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CLM for Advantage Platform

Contract Administration Setup

Contract Rules

Contract rules can be used to fulfill contract creation requests when the requester does not have permission to generate contract documents. Contract rules enable the system to determine how a contract should be processed when a requester raises a new contract request.

Contract rules can be configured to auto-generate contract documents or assign the contract to a user group for further processing. The following is an example of a contract request process for which contract rules can be configured:

  • The requester creates a contract record and clicks Submit Request.
  • Based on the information provided by the requester, the system determines if the contract should be processed as a standard self-service contract or as a non-standard contract requiring authoring and negotiations.
  • For a standard contract, the system generates a contract document and sends it as an email attachment to the contract's primary contact. The requester obtains the signatures on the contract document, scans the hard copy, and attaches it to the contract record. Clicking Activate puts the contract in effect.
  • For a non-standard contract, the contract is assigned to a pre-configured user group. The user group takes ownership of the contract, authors it, and negotiates it with the other party. The requester obtains the signatures on the contract document, scans the hard copy, and attaches it to the contract record. Clicking Activate puts the contract in effect In Effect.

For more information about contract rule use cases and how contract rules work, see Use Case for Contract Rules. Also, see Submitting a Document Generation Request.

This section describes how to configure contract rules with one or more inclusion criteria and filter criteria to define the conditions to process contract requests.

Creating a Contract Rule

  1. Go to CLM Admin > Contract Rules.
  2. Click New Rule.
  3. Enter the following information:
    1. Enter the contract rule name in the Name field.
    2. Slide the Is Active toggle button to make the rule active.
    3. Select the rule type, as described in the following table:

      Rule Type

      Description

      Used in Submit Request Mode

      Submit Request Mode

      When set to Auto, this parameter mode triggers automatic contract document generation.

      Not applicable

      Contract Template

      This parameter identifies the contract template for automatic contract document generation.

      Auto

      Email Template

      This parameter identifies the template for an email sent to predefined recipients as an attachment to the contract document.

      Auto

      User Group

      This parameter is used to select the user group that contract ownership is transferred to in order to process the contract request.

      Manual

    4. Enter a value in the Rule Value field.
    5. Description: Enter a description for the rule.
  4. Click Save.

Configuring a Contract Rule

  1. Click the Rule Configuration tab for the contract rule.
  2. In the Inclusion Criteria section, select the field and expressions to use as entry criteria for the contract record to be submitted for processing. Click Add Criteria.
    1. Select a field from the Field drop-down list.
    2. 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.
    3. Enter the value of the field. The type of value field depends on the field selected.
    4. To add another criteria, click Add Criteria and repeat steps 2 (a), (b), and (c). A formula is displayed in the Filter Expression textbox showing the criteria added. You can also alter the filter expression. AND and OR operators are supported in the filter expression.
  3. In the Filter Criteria section, select fields and expressions to control the visibility of contract records when inclusion criteria are met. Click Add Criteria.
    1. Select a field from the Field drop-down list.
    2. 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.
    3. Enter a value. The type of value is defined by the field selected.
    4. To add another criterion, click Add Criteria and repeat steps 3 (a), (b), and (c). A formula is displayed in the Filter Expression textbox showing the criteria added. You can also alter the filter expression. AND and OR operators are supported in the filter expression.
  4. Click Save.

Specifying Configuration for the Contract Rule

  1. Click the Rule Configuration tab for the contract rule.
  2. In the Inclusion Criteria section, select the field and expressions to use as entry criteria for the contract record to be submitted for processing. Click Add Criteria .
    1. Select a field from the Fielddrop-down list
    2. 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.
    3. Enter the value of the field. The type of value field depends on the field selected.
    4. To add another criteria, click Add Criteria and repeat steps 2 (a), (b), and (c). A formula is displayed in the Filter Expression textbox showing the criteria added. You can also alter the filter expression. AND and OR operators are supported in the filter expression.
  3. In the Filter Criteria section, select fields and expressions to control the visibility of contract records when inclusion criteria are met. Click Add Criteria.
    1. Select a field from the Field drop-down list.
    2. 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.
    3. Enter a value. The type of value is defined by the field selected.
    4. To add another criterion, click Add Criteria and repeat steps 3 (a), (b), and (c). A formula is displayed in the Filter Expression textbox showing the criteria added. You can also alter the filter expression. AND and OR operators are supported in the filter expression.
  4. Click Save

You have created a contract rule with the criteria. The rule is applied on the contract when a submit request is triggered, if the contract meets the rule criteria.

To ensure that the submit request always gets submitted irrespective of whether a contract rule is available or not, you need to configure a default contract rule. For more information, see Submit Request Default Config.

Editing a Contract Rule

  1. Click the Contract Rule link to open the contract rule.
  2. Click Edit.
  3. Edit the details and click Save.

Cloning a Contract Rule

  1. Click the Contract Rule link to open the contract rule.
  2. Click the More icon () and select Clone for the contract rule to be cloned.
    A copy of the cloned contract rule is created with "Clone" suffixed to its name.
  3. Click Edit to modify the rule information.
  4. Click Save.

Deleting a Contract Rule

You can delete a contract rule from the contract rule list.

  1. Click the More icon () next to the contract rule and select Delete.
  2. Click Confirm.

The contract rule is deleted.

Use Case for Contract Rules

The Submit Request feature for a contract allows contract requestors to raise a new contract request. Contract rules enable the automation of processing the contract requests submitted by the requestors.

The administrator can define rules to identify if:

  • A contract document should be automatically generated after the contract is submitted for processing.
  • The contract should be sent to a user group for reviewing and processing the contract.

The following are some requirements for which contract rules can be configured to automate the contract request process:

  • If the record type is NDA, the system should generate a contract document automatically with a predefined template and send the document as an email attachment to the contract's primary contact.
  • If the contract is other than NDA and needs review and negotiation with the other party, the system should assign it to the legal team.
  • If the record type is NDA but contains non-standard legal language, the system should assign it to the legal team for review.
  • If the Total Contract Value exceeds $5000, the system should assign it to the legal team for review.

Contract rules can be configured with one or more conditions to determine how a contract should be processed.

Let's take a use case to understand how contract rules work.

For a contract of type NDA with Non Standard Legal Language checkbox not selected, contract document must be automatically generated. But, if the NDA contract has Non-Standard Legal Language checkbox selected, the document must not be generated, and the contract must be forwarded to the legal team for review. Additionally, if the non-standard contract is with ACME International account, it must be forwarded to a the account-specific legal team.

To achieve the above use case, you must configure contract rules as shown in the table below:

Contract Rule #

Rule Type

Rule Value

Inclusion Criteria

Filter Criteria

1

Submit Request Mode

Auto

Record Type Equals NDA

NonStandardLegalLanguage Equals false

2

Agreement Template

<contract template name>

3

Email Template

<email template name>

4

Submit Request Mode

Manual

Record Type Equals NDA

NonStandardLegalLanguage Equals true

5

User Group

<user group for ACME International account>

Record Type Equals NDA
  • NonStandardLegalLanguage Equals true
  • Account Equals ACME International

6

User Group

<general user group>

Record Type Equals NDA
  • NonStandardLegalLanguage Equals true
  • Account NotEqualTo ACME International

Now, let's see how the contract rules are executed depending on the contract information.

Scenario1: The requestor creates an NDA contract with Non Standard Legal Language checkbox not selected.

  • The inclusion criteria for all the contract rules configured above are satisfied.
  • The system evaluates the contract against the filter criteria configured. It determines that the contract matches the filter criteria configured for Submit Request Mode rule of type Auto.
  • The Submit Request Mode rule of type Auto is triggered.
  • All the rules configured with the sequence same as that of Submit Request Mode rule of type Auto are triggered.

As a result of the above, a contract document is generated with the template selected in agreement template rule. The contract document is sent in an email using the email template rule.

Scenario2: The requestor creates an NDA contract with Non Standard Legal Language checkbox selected for ACME International account.

  • The inclusion criteria for all the contract rules configured above are satisfied.
  • The system evaluates the contract against the filter criteria configured. It determines that the contract matches the filter criteria configured for Submit Request Mode rule of type Manual.
  • The Submit Request Mode rule of type Manual is triggered.
  • All the rules configured with the sequence same as that of Submit Request Mode rule of type Manual are triggered.

As a result of the above, the contract owner is changed to account specific user group selected in the user group rule.

Administrator Guide
Conga
CLM

September 8, 2026