Creating a Contract
When drafting your contract record, you must fill out the mandatory data fields, such as Contract Name, Account, and Contract Type. The system automatically populates the system fields, such as Status and Status Category, that help identify the current stage of the agreement lifecycle.
You can create a contract by:
- Adding basic contract information and generating a contract document later
- Using an existing contract template
- Importing a contract document
The options you select when creating a contract set the following statuses and status categories on the Contract Details page.
|
Option |
Status |
Status Category |
|---|---|---|
|
Fill out a contract form |
Request |
Request |
|
By Import Documents |
Author Contract |
In Authoring |
|
By Store Executed Contract |
Activated |
In Filing |
|
Intelligent Document Import |
Import |
In Review |
- To create a contract from a template, you have a contract template in the system. For information on creating a template, see Creating New Templates in X-Author for Contracts.
- To import an existing contract document, you have a contract document in the system.
A contract name must not contain more than 255 characters (including spaces and special characters).
Creating a Contract
- The contract creation options available to you depend on the permission groups that the administrator has linked to your user record in the system. For example, if the administrator has enabled By Import Documents, By Store Executed Contract and Intelligent Document Import actions for the permission group linked to your user record, then the Fill out a contract form option is not available to you for contract creation.
- If the administrator has enabled only one record type for the Agreement object and turned the "Hide Create New Contract Form" setting on in CLM Admin > General Settings, the pop-up mentioned above does not appear and you are directed to enabled record type's contract details page. For example, if only the MSA record type is enabled, other record types such as NDA and Corporate are not shown in the Contract Type list. For more information, see Assigning Record Types and General Settings.
Creating a New Contract by Filling a Form
- Select Fill out a contract form.
- Select Contract Type. Conga CLM displays the contract fields for the selected contract type's page layout, configured by the administrator.
- Fill in the Contract Name, Contract Start Date, Account, Contract End Date, Contract Type, Term Months, Total Contract Value, and Primary Contact fields. The Contract Type and Account fields are required. For more information about contract fields, see Contract Fields.
- Click Create.
After creating a contract, you can generate a contract document. For more information, see Generating a Contract Document.
You can raise a contract request if you are unable to create a contract from this page. For more information, see Creating a Contract Request.
Importing Contract Details from a Third-party Document
- Select By Import Documents to import a third-party document.
- Select Contract Type. Conga CLM displays the contract fields for the selected contract type's page layout, configured by the administrator.
- Enter the required details. The Account field is mandatory. For more information about contract fields, see Contract Fields.
- Upload or drag and drop the contract document from your system. You can import documents in DOC (500 MB) , DOCX (70 MB), PDF (500 MB), PNG (250 MB), RTF (200 MB), and TXT (200 MB) formats.
- Click Create.
Importing an Executed Contract
- Select By Store Executed Contract to import an executed contract.
- Select Contract Type. The contract fields configured by the administrator for the page layout of the selected contract type are displayed.
- Enter the required details. The Account field is mandatory. For more information about contract fields, see Contract Fields.
- Upload or drag and drop the contract document from your system. You can upload documents in DOC (500 MB), DOCX (100 MB), and PDF (500 MB) formats.
- Click Create.
Importing a Document using Discovery AI
Select Intelligent Document Import. The Import Document page opens in a new tab. Follow the steps in Importing Documents and Files.
A contract record is created. The Contract Details page is displayed with the
basic information you just added. Click the pencil icon ()
to modify existing information or to capture additional information. For more
information, see Contract Fields. You can click the hyperlink in the Account field to go to
the Account Details page.
The following table describes the actions available for the contract when its category and status are set to Request:
|
Action |
Description |
|---|---|
|
Generate Document |
Generates the first version of an agreement document copies it to the agreement record. For more information, see Generating a Contract Document. |
|
Import Offline Document |
Imports a third-party contract document and attaches it to the contract record. For more information, see Importing Offline Documents. |
|
Preview |
Generates a contract document draft version based on the template set up for the contract type. |
|
Generate Supporting Document |
Generates a document of type Supporting Document-type template and attaches it to the contract record. It can be used to attach supporting documents such as contract summary, renewal letter, termination letter, etc. For more information, see Generating a Supporting Document. |
|
Intelligent Document Import |
Imports a third-party or offline document and runs it through Conga Contract Intelligence to extract data from it. For more information, see Importing Documents Using Intelligent Import. |
|
Cancel |
Cancels a contract. Can be used for contracts that are no longer required. |
|
Submit Request |
Submits a request for automatic or manual contract document generation according to the contract rule configuration. For more information, see Submitting a Document Generation Request. |
After the contract is created, you can track its life cycle through the transition bar displayed above the contract details. For more information, see Visibility into the Contract Lifecycle Stage. The contract moves to the next stage configured in the workflow.
Assigning Record Types
Record types enable you to offer different business processes, picklist values, and page layouts to different users. Administrators can assign record types to users, ensuring that only the assigned record types are available for selection during contract creation. For more information, see "To assign Record Type Permission" section in Creating Permission Groups.
If an administrator has assigned you MSA and NDA record types, you can only view and create contracts for these specific record types. Other record types such as SOW, CFA, and so on are not displayed in the Contract Type list.
Contract Fields
These fields are available on the Contract Details page,
|
Field Label |
Description |
|---|---|
|
Basic Information | |
|
Contract Name |
Name of the contract provided by the user while creating a contract; can contain up to 255 characters. |
|
Contract Number |
A unique number assigned to the contract by the system. |
|
Account |
Link to the account record to identify the external party to this contract. |
|
Contract Type |
Contract type for this record |
|
Contract Category |
Used to categorize contract types. This can be contract type-specific (add appropriate values for each contract type) and can also be used for template filtering. |
|
Status Category |
Higher-level state of the contract: For example, In Authoring, In Effect, Expired, and so on. These are Conga CLM reserved values |
|
Status |
Status of a contract. These are modifiable by the customer except for these values, Request, Submitted Request, Cancelled Request, In Amendment, Being Amended, etc. These are Conga CLM reserved values to manage contract life cycles. |
|
Total Contract Value |
Total value of the contract. |
|
Parent Contract |
Contract name of the parent contract if you create the current contract as a child or linked as a child. |
|
Executed Date |
Is auto-populated when a document is eSigned (Adobe Sign or DocuSign) by all recipients. A user can manually enter the date when the document has wet signatures and when the signed document is uploaded manually. |
|
Primary Contact |
Primary contact for the contract |
|
Approval Status |
Approval status is updated depending on the approval request. The available statuses are:
|
|
Owner |
Assigned owner of the contract record. Note: An email notification about the contract ownership is sent to the members specified in the User or User Group. For more information, see "To add group members" section in Creating User Groups |
|
Owner Type |
Select User or User Group from the drop-down menu. |
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 ownership. |
|
Terms & Renewals | |
|
Contract Start Date |
Effective date of a contract. A required field for activation of fixed-term contracts. Note:
Specifying the contract end date is mandatory for creating a fixed-term contract. For contracts of other term types, this depends on the page layout the administrator configures. |
|
Contract End Date |
End date for a contract. A required field for contract activation of fixed-term contracts. Note:
Specifying the contract end date is mandatory for creating a fixed-term contract. For contracts of other term types, this depends on the page layout the administrator configures. |
|
Term Months |
Duration of the contract |
|
Contract Term Type |
A contract term type is a categorization of specific contract conditions by nature and duration. The following contract term types are available on the Contract Details page and each contract term type has a different logic associated with it.
|
|
Key Dates | |
|
Retention Date |
Date on which the contract is purged |
|
Activated Date |
Auto-populated with the date on which the contract is activated |
|
Miscellaneous | |
|
Termination Date |
Date on which the contract shall be terminated |
|
Termination Notice Days |
Number of days before the contract owner is notified regarding the upcoming termination of the contract. An email notification is sent to the primary contact and the logged-in user. For example, if the contract end date is 05/31/2024 and the termination notice day is 14, an email notification is triggered on 05/17/2024. |
|
Expiration Notice Days |
Number of days before the contract owner is notified regarding the upcoming expiration of the contract. An email notification is sent to the primary contact and the logged-in user. For example, if the contract end date is 05/31/2024 and the expiration notice day is 14, an email notification is triggered on 05/17/2024. |
|
Non Standard Legal Language |
Select the checkbox to indicate whether this contract contains non-standard language |
Contract Status Categories and Statuses
This section describes status categories and associated statuses. The workflow stage name refers to the stage name displayed in the lifecycle transition bar for a contract based on the status category and status combination.
Import
This status category indicates that an offline document is imported to CLM.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Review |
Note:
This status category is currently not displayed in the lifecycle transition bar. |
Contract ready for a review of extracted clauses and fields |
Request
This status category indicates that the contract is in the Request stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Request |
In Draft |
New request |
|
In Amendment |
In Draft |
Contract being amended |
|
In Renewal |
In Draft |
Contract being renewed |
In Authoring
This status category indicates that the contract is in the Authoring stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Author Contract |
In Review |
Contract being authored |
|
In Amendment |
In Review |
Contract being amended |
|
Other Party Review |
In Review |
Contract is being reviewed by another party |
In Signatures
This status category indicates that the contract is in the Signatures stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Other Party Signatures |
In Signatures |
Contract sent for other party signatures |
|
Ready for Signatures |
In Signatures |
Contract ready for internal or other party signatures |
|
Fully Signed |
In Signatures |
Contract is fully signed and ready for activation. |
|
Signature Declined |
In Signatures |
Signature is declined |
In Filing
This status category indicates that the contract is in the Filing stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Activated |
Note:
This status category is currently not displayed in the lifecycle transition bar. |
Contract created with an executed document |
In Effect
This status category indicates that the contract is in the Effect stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Activated |
In Effect |
Active contract |
|
Being Amended |
In Effect |
Contract is in the amendment process |
|
Being Renewed |
In Effect |
Contract is in the renewal process |
|
Superseded |
In Effect |
Contract is superseded |
|
Being Terminated |
In Effect |
Contract is in the termination process |
Expired
This status category indicates that the contract is in the Expired stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Expired |
Expired |
Contract has expired |
Terminated
This status category indicates that the contract is in the Terminated stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Terminated |
Terminated |
Contract is terminated |
Amended
This status category indicates that the contract is in the Amended stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Superseded |
Amended |
Contract is superseded |
Renewed
This status category indicates that the contract is in the Renewed stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Superseded |
Note:
This status category is currently not displayed in the lifecycle transition bar. |
Contract is superseded |
Cancelled
This status category indicates that the contract is in the Cancelled stage.
|
Status |
Workflow Stage Name |
Description |
|---|---|---|
|
Cancelled |
Cancelled |
Contract is cancelled |
