field selected. For example, Spanish.
  5. Generate a contract document. The desired templates are displayed

Use case 2

This use case describes filter templates when the contract is in "In Amendment" status and the template contains the keyword "Amendment" entered in X-Author for Contracts.

  1. Create a contract-type template to be used in amendment situations. 
    Use any keyword in the keywords field. For example, Amendment.
  2. Using the Template Filter Rules tab, create a template filter rule.
  3. The template filter rule has two related lists: Qualifiers and Filters.

  4. Add a new qualifier and provide the following information.

    1. Field: Select the field to be used for the template filter rule. For example, Status

    2. Operator:  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. For example, Equals
    3. Value: The type of value field depends on the field selected. For example, In Amendment
  5. Add a new filter and provide the following information.

    1. Field: Select the field to be used for the template filter rule. For example, Keywords

    2. Operator:  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. For example, Contains 
    3. Value: The type of value field depends on the field selected. For example, In Amendment
  6. Generate a contract that is in the In Amendment status. The desired amendment template is displayed.

For more information on configuring a template filter rule, see Setting Up Template Filter Rules.