A user with the Request Admin permission creates the contract request bundle types that will be used as templates whenever a user makes a contract request. The Request Admin can create a request type template that captures information for a single contract document, or a request type for a contract that includes multiple documents, such as a Master contract with several Exhibits.
A contract request bundle can be comprised of a single standalone contract document, or it can be comprised of a Master contract and one or more supporting documents. For example, if you are creating a contract request bundle for a Software Licensing Agreement that also had a Professional Services Schedule, enter Software Licensing Agreement in the Bundle Name field, and when you create the main request type form in the bundle, enter Software License in the Request Name field. Then add a second request type form, and enter Professional Services Schedule in the Request Name field. For "bundles" with only one standalone contract, you can use the same name in both the Bundle Name and Request Name fields.
1. Click Admin in the Navigation Toolbar, and click the Contract Request Types link in the menu.
2. In the Request Type Browse screen, click New Request Bundle Type.
3. In the Request Type Bundle Edit screen, populate the following:
- Bundle Name field - enter a descriptive name for the contract request type.
- (Optional) Bundle Approvers multi-select list - click in the field to display the Address Book, and select the individual(s) who can approve the contract requests made by requestors who use this template.
- (Optional) Bundle Description field - enter information to provide users with assistance in completing the contract request made using this template. The information entered displays as a Quick Tip when the user hovers over the field.
4. (Optional) Select the Legacy radio button to run the classic contract request process, which involves two or more program screens to capture the information needed to approve a contract request. A Legacy request type can only be used if the entire contract is comprised of a single document.
The enhanced (default) Contract Request process uses a single program screen to capture all the information needed for the contract request. It must be used when the entire contract is comprised of two or more documents types, such as a Master Agreement and a Schedule.
5. Click the New Request Type tab to refresh the screen.
Designing the Request Form
The forms and fields that Administrators add to a request type bundle template reflect the variable information that needs to be captured when a user makes a contract request using this template.
1. In the form view of the Request Type Bundle Edit screen, populate the following:
- Request Name field - enter a descriptive name for the form.
- Verify the New Request Type tab changes to match the name you entered in the Request Name field.
- (Optional) Request Description field - enter information for using the form.
2. (Optional) Select the Prevent requesters from uploading documents on this request check box if you do not want users who use this template to be able to upload any documents to the request.
3. Add fields to the form to capture the information the approver will need to grant a contract request submitted using the template:
- Click Add Field in the toolbar.
- In the Add Field prompt, select a company or contract field in the Field Type list, and click Save.
- When the field displays in the screen, click t to enable it and display its Field Properties grid.
- To move a field, mouse over any border of the field until the icon displays, click the icon, and drag-and-drop the field to the desired location.
- To delete a field, right-click it to display a button, and click the button.
To allow users making a contract request to select the person who reviews/approves their request, you must add an Approver field to the form. Bundle approvers are defined in Step 3 above and the Approver option is adding through the request type's restrictions.
- (Optional) In the Field Properties grid, set the properties for the field:
- Field Name – edit the name of the field by typing over the existing text. If the field is a list, make sure you rename the field appropriately, based on the list selections.
- Required? – change the selection from "false" to "true" to make the field required.
- Quick Tip – enter instructional or informational text in the field to assist users in correctly populating the field.
4. (Optional) Add information panels to create headings that you can reposition over a group of fields in Column 1 or 2.
- Click Add Information Panel in the toolbar.
- When the panel displays in the screen, click it to enable it and display its Field Properties grid.
- Mouse over the panel until the icon displays, click the icon, and drag-and-drop the panel to the desired location.
- In the Field Properties grid:
- Type over the default text in the Value field for Display Text to provide a name for the heading.
- Click in the Value field for Style and make a selection in the list to identify the way you want the panel to display in the form.
- To delete an information panel, right-click it to display a button, and click the button.
To allow the requester to select the person who will review their contract request, add the Approver field to the request form. If the Approver field is not in the Field Type list in the Add Field prompt, add it as an additional field (combo list) in the Contract Profile. The approvers that will appear in the list are those you selected in the Bundle Approvers list in the default template screen.
5. Click the Bundle Configuration tab.
6. Click Save.
After adding the fields designed to capture the needed information for a contract request, you can add restrictions to control when the template is available to a user making a contract request, link the template to an existing additional form to capture supplemental information, add forms to the template for contracts that contain multiple document types, as well as reorder the sequencing of the forms, and write a profile rule to control the display of fields, request forms, and additional forms when a user makes a contract request using the template. For contract requests that do not need approval, you can designate the request type template as Self-Service.