Currently CMx supports below languages as part of internationalization and localization efforts, however, the goal is to support all available languages at some point.
if you think a language is missing in below list, let us know at support@sysintellects.com and we will gladly add the language in the next immediate release:
All the emails generated from CMx are by default with an email address named: “noreply@sysintellects.com”
As a CMx administrator who have access to Company Profile and Advanced Configurations, there is an option to change that “noreply@sysintellects.com” to your own company email by following below steps:
Step 1: Request your IT team to Create a new (or use existing email) SMTP email inbox for use by CMx . For example: contract-management@yourcompany.com . Make sure your IT team provides you the configuration description values especially the underlined ones.
Step 2: Add below configurations to Company Profile → Advanced Configurations
In Order to configure custom SMTP email - from address instead of using “noreply@sysintellects.com” , Go to Company Profile → Advanced Configuration and add below configurations with correct values.
When you partner with our company, a robust communication process ensures you're involved every step of the way, from the initial consultation to the project's close. Here's how it benefits you:
This seamless communication process not only keeps you informed but deeply integrates your needs and expectations into the project, resulting in a product that truly reflects your vision.
The communication between the builder and the client is highly comprehensive and interactive. From the initial consultation and design discussions, every aspect of the project is openly reviewed and planned in collaboration with the client. This ensures that the client's vision is at the heart of the project.
This constant and detailed communication ensures that the client feels involved and valued throughout the entire process.
Goto Manage Configurations from Logout Menu and then Click on Create New Configuration.
Following account level configurations are supported by CMx.
Configuration Name/Key | Configuration Description/Value | CMx Behavior |
---|---|---|
cmx.default.currency | Any valid currency code Eg: USD INR AED | Create Contract Screen defaults to the currency code set in this value. Default Currency in USD |
cmx.default.date.format | mm-dd-yy | Default Date Format of CMx is US Date Format For example 04-05-2018 Affected Screens: Create Contract (Effective Date, Expiry Date, Milestone Dates) Update Contract (Effective Date, Expiry Date, Milestone Dates) Manage Contract (Effective Date and Expiry Date) Advanced Search (Effective Date and Expiry Date) Import Data Excel Template (Effective Date and Expiry Date) |
dd-mm-yy | This date format sets CMx date format to be in UK format of dd-mm-yyyy For ex: 21-05-2018 Affected Screens: Create Contract (Effective Date, Expiry Date, Milestone Dates) Update Contract (Effective Date, Expiry Date, Milestone Dates) Manage Contract (Effective Date and Expiry Date) Advanced Search (Effective Date and Expiry Date) Import Data Excel Template (Effective Date and Expiry Date) |
|
cmx.create.display.auto.generate | true | Displays an "Auto Generate" button which uses the selected type (contract template) and custom field values to generate the contract while creating contract itself in one step. |
cmx.input.pattern | Any String Value Eg: SQF | CMx reads all key value data from an Excel file with input pattern Example: SQF-Supplier-Form.xlsx that is shared with an external party and makes those external party entered values available as custom fields that can be used for contract document generation. |
cmx.office365.enabled | true | Use Office 365 in addition to CMx default live editor |
cmx.contract.documenttab.treeview | true | For enabling document view in hierarchical tree/nested folder structure view in Create/Edit Contract |
cmx.contract.number.editable | true | Makes contract number editable in edit contract |
cmx.contract.template.collabera.editor.enabled | true | Live Editor in Contract Template Page |
cmx.default.emailgroup | youremailgroup@yourdomain.com | CC email for receiving all electroSigned final signed copies. |
cmx.blank.document.option | false | Hiding new blank document option from Generate Contract options |
cmx.create.amendment | true | Add this option in manage configurations to create quick and easy amendments to existing documents. This feature provides an option to clone any existing documents of contract and then make edits(amends) to them using the Live Editor. |
cmx.email.from.name | For example : Sysintellects LLC | Preferred ORG Name for emails |
cmx.create.contract.hidden.fields | Any fields on create contract main fields other than contract title and contract type , comma separated | Example value: description,renewalDate,contractValue,expiryDate,notificationList,expiryReminder,contractSigners,closeoutdate,approvalworkflow,riskLevel,renewalTerm,autoRenewal,department,contractowner,stage,status,effectivedate,contractingparties,requests,contractnumber |
cmx.manage.contract.display.custom.fields | Any valid custom field names as comma separated. | |
cmx.default.homepage.{RoleName} Unknown macro: {RoleName} = lower case role name with no white space For example if user role name is Admin, the configuration is: cmx.default.homepage.admin | Value: Any of below values: (1) Dashboard (default without this configuration) /dashboard (2) Calendar /calendar (3) Signature /sendSignature (4) Manage Contracts Default Page Value = /manageContracts?target=showContractse (5) Create Contract Default Page /manageContracts?target=createContracts (6) Manage Requests /request?target=manageRequest (7) Manage Contract Types /contracttype?target=manageContractTypes /customField?target=manageCustomField (9) Manage Contract Templates /contracttemplate?target=manageContractTemplates (10) Manage Contracting Party /contractingparty?target=manageContractingparty (11) Manage Contracting Party Types /contractingpartytype?target=manageContractingPartyTypes (12) Manage Clause Library /clauselibrary?target=manageClauseLibrary (13) Manage Clause Category /clausecategory?target=manageClauseCategory (14) Manage Workflow /workflow?target=manageWorkflow (15) Import /import?target=manageImport (16) Import Status /importstatus?target=manageImportStatus (17) Export /export?target=manageExport (18) Reports /contractanalytics?target=showContractAnalytics (19) Audit Trail /audittrail?target=showAuditTrail (20) Company Profile /companyprofile (21) Manage Locations /location?target=showLocationCreateDetails (22) Manage Departments /department?target=showDepartmentCreateDetails (23) Manage Groups /group?target=showManageGroups (24) Manage Users /controlpanel?target=staffAdmin (25) Manage Role /controlpanel?target=roleAdmin (25) Manage Permission Scheme /permissionscheme | On login , CMx redirects the user with the role to respective default home page configured as value. |
cmx.electrosign.sendsigneddoc | true | This configuration is required to send final signed pdf to one or more recipients in email after signature. |
false | Disables the sending of email with final signed pdf after signature. | |
cmx.electrosign.date.tab.default.format | Format of date in electronic signature tab MMMM DD, yyyy Example: April 05, 2020 DD-MM-YYYY Example: 31-05-2020 | |
cmx.create.contract.hidden.contract.types | In create/edit contract page , hide certain contract types so that these are not visible for the user. | Example Configuration Description: contract type1,contract type 2 |
cmx.create.contract.mandatory.fields | ContractingParties,Description,renewaldate,contractvalue,expirydate,notificationlist,contractsigners, closeoutdate,approvalworkflow,stage,status,risklevel,requests,renewalterm | |
cmx.electrosign.default.email.sign.request.subject | Change the subject of ElectroSign default message to all recipients | For Example: Your Text - ${ContractNumber} ${ContractTitle} |
Status ID |
Contract Status |
Triggers (When Contract Status is changed?) |
Contract CLM Stage |
Description |
---|---|---|---|---|
500 | Draft | Creation of Contract using Create Contract User Click | Authoring |
New Contract document request has just arrived and starting to generate a contract from the template or starting to create a contract document from scratch. In this status, the Contract Document is being drafted or prepared with all the legal clauses in place. |
501 | Sent for Review & Approval | Send for Internal Review & Approval Action Click | Review & Approval |
Contract Authoring is complete and Contract is ready for internal review and approval process. When the Contract is sent for Internal review, Stage is changed to "Review & Approval" and Status is set to "Sent for Review & Approval" |
502 | Approved | Internal Review & Approval Flow Completion by all persons in the workflow | Review & Approval |
The contract is approved by all levels of approvers in the Approval Workflow Steps. At this time, the approved Contract status is set to "Approved" and Stage is "Review & Approval". |
503 | Sent for External Review | Send for External Review Action Click | Review & Approval |
The contract is sent for external review, for example to an external party who is not already in CMx users list. At this time Contract Status is set to "Send for External Review" and Contract Stage is set to "Review & Approval". |
504 | External Review Completed | External Review Completion - Once an external party review is completed in CMx | Review & Approval |
Contract review is completed by an external party (For eg: by an external lawyer). At this time Contract Status is set to "External Review Completed" and Stage is set to "Review & Approval". |
505 | Sent for Signature | Sent for Signature Action Click | Execution |
The contract sent for signature is signed by all signing parties. At this time, contract status is set to "Signed" and contract stage is set to "Execution". |
506 | Signed | Signature (manual or e-Sign) | Execution |
The contract sent for signature is signed by all signing parties. At this time, contract status is set to "Signed" and contract stage is set to "Execution". In this Stage and Status: If there is an expiry date available CMx sends automatic expiry reminders 90,60,30,1 day(s) prior to the expiry date to all emails in Contract Owner + Notification List. |
507 | Active | Once the contract is signed by all parties and on the effective date of the contract when the contract starts to be in effect. | Live |
The contract is signed by all parties and the effective date is current. At this point, Contract Status is set to "Active" and Contract Stage is set to "Live". In this Stage and Status: If there is an expiry date available CMx sends automatic expiry reminders 90,60,30,1 day(s) prior to the expiry date to all emails in Contract Owner + Notification List. |
508 | Expired | On Expiry Date | Closed/Discontinued |
On Expiry date of the Contract, it is set to Status: Expired and Stage as "Closed/Discontinued" unless the Contract is renewed. |
509 | Canceled/Inactive/On Hold | On Cancel Contract Action Click | Closed/Discontinued |
When the Contract is no longer required by the user, Contract is in-activated or de-activated using option "Cancel Contract". At this time, Contract Status is set to "Cancelled" or "Inactive/On-hold" and Contract Stage is set to "Closed/Discontinued". |
515 | Requested Changes | When a change is requested by a user for the contract | Review & Approval |
The contract is sent for internal review and approval and in one of the workflow step an approver request changes to the contract with comments. At this time, the contract is set to Status: "Requested Changes" and stage to " Review & Approval". |
2. Double Click on the Installer Downloaded to proceed with the installation
3. Click on the "Next" button.
4. Click on the "Next" button.
5. Click on the "Close" button and on opening MS Word, a user should be able to see the CMx plugin.
6. The user can sign in by Clicking on "Sign-in" option from the menu. Once the user logs in by providing valid credentials, the menu options to search Clause Library, Contract, Templates etc.
Once the user has successfully signed in, Clicking on "Clause Library" will provide the user with an option to search for the Clauses created for the Organization, based on Clause text or based on Clause Category
By selecting the clause category and clicking on "Search", the application will display the clauses for the selected category
A user can drag and drop the clause from the results to the document pane.
Search for all Existing Clauses list in the System.
Clicking on "Clause Library" will provide the user with an option to search for the Clauses created for the Organization, based on Clause text or based on Clause Category
By clicking on "Search", an application will display the list of all the clauses in the system.
Clicking on "Contract Repository" will provide the user with an option to search for the Contract created for the Organization. The application provided the user to search by Contract Number, Contract Title, Contract Owners, Department, Location, Contracting Party, Contracting Party type etc.
Ex: Search by Contract Number:
Enter Contract Number in the Keyword field and select "Contract Number" and click on "Search".
Ex: Search by Contract Title:
Enter Contract Title in the Keyword field and select "Contract Title" and click on "Search".
Ex: Search by Contract Owners
Enter Contract Owners in the Keyword field and select "Contract Owners" and click on "Search".
Ex: Search by Departments:
Enter Departments in the Keyword field and select "Departments" and click on "Search".
Ex: Search by Locations
Enter Locations in the Keyword field and select "Locations" and click on "Search".
Ex: Search by Contracting Party
Enter Contracting Party in the Keyword field and select "Contracting Party" and click on "Search".
Ex: Search by Contracting Party Type:
Enter Contracting Party Type in the Keyword field and select "Contracting Party Type" and click on "Search".
Ex: Search by Document Attachment Contents:
Select "Document Attachment Contents" and click on "Search".
Ex: Search by Document Attachment File Name:
Enter Document name in a keyword, Select "Document Attachment File Name" and click on "Search".
The application provides the user to search for existing Contract templates in the system, which are tied to a Contract type. The user can search for those templates, and modify those templates from the Authoring plugin
Clicking on the Templates, the menu option will provide the user with options to search for Contract types in the system.
The user can double click on the template document attached and make modifications to the template and save the document.
CMx Word Plugin Screenshots:
Using Generate Contract function, you can generate word documents from MS Word template embedded with custom field values (When required) with the click of a button and share it internally or externally within CMx.
Follow below setup for creating a word template and annotating the word template with replaceable values wherever required within the word document:
Download Here. (Note: This is a simple .docx file with annotations which is used as a master template document for generating further documents from it)
Note the annotations within ${}, these are the dynamic fields CMx replaces with actual values when generating the word contract document. For example ${ContractingParty} refers to the party name with whom the contractual obligation is being made.
Reserved Keywords (NOT to use in Custom Field Names)
Annotating Commonly Used Fields
Annotating using Default Main Fields
By default CMx adds below properties into the generated document when embedded within the word template document:
Annotating using Custom Fields
Use below steps to annotate MS Word document using Custom Fields.
Note: Spaces and special characters are NOT allowed in custom field annotations, means no ' and ô or any other special characters.
Supported Additional Template Fields
CMx adds below properties into the generated document when embedded within the word template document:
(3) Generated Contract Document:
And the Contract Generated will have the data in tabular format once annotated correctly.
Click on Contract Templates from the left navigation menu and then on Create Contract Template.
Enter a name and description for the contract template and browse for the MS Word document template created in Step1 and click on Create button.
Verify that the Contract Template is created successfully in the Manage Contract Template screen.
Click on Custom Field form on the left navigation menu.
Provide and name, description for the custom field form. Drag and drop required custom fields.
(NOTE: White spaces are not supported in custom field names for generate contract annotations. For example: "Billing Rate" is not supported. The correct field name is: "BillingRate")
Drag and drop a single line text from right to left section.
The new field will appear like above with label as "New text".
Click on the second icon pointed by the red arrow and it will bring up the Options dialog screen.
Provide Label name without numbers or special characters or white spaces as above and click on Okay button.
Provided Label name should be visible above the custom field text as similar to below.
Add all the required single line text fields that you need following above steps.
Once done, Scroll all the way down and click on Create or Update button to save the custom field form.
Click on Contract Types from the left navigation menu and click on create contract type.
Provide Name and description and select the contract template created in step 1 above and custom field form in step 2.
Click on Create/Update.
Verify in Manage Contract Types screen that a record exists with the details of updates that you made above.
Admin User can assign permissions to the newly created and existing roles. business users can Manage and Create Permission Schemes.
Manage Permission Schemes screen displays the list of all existing Permission Schemes. To view the manage screen, click on Permission Schemes link in the menu under Administration.
In the Manage Permission Schemes screen, click on Create button to create a new Permission Schemes, click on Edit button to update an existing record, click on delete button to delete the record.
Click here: 3. Permission Schemes for knowing more on how to Manage Permission schemes...
CMx provides ample feature for specifying Roles to different users based on the tasks they need to perform.
Admin User can Manage details of each Role. In Role business, users can Manage and Create Role.
Manage Role screen displays the list of all existing Role. To view the manage screen, click on Role link in the menu under Administration. In the Manage Role screen, click on Create button to create a new Role, click on Edit button to update an existing record, click on delete button to delete the record.
For more Information on how to do the Create/Update/Delete Role click here: 4. Role
Users are the inevitable part of any Contract Management systems.
Admin User can Manage User details. Business users can Manage and Create User.
Manage User screen displays the list of all existing User. To view the manage screen, click on User link in the menu under Administration. In the Manage User screen, click on Create button to create a new User, click on Edit button to update an existing record, click on Reset Password button to reset the password for that particular record.
For more information on how to setup a user click here: 5. User
Admin User can Manage Company Location details.
In Location business, users can Manage and Create Location and these locations will be associated with different Departments.
Manage Location screen displays the list of all existing Location. To view the manage screen, click on Location link in the menu under Administration.
Note: The Location associated with specific Department, if that Department is associated with particular Contract, then the Location cannot be deleted.
For information on how to do the Create/Update/Delete Location click here... 2. Location
Department is a specialized functional area within an organization or a division, such as accounting, marketing, planning, etc. where the admin user can manage company’s department details.
Admin user can manage Company department details. In Department, business users can Manage and Create departments.
Each department is assigned to locations and Location cannot be deleted unless that department is used in any of contracts...
For more details click here....: 1. Department
Contract Clause Category concerns with specific clauses.
Clause Category conceptualize the idea of grouping clauses of specific category or buckets so that it makes organizing clauses easier.
For example, all the Legal clauses can be categorized into Legal Clause.
Click here: 2. Clause Category to know more about how to Create/Edit/Delete actions are done in Clause Category.
Special Terms and Conditions for the Contracts are stored in Clause Library.
Clause Library is the central storage area where all of your organization's clause text's are stored so that they can be reused again in new or existing contracts.
For knowing more about how to implement Create/Edit/Delete on Clause Library, click here: 1. Clause Library
These are Standard forms of contract which is usually a pre-printed contract containing set clauses.
This feature provides user to manage contract templates which can contain user-defined custom fields.
Contract Template is the centralized area where all the template documents across the company can be stored and updated. A contract template is used in Generating Contract using CMx.
In this feature, the user can Manage and Create a Contract template.
Go to Contract Template from menu, Displays Manage contract Template page, where a user can see following columns in a grid.
1.Template Name
2. Description
3.Status
4.Action
For more details on how to work on Contract Template, click here: g. Contract Templates
Contracting Party type refers to the various types/buckets contracting party can be categorized.
This feature provides user to manage contracting party type.
For more details on how to Create/Update/Delete, Contracting Party clicks on the link : i. Contracting Party Type
Contracting Party is the business entity that enters into a legally binding contract with the current organization who creates the contract.
This feature provides user to manage contracting party details.
While creating Contracting Party user need to provide details of all the entities in the Contracting Party form along with Contact details.
Click: h. Contracting Party for more details on how to implement Contracting Party[Create/Update/Delete].
Custom Field Form is a user-defined form with multiple control definitions using a designer and a name.
Click on Custom Field Form from the menu, Manage Custom Field Form Page displays with following columns in the grid.
Custom filed form feature helps the CMx user to customize the forms as per the user needs in an effective and easy manner.
For how to Process Custom Field Form details click here: f. Custom Field Form
Contract Types are used to classify a contract based on the functional context.
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu.
In the Manage contract type screen, click on Create Contract Type button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
For the step by step procedure to How to Create/Edit/Delete, Contract Type click here: e. Contract Types
Workflow is a Progression of steps /tasks that comprise a work process, involve two or more persons.
This Provides user to define a workflow for contract approvals.
For more info on how to work with Approval Workflow, click on the link: k. Approval Workflow
Once a contract has been created in the system, contract owner can send the contract for Review as per the workflow configured for the contract
Pre-requisite: A workflow should be created in the system and the same should be assigned to Contract.
For sending a contract for internal review click here to follow the steps involved: f. Sent For Internal Review
CMx provides options to restrict view and edit access at the contract level.
To access this feature goto Create or Edit Contract which you want to restrict access to and Click on the Lock Icon towards the top right of the Contract Screen.
This user action will bring up the Restrictions Pop Up where the user can select the user(s) and/or group(s) with whom the access of the contract is to be restricted.
Once the User(s) and/or Group(s) are selected, click on Save Changes to finalize the changes. This action enables the contract to be visible or editable or both for the set of user(s) and/or Group(s).
CMx user can export the contracts that he has access to.
The extracted excel file :
CMx provides a distinguished feature to Import external Contracts and Contracting Party into the system.
There are two options to fulfill the Import actions.
a. Basic Import
b. Import by Contracting Party
While importing Contracts user needs to correct the errors in Pre-validation Grid and Click on Import button on right side corner to import the validated contracts.
The imported actions can be viewed in Import Status Tab.
For more details on how to import a Contract or Contracting Party, click on the Link: l. Import Contracts
CMx provides ample feature for searching any type of data in CMx both text type content in text documents and from image files as well.
Advanced Search facility can be utilized by users to accomplish all the searches in CMx by both Filtered Search and Full-Text Search, thereby searching any content in contracts of CMx.
The Advanced Search Menu is linked to the Contract Repository and user can select that option to do the searching in CMx
For more details on How to do Advanced Search, click here: b. Advanced Search
Users who have permission to delete a contract already existed in manage contacts list can be purged by the user.
The Purge Contract option is attached to Contract Number submenu in manage contract as well as in Advance search Filtered Search- Contract Number link
Click on the following link to get more information on How to Delete a contract: j. Purge Contract
Contract Creation is one of the most important activities in Contract Management system.
Any user who have to create permission assigned to creating a contract can create a new contract by adding documents, Clauses, Milestones, Notes, Restrictions etc...
For Creating a contract user can either click on the Create Contract Button in the Manage Contract Page or can choose the direct link in Contract Repository submenu.
For Detailed information on how to Create a Contract, click here: d. Create Contract
Manage contracts screen displays the list of all existing contracts in a centralized Grid with many features added to it for accomplishing different purposes on each contract.
To view the manage screen, click on Manage Contracts link in the menu.
In the Manage contracts screen, the user can notice different options, one to Create contract button to create a new contract, click on Contract number drop-down, where you can see different actions and Contract Settings Button to set values on contracts while create/update.
For more information on How does Manage Contract Works, click here: c. Manage Contracts
This session gives the User hints on how to accomplish each action on CMx.
a. How to work on Manage Contracts in CMx?
b. How to Create Contract in CMx?
d. How to do Advanced Search in CMx?
e. How to Import Contracts to CMx?
f. How to Export Contracts from CMx?
g. How to Restrict Access At Contract Level?
h. How to Sent a Contract for Internal Review?
i. How to Create/Update/Delete Approval Workflow?
j. How to Create/Edit/Delete Contract Types?
k. How to Create/Edit/Delete Custom Field Form?
l. How to Add/Edit/Delete Contracting Party?
m. How to set up Contracting Party Type in CMx?
n. How to Set up a Contract Template in CMx?
o.How to Access Clause Library?
p. How to work on Clause Category?
q. How to Create/Update/Delete a Department?
r. How To Create/Update/Delete Locations in CMx?
s. How to Setup a new user in CMx?
t. How to set Roles for Users?
u. How to Manage Permission Schemes in CMx?
Email notifications in CMx may be configured with custom email formats in html or plain text. Please use Manage Configurations to create configuration name and description described below for customizing various email template formats:
Configuration Name:
cmx.emailtemplate.contractapprove
Mandatory variables in email template (Must be available):
${title} - Contract title
${action} - Action String. Can be "Approve" or "Sign"
${link} - Link for action
${content} - Optional : provides the changing par of url other than the hostname. For example: https://live.contractexperience.com/{content} , content will substitute the dynamic varying part of the url.
Example:
Configuration description:
Configuration:
cmx.emailtemplate.contractexpire
Mandatory variables in email template (Must be available):
${title} - Contract title
${number} - Contract number
${host) - Server URL
Configuration:
${link} - Secure Link for Document
${content} - Optional : provides the changing par of url other than the hostname. For example: https://live.contractexperience.com/{content} , content will substitute the dynamic varying part of the url.
Example:
Hello,
This email notification can be customized as per your requirements.
Here is the shared document:
${link}
CMx Team
Configuration:
cmx.emailtemplate.contractexpiremilestone
Possible variables:
${title} - Contract title
${number} - Contract number
${host) - Server URL
Configuration:
cmx.emailtemplate.request
Possible variables:
${request} - Request Id
${host} - Server URL
Configuration:
cmx.emailtemplate.invite
Possible variables:
${firstName} - Firstname of the New User
${email} - Email
${password} - Password
${host} - Server URL
Configuration:
cmx.emailtemplate.signrequest
Possible variables:
${link} - Request Link
${recipient} - Recipient's name
${emailMessage} - Email message
Configuration:
cmx.emailtemplate.signcomplete
Possible variables:
${recipient} - Recipient's name
${documentName} - Document's name
The final signed PDF document will be attached to email message.
Configuration:
cmx.emailtemplate.contractforexternalreview
Possible variables:
${title} - Contract's title
${link} - Link to open the Document
Configuration:
cmx.emailtemplate.contractmanuallysigned
Possible variables:
${title} - Contract's title
${number} - Contract's number
${host} - Server URL
Configuration:
cmx.emailtemplate.contractsendforapproval
Possible variables:
${title} - Contract's title
${host} - Server URL
${approveUrl} - URL for Approve contract
${requestChangesUrl} - URL for Request Changes
Configuration:
cmx.emailtemplate.contractrequestchanges
Possible variables:
${title} - Contract's title
${host} - Server URL
Configuration:
cmx.emailtemplate.contractsendworkflowstepapproval
Possible variables:
${title} - Contract title
${firstName} - First name of the user
${lastName} - Last name of the user
${host} - Server URL
${reviewComments} - Review comments
Configuration:
cmx.emailtemplate.taskreminder
Possible variables:
${number} ${title} Contract: is pending for your review. Please click on the below link to review: ${title}.
Configuration:
cmx.emailtemplate.customreport
Possible variables:
${reportName}
${documentName}
${recipient}
HTML Sample
This section provides details about the various email notifications and other types of alerts generated by CMx.
CMx Contract Experience product is available in two versions:
(1) Cloud Contract Management Software
(2) On-Premises/ In-Office Contract Management Software
CMx provides product support for all its features and users can ask queries and sent feedback to:
Email support@contractexperience.com
Thank You!
In order to configure custom email sender address, below steps needs to be done and confirmed by someone from your IT team so that CMx can use your preferred verified sender email:
(1) Create a new email address inbox, which will be used to send automatic notification emails from Contract Management System (CMx). We do not need access to this email inbox and only you will have access.
Examples:
contracts@yourdomain.com
notifications@yourdomain.com
cmx@yourdomain.com
This shall be a “noreply” kind of email. for which you can be the “owner” of this address.
(2) “n order to configure the sender email in CMx instance, there are few steps that need to be done by your IT or someone who can access to your domain (yourdomain.com) DNS records:
The steps include verification of the domain, DKIM and SPF settings of the sender domain which is explained in detail in below URL , so the person should have access to make additions (adding TXT records) to the existing DNS records.
Below is a sample of our current configuration for "noreply@sysintellects.com" for which you can see that it is verified (all green checks) , DKIM Valid and SPF Valid.
(3) Once above 2 steps are done please confirm back to us at : support@sysintellects.com and we will check and make sure it shows green and do the rest of the configuration.
For best user experience with CMx, enabling below browser setting is recommended:
This section covers all best practices, standard operating procedures, and troubleshooting for specific issues in CMx Contract Experience Platform.
Contact: support@sysintellects.com in case if you are not able to find a resolution for your specific problem here.
Browser Support:
By default, CMx Supports all modern browsers such as Internet Explorer, Google Chrome, Mozilla Firefox, Safari, and Opera. However, due to the differences in browser implementations, there may be a need to change few settings in some of the browsers and this knowledge base captures them all.
Only Admin can View and update the company details in Company Profile page.
2.Company Profile Page displays with the Following sections-
a. Organization Details
b. Primary Contact Details
Under organization detail we have following Default entry fields.
All the above fields are default entries,you can view and update the changes and Click on "Submit" button.
If there are no changes,and get back to the Dashboard page click on "Cancel" button.
Admin User can Manage details of each Group.
Different Users can be assigned to groups for specific activities.
Manage Group
Manage Group screen displays the list of all existing available groups.
To view the manage screen, click on Group link in the menu under Organization Settings.
In the Manage Role screen, click on Create button to create a new Group, click on Edit button to update an existing record, click on delete button to delete the record.
Create Group
To Create a new Group
Edit Group
To edit an existing Group:
Delete Group
To delete an existing Group:
Admin User can Manage User details.
Business users can Manage and Create User.
Manage User:
Manage User screen displays the list of all existing User. To view the manage screen, click on User link in the menu under Administration.
In the Manage User screen, click on Create button to create a new User, click on Edit button to update an existing record, click on Reset Password to reset password.
Create User:
To create a new User:
Edit User
To edit a existing User:
Reset Password
Admin can reset password for existent users.
Admin User can Manage details of each Role.
In Role business users can Manage and Create Role.
Manage Role:
Manage Role screen displays the list of all existing Role. To view the manage screen, click on Role link in the menu under Administration. In the Manage Role screen, click on Create button to create a new Role, click on Edit button to update an existing record, click on delete button to delete the record.
Create Role:
To create a new Role:
Edit Role
To edit a existing Role:
Delete Role
To delete a existing Role:
Admin User can assign permissions to the newly created and existing roles. business users can Manage and Create Permission Schemes.
Manage Permission Schemes:
Manage Permission Schemes screen displays the list of all existing Permission Schemes. To view the manage screen, click on Permission Schemes link in the menu under Administration.
In the Manage Permission Schemes screen, click on Create button to create a new Permission Schemes, click on Edit button to update an existing record, click on delete button to delete the record.
Create Permission Schemes:
To create a new Permission Schemes:
Edit Permission Schemes
To edit a existing Permission Schemes:
Delete Permission Schemes
To delete a existing Permission Schemes:
Admin User can Manage Company Location details.In Location business users can Manage and Create Location.
Manage Location:
Manage Location screen displays the list of all existing Location.
To view the manage screen, click on Location link in the menu under Administration. In the Manage Location screen, click on Create button to create a new Location, click on Edit button to update an existing record, click on delete button to delete the record.
Create Location:
To create a new Location:
Edit Location
To edit a existing Location:
Delete Location
To delete a existing Location:
Note:The Location associated with specific Department,if that Department is associated with particular Contract,then the Location cannot be deleted.
Admin User can Manage Company department details.In Department business users can Manage and Create departments.
Manage Department:
Manage Department screen displays the list of all existing Department.
To view the manage screen, click on Department link in the menu under Administration. In the Manage Department screen, click on Create button to create a new Department, click on Edit button to update an existing record, click on delete button to delete the record.
Create Department:
To create a new Department:
Edit Department
To edit a existing Department:
Delete Department
To delete a existing Department:
CMx ElectroSign provides inbuilt Signature support, follow the below process to send documents for signature:
Note: cmx.electrosign.sendsigneddoc = true in advanced configuration is required to send the final signed pdf to multiple recipients
Package: A Signature Package is a set of documents sent to one or more recipients for electronic signature.
Status: Prior to the signature, the status of a document is either created or pending. After Signature it becomes Signed or Executed.
By default CMx Electronic/Digital Signature offers below forms of security to make sure it's validity across different geographies and global laws. In United States, this process follows the e-sign act :
From the left navigation menu, click on Signature menu option to start the send signature process.
All the packages that have already sent for signature by the user are listed in this screen. This page also displays the status of each package, the date sent for signature and the recipients who are signers of the documents in the package.
From the top right section, click on New button to send a new PDF document for signature. In the first screen of prepare for signature, select the PDF document that should be sent for signature by clicking on the Choose button. Once the selection of the document is made, Click on Upload button so that the document is uploaded to the server. In the next step, add the recipients who should be signing the document.
You can add one or more recipients for signature process.
Once the document is prepared for signature by placing the Sign Here tabs, click on the Send Button on the top right section. This completes the process of sending for Signature by CMx and all the recipients receive an email with a unique URL requesting for signature.
A new signature package record is created and should be visible in the Manage Signature Packages screen:
Each recipient receives an email which looks similar to below:
The recipient clicks on the unique signature URL in the email which takes them to the Signing page in CMx:
On clicking Sign Here, the recipient can affix the electronic signature.
Finalize the Signature Process by clicking on the Save button, accepting the terms and conditions checkbox and clicking on the Complete Signature button.
Once the signature is finalized by the recipient, the document status is changed to Executed and the signing process is complete.
Exiting User can Change the password using Change Password Link.
To delete and go back to Dashboard page click on "Cancel" button.
Audit Report -
CMx provides ability to combine or merge multiple word documents (Note: PDFs are not supported) and create an amended document as a result.
Follow below steps for creating an amendment:
From any contract which already has two word documents (docx files) ,from the contract number menu , click on : Create Amendment option and select any 2 documents:
Once the documents are merged , the combined document is generated and displayed in a window:
All metadata from CMx contract records including custom field values can be exported from CMx from the Export page and clicking on the Export Metadata button.
CMx user can export the contracts that he has access to.
Once the import is submitted, a message is displayed to the user stating "Import Job is successfully scheduled"
Displays number of records that failed was failed in the import.
Import Status Tab
CMx user can import the Contracting Party lists either bulk or single lists that he has access to.
Downloaded Import Sample Template
CMx user can import the contracts that he has access to.
Workflow is the series of activities that are necessary to complete a task. Both Simple and Complex Workflows can be configured within CMx Approval Workflow:
Complex workflow approvals , for example like the one below between multiple departments and external reviewers can be automated using Approval Workflow.
Manage Workflow :
Manage Workflow screen displays the list of all existing Workflows .
To view the manage screen, click on Workflow link in the menu. In the Manage contract type Workflow screen, click on Create button to create a new Workflow , click on Edit button to update an existing record, click on delete button to delete the record.
Create Workflow
To create a new Workflow :
Edit Workflow
To edit a existing Workflow :
Delete Workflow
To delete a existing Workflow :
Contract clause category helps to group clauses into specific category or buckets so that it makes organising clauses easier.
For example: All Financial clauses can be grouped under clause category named "Finance".
Manage Clause Category:
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu.
In the Manage contract type screen, click on Create button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Clause Category
To create a new Clause Category:
New Clause Category is created in the system and navigates to the Manage screen, displaying the newly created Clause Category.
Edit Clause Category
To edit a existing Clause Category:
Delete Clause Category
To delete a existing Clause Category:
Clause Library is the central storage area where all of your organization's clause texts are stored so that they can be reused again in new or existing contracts. This tool not only organizes your clauses but also enhances the efficiency and accuracy of your contract management processes.
Manage Clause Library:
Manage Clause Library screen displays the list of all existing Clause Library. To view the manage screen, click on the Clause Library link in the menu.
In the Manage Clause Library screen:
A clause library serves as a centralized repository of standardized contract clauses. This organized collection allows users to quickly search and retrieve specific clauses, ensuring that only pre-vetted language is used in contracts.
By using a clause library, businesses can reduce errors related to manual clause composition. With access to a range of reliable templates, the risk of inaccuracies is significantly diminished, saving both time and resources.
Standardized clauses mean every contract maintains uniform language and structure. This consistency helps in presenting a cohesive brand image and can also facilitate smoother collaboration with external partners who appreciate clarity and uniformity.
Preapproved clauses are typically vetted for legal compliance, which means using them increases the likelihood that contracts meet all necessary legal standards. This minimizes the risk of contractual disputes and potential legal setbacks.
Utilizing a clause library transforms contract creation from a daunting task into a streamlined process, safeguarding your business’s legal and professional integrity.
A clause library is a powerhouse tool for enhancing your contract management system's effectiveness. Here's how it brings accuracy, consistency, and compliance to your business:
With a well-organized collection of preapproved clauses, you can accelerate the process of constructing contracts. This library allows users to easily search for and select the appropriate clauses to insert into various documents. The streamlined approach reduces the time spent on drafting and assembling contracts, enhancing overall productivity.
A clause library fosters transparency among all parties involved in the contract process. By providing easily accessible clauses, everyone gains a clear understanding of expectations, nurturing better communication. This increased visibility helps avert potential misunderstandings and ensures everyone is on the same page.
Having pre-vetted clauses at your fingertips simplifies the task of maintaining legal compliance. Your contract management and legal teams can swiftly locate clauses that meet specific legal criteria, significantly reducing the risk of errors or omissions that could lead to legal issues.
The efficiency brought by a clause library means your team can focus more on strategic tasks rather than mundane administrative duties. By cutting down on the time spent finding and inserting clauses, teams save considerable time, boosting overall productivity and allowing resources to be allocated to more critical activities.
A clause library ensures that every contract is crafted with a consistent tone and structure. This uniformity reinforces a sophisticated and professional image to business partners, showcasing the integrity of your contract management process.
In conclusion, integrating a clause library into your contract management system is a strategic move toward optimizing operations. With benefits ranging from time efficiency to enhanced legal compliance, it's an invaluable asset that supports the seamless execution of contracts.
Human error is an inevitable part of any business operation, but the key to success lies in how well you prepare for and mitigate it. In the realm of contract management, a clause library can be a powerful tool in reducing these errors.
In conclusion, a well-maintained clause library doesn't just reduce the occurrence of human error—it elevates the entire contract management process, ensuring accuracy, consistency, and compliance while saving valuable time and resources.
A clause library can dramatically speed up your contract creation process by providing a repository of preapproved clauses that are ready to use. By having these clauses at your fingertips, you can seamlessly incorporate them into recurring contract types, eliminating the tedious chore of manual clause insertion.
Forget the hassle of searching through document after document. A clause library simplifies the search and retrieval process, allowing your team to focus on adding value instead of hunting for the right text. This efficiency not only saves time but also ensures that your contracts are ready for review and approval at a faster rate.
Incorporating preapproved clauses helps maintain uniformity and reduces errors in your contracts. Every contract you build will consistently reflect the professionalism of your business, presenting a coherent, well-rounded picture to clients and stakeholders.
By using a clause library, your contract management system achieves a higher level of optimization. Your team can dedicate more time to strategic tasks, leading to a more efficient workflow and improved business relationships.
In essence, a clause library turns the often cumbersome task of contract generation into an efficient, error-free operation, ultimately allowing you to create more contracts in less time.
A clause library is a powerful tool for reducing risk in contract drafting. Here's how it works:
1. Standardization of Language:
By providing a set of preapproved clauses, a clause library ensures that language is consistent across all contracts. This consistency eliminates ambiguity, helping to avoid misunderstandings that can arise from vague or imprecise wording.
2. Quality Assurance:
Preapproved clauses are crafted with careful attention to detail, ensuring that all potential legal and operational pitfalls are addressed. This reduces the likelihood of errors that can lead to disputes or legal consequences, safeguarding both your company and your business relationships.
3. Efficiency in Drafting:
Having a repository of ready-to-use clauses streamlines the drafting process. This not only saves time but also ensures that all contracts are built on a foundation of legally sound language, further minimizing the risk of discrepancies.
4. Risk Mitigation:
When contracts consistently utilize vetted clauses, the potential for drafting errors diminishes. This standardization serves as an indirect risk management strategy, proactively reducing the chances of disputes and the subsequent damage they may cause.
By leveraging a contract clause library, businesses can focus on building strong, reliable agreements, knowing that their foundational elements are secure.
Preapproved clauses serve as fundamental components in contract creation, providing essential legal terms and information. These clauses are stored in a contract clause library, where they can be tagged with specific attributes—such as terms, services, and other critical details—relevant to various contract types. This classification allows businesses to efficiently tailor contracts to their specific needs.
In essence, preapproved clauses streamline the contract building process by reducing manual input, ensuring uniformity, and bolstering productivity across contract management workflows.
In the Manage Clause Library screen, click on Create button to create a new Clause Library, click on Edit button to update an existing record, click on delete button to delete the record.
Create Clause
To create a new Clause:
Edit Clause
To edit a existing Clause:
Delete Clause
To delete a existing Clause
By leveraging a clause library, your organization can achieve improved visibility for all parties involved, setting clearer expectations and enhancing communication. The library is enriched with preapproved and prebuilt clauses, ensuring that your contract management team and legal department can quickly find clauses that meet various criteria while maintaining legal compliance.
By utilizing tagging features, the legal department can significantly streamline the auditing process. This allows for easy identification of risks, making it more manageable to address them effectively. In essence, a well-structured clause library is not just a repository of text but a powerful tool that enhances the overall speed, efficiency, and accuracy of your contract management system.
Electro Sign Terms and Conditions Conventions:
For signing with electronic signatures, Terms and conditions are displayed to the user who is signing. This terms and conditions can be customized for each contract type by following below conventions and CMx automatically displays the correct terms and conditions for each contract type.
"Contract Type" appended with text " Terms"
For example:
if the contract type is "Fixed Contract" , naming a clause as : "Fixed Price Terms" will set the electrosign terms and condition automatically.
Contracting Party type refers to the various types/ buckets contracting party can be categorized.
Manage Contracting Party type:
Manage the Contracting Party type screen displays the list of all existing Contracting Party type. To view the manage screen, click on Contracting Party type link in the menu. In the Manage Contracting Party type screen, click on Create button to create a new Contracting Party type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contracting Party type
To create a new Contracting Party type:
Edit Contracting Party type
To edit an existing Contracting Party type:
Delete Contracting Party type
To delete an existing contract type:
Contracting party is the business entity that enters into a legally binding contract with the current organization who creates the contract. where the user can manage contracting party details.
Manage Contracting Party:
Manage the Contracting Party screen displays the list of all existing contracting Party. To view the manage screen, click on contracting Party link in the menu under External Parties.
In the Manage contracting Party screen, click on Create button to create a new contracting Party, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contracting Party
To create a new Contracting Party enter the following fields.
Edit Contracting Party
To edit an existing Contracting Party:
Delete Contracting Party
To delete an existing Contracting Party
Contract Template is the centralized area where all the template documents across the company can be stored and updated. The contract template is used in Generating Contract using CMx.
In this feature, a user can Manage and Create a Contract template.
Go to Contract Template from menu, Displays Manage contract Template page, where a user can see the following columns in a grid.
1.Template Name
2. Description
3.Status
4.Action
The user can see a Live Editor Icon, Update Icon Button, Delete action Button in the Manage Contract Template Page.
On click of "Create Contract Template" page displays with following fields, where the user must input values to create a new Contract template.
1.Contract Template name
2.Description
3.Template Document attachment field
Input values in the above fields and click on "Create" button, Contract Template creates successfully and displays in Manage contract Template grid.
Click on Contract Templates from the left navigation menu and then on Create Contract Template.
Enter a name and description for the contract template and browse for the MS Word document template created in Step1 and click on Create button.
Verify that the Contract Template is created successfully in the Manage Contract Template screen.
Custom Field Form is a user defined form with multiple control definitions using a designer and a name.
Click on Custom Field Form from menu,Manage Custom Field Form Page displays with following columns in the grid.
Manage Custom Field Form
Search Field and show entries drop down on top of grid where user can input the custom field name and search.
In Manage custom Field Form admin users can view, edit, delete all the existing custom field form and also create new custom field forms.
Create Custom Field Form
Click on Create custom Field Form in the manage Custom Field Form page.Screen displays with following fields.
Number
Single line text or String
Multi line text
Drop Down Select
Check box
Radio Group Field
To Create new Custom Field Form:
Edit Custom Fields Form
To edit a existing Custom Fields Form
Delete Custom Fields Form
To delete a existing Custom Fields Form:
Click on Custom Field form on the left navigation menu.
Provide and name, description for the custom field form. Drag and drop required custom fields.
(NOTE: White spaces are not supported in custom field names for generate contract annotations. For example : "Billing Rate" is not supported. Correct field name is: "BillingRate")
Drag and drop a single line text from right to left section.
The new field will appear like above with label as "New text". Click on the second icon pointed by the red arrow and it will bring up the Options dialog screen.
Provide Label name without numbers or special characters or white spaces as above and click on Okay button.
Provided Label name should be visible above the custom field text as similar to below.
Add all the required single line text fields that you need following above steps.
Once done , Scroll all the way down and click on Create or Update button to save the custom field form.
Contract Types are used to classify a contract based on the functional context.
Manage Contract Type:
Manage contract type screen displays the list of all existing contract types. To view the manage screen, click on Contract Type link in the menu. In the Manage contract type screen, click on Create button to create a new contract type, click on Edit button to update an existing record, click on delete button to delete the record.
Create Contract Type
To create a new contract Type:
Edit Contract Type
To edit a existing contract type:
Delete Contract Type
To delete a existing contract type:
Click on Contract Types from left navigation menu and click on create contract type.
Provide Name and description and select the contract template created in step 1 above and custom field form in step 2.
Click on Create/Update.
Verify in Manage Contract Types screen that a record exists with the details of updates that you made above.
To Create a Contract:
Create/edit contract screen is displayed with different tab sections as mentioned below.
(1) Main :
(2) Custom
(3) Documents:
(4) Clauses:
(5) Milestones :
(6) Notes:
(7) Access Restrictions:
(8) Enter Tags:
2. Click on Custom Tab displays Custom Tab with any custom fields configured for the contract type.
For example NDA (non disclosure agreement) may have different custom fields than HR Agreement.
Refer: Custom Field Form
3.Now Click on Documents tab.
4. Click on Clauses tab.
5. Click on Milestone tab.
6.Click on Notes Tab
7.Click on Access Restrictions Tab(Unlocked Icon in Right top Corner of Create Contract Page)
8.Click on Enter Tags Tab(Text area at Right top Corner of Create Contract Page)
After entering all these click on "Create" button.Contract creates successfully and displayed in the Manage contract Grid.
Pre-requisite: cmx.create.amendment configuration is set to true in Manage Configurations
Cancel Contract action is done on contracts for making it to Inactive state and there by cancelling the contract.
After clicking on Cancel Contract the Particular contract will get cancelled or goes to Inactive state and "Success Message" will be displayed on Manage Contract page.
User can see the Cancellation scenario in the Contract as Stage and Status changed to Closed/Discontinued and Inactive/On Hold respectively..
CMx provides inbuilt Electronic Signature support, follow the below process to send a PDF OR DOC or DOCX files for signature one at a time.
Package: A Signature Package is a set of documents sent to one or more recipients for electronic signature.
Status: Prior to signature, the status of a document is either created or pending. After Signature it becomes Signed or Executed.
Sent For e-Signature
From the Manage Contracts, click on Sent For e-Signature menu option to start the send signature process.
From the top right section, click on New button to send a new PDF document for signature. In the first screen of prepare for signature, select the PDF document that should be sent for signature by clicking on the Choose button. Once the selection of the document is made, Click on Upload button so that the document is uploaded to the server. In the next step, add the recipients who should be signing the document.
You can add one or more recipients for signature process.
Once the document is prepared for signature by placing the Sign Here tabs, click on the Send Button on the top right section. This completes the process of sending for Signature by CMx and all the recipients receive an email with a unique URL requesting for signature.
A new signature package record is created and should be visible in the Manage Signature Packages screen:
Each recipient receives an email which looks similar to below:
The recipient clicks on the unique signature URL in the email which takes them to the Signing page in CMx:
On clicking Sign Here, the recipient can affix the electronic signature.
Finalize the Signature Process by clicking on the Save button, accepting the terms and conditions checkbox and clicking on the Complete Signature button.
Once the signature is finalized by the recipient, the document status is changed to Executed and the signing process is complete.
To Send a contract for Manual Signature to the Contracting Party.
After clicking on Sent for the Manual Signature button from options the following screen appears
The user can enter details into Contracting Party Email and select a contracting party from the drop-down list which is associated with that particular contract.
Once the documents are sent for manual signature and its processed successfully, an alert will be displayed in the Manage Contract Page.
Once a contract has been created in the system, contract owner can send the contract for Review either Internally or Externally.
Pre-requisite: A workflow should be created in the system and the same should be assigned to Contract.
3. An email is sent to Contract Approver and the Contract is listed in “Pending Tasks” in the dashboard of the Contract Approver.
4. Contract approver logs in and Clicks on the “Contract Id” from the Pending Tasks widget.
5. Reviewing the contract User clicks on “Approve Contract” button. (Assuming no changes are required )
6. The status of the contract should become approved and the status of Workflow can be verified by clicking on “View Version History” for the contract observe the revision history for the Contract.
Scenario 2:
One level Workflow – When the approver has requested for changes to the contract
Click on Contract number and from the menu click “Send For Internal Review”
2. An email is sent to Contract Approver and listed in “Pending Tasks” in the dashboard of the Contract Approver.
3. User Enter the Review comments and clicks on “Request For Changes”
4. An email is sent to Contract Owner to review task and Review Task is listed in Pending tasks when Contract Owner logs in.
5. Clicking on “View Version History” user can check the status of the workflow and also the status of the contract will not be approved.
Two level Workflow – Approve Contract:
Pre-requisite: Create a workflow which has 2 level of approvals and assigns the same to a Contract
Once the contract has been created, the contract can be sent for multiple levels of approvals by assigning the contract to a workflow which has multiple levels of approvers. In this contract will only go to an approved state, when both the approver's has approved the contract.
2. Click on Contract number and from the menu click “Send For Internal Review”
3. An email is sent to Contract Approver1 and listed in “Pending Tasks” in the dashboard of the Contract Approver1.
4. When Contract Approver1 clicks on “Approve Contract”, an email is sent to Contract Approver 2 and listed in “Pending Tasks” in the dashboard of the Contract Approver2.
5. Contract Approver2 clicks on “Approve Contract”, and the workflow status can be verified from the version history
Edit Contract functionality is to update an existent contract in the Manage contract list.
After clicking on Edit Contract the Update Contract page will get loaded and user can Modify or Edit the contracts and click on Update Button on the right top corner of the contract page.
Once the Update action is successfully completed user can get an alert message on that in Manage Contract page.
CMx provides users with Share File Option so that they can share the documents with other users in CMx in Live Editor.
When the user clicks on Share File and select the particular document to be shared, the below screen gets displayed and the user can select users list to whom the file has to be shared.
When the user clicks on the text box a drop-down list box appears and they can select the email_id of the users to whom the file has to be shared.
The user can select the user's email id and share the documents.
After selection, once the user clicks on Share button Success Alert will be displayed and the file gets shared to the recipient user.
Edit File Online functionality help the CMx user to update the attached documents with contracts Online.
The user needs to click on the Edit File Online option from various sub menus in Manage contracts tab.
After clicking on Edit File Online option the below screen appears and the user can edit the attached documents of any type.
User Can do the editing in the editor sheet and save the changes
After updating and saving the file user can close the document file. (user can close the document file by clicking on the red x icon on the top right corner.)
The updated content can be viewed in the document attached to the contract by downloading the file.
The particular file type will be opened outside the CMx and user can view it.
Manage contracts screen displays the list of all existing contracts. To view the manage screen, click on Manage Contracts link in the menu.
In the Manage contracts screen, click on Create contract button to create a new contract, click on Contract number drop-down, where you can see the following actions.
a. Filtered Search
b. Full Text Search
Filtered Search
Search Filters:
a. Contract Number
b. Contract Title
c. Contract Owners (Users)-User Name
d. Departments-Name
e. Locations-Name
f. Contracting Party-Name
g. Contracting Party Type-Name
h. Contract Type-Name
i. Document Attachment Contents
j. Document Attachment Types (Example: PDF, MS Word etc)
k. Document Attachment File Name (Example : Filename* )
Full Text Search
Manage Requests
All the requests in CMx is being tracked using this screen.
User is able to create new requests using "Create Request" , update existing requests using "Update Request" on edit mode and Delete existing Requests using "Delete Request" on Delete mode.
Create Manage Request
Click on Manage Request in the Manage Requests page.Screen displays with following fields.
Edit Manage Request
To edit a existing Request:
Delete Request
To delete a existing Request
Contract Repository Stores and Manages all contracts in CMx System
This feature provides businesses to manage contracts. Contract Repository is again Classified to different Submodules for performing unique functionalities of CMx.
Contract Repository Main Classification is as Follows:-
Main Module in the Contract Repository is the Manage Contracts where all the Contract features are accessed and managed.
CMx Dashboard has the following sections, different dashboard widgets are displayed to different users (Executive, Administrator, User) based on the user role and permission scheme that the user is assigned to. CMx Administrator by default has all access. :
1. Contract Analytics Widget -Contract Analytics Widget is a drill-down widget which represents pie charts based on the selection from drop down.
Dropdown values:
1. Contracts by Contracting Party: % Distribution of Number of contracts by contracting party(Pie Chart) (Default Selection), On click of the portion of the pie, re-directs the user to the specific contracts.
2. Contracts by Contract Type: % Distribution of Number of Contracts by Contract Type
3.Department: % Number of Contracts by Department (Pie Chart)
4.Location: % Number of Contracts by Location (Pie Chart)
5. Contracting Party Type: % Number of Contracts by Contracting Party Type (Pie Chart)
6. Contract Risk Levels
7.Contract Value
a.% Contract Values by Contracting Party Type (Pie Chart)
b. % Contracts Value Per department
when clicked on above values from drop down, it has to display actual numbers/values of the specified percentage value.
2. My Tasks Widget-User is able to view and work on the assigned tasks. My Tasks Widget in the dashboard is to retrieve all the tasks for the logged in user.
On clicking on the Task Name link, the user will be redirected to the associated entity, Task Name is linked with a contract number and. On clicking on the Task Name, the user is redirected to the review page for contracts.
1. Once the task is assigned, the task status displays" pending "by default in My Task widget grid.
2. On completion of review activity, task status changes to "Completed" by the system and same is updated and displayed in My Task widget grid.
3. Audit Trail Widget- Audit Trail section displays the real-time of activities performed by the user and other users for whom the user has authority on are recorded. The administrator can see all the activities performed by all the users, whereas User can see only the contract related feeds if the user is part of the notification list for the contract.
4.Expiring Contracts Widget -.This section displays all Expired/Expiring Contracts ( within 30,60, and 90 days) in descending order of the contract expiry date in the grid. when clicked Contract Number (hyperlink) show take to the edit view of the specific contract.
Forgot Password allows existing user to retrieve their password,If a user has forgotten their password.
Pre-requisites
Navigate to the User Profile page and Set the Security Questions (Logout Menu -> User Profile ->Security Questions section)
Note: Please take a note of the Security Questions and Answers as these will be required while resetting the password using 'Forgot Password"
1.click the Forgot Password link on the sign in page.
2.Enter the Email ID and click on submit.
3.Email is validated and security question is displayed as text.
4.Enter an answer for the displayed security question.click on submit.
5. On Submit, If the information entered is valid then a message stating that” Your password is sent to your email” else “Please review your entries and provide all required fields”.
6. The system will send you a recovery code so that user can change your password.
7. Click on the Recovery Code hyperlink in the email.
8. Enter and confirm your new password.
Two steps are involved in MFA login.
Step 1:Provide user name and Password.
Step 2:On Successful Login,enter MFA 6 digit code .
MFA settings:
To Set Google Authenticator Application:
To Login Using MFA:
The user is able to successfully login to the CMx system using a valid username and password.
To Login CMx System:
Note:
1. If the user keys in an incorrect password and tries to login for 3 consecutive times, then Simple Captcha is displayed.
2. If the user keys in an incorrect password and tries to login for 5 consecutive times, then the user account will be locked and displays a message stating “ The User Account is locked, Please contact the administrator”.
Contract lifecycle management (CLM) is the process of controlling, coordinating, and streamlining all stages in the life cycle of a contract. Contract life-cycle management (CLM) software helps firms create, manage, and achieve maximum value from business contracts with customers, suppliers, vendors and dealers.and is a key piece of the business technology agenda.
7 Stages of Contract Life Cycle Management
Contract management is the process of managing contract creation, execution and analysis to maximize operational and financial performance at an organization, all while reducing financial risk. Organizations encounter an ever-increasing amount of pressure to reduce costs and improve company performance. Contract management proves to be a very time-consuming element of business, which facilitates the need for effective and automated contract management system.
Contract Management Software
While the tradition is normally to manage contracts manually through folder and file cabinet storage, the practice is riddled with inefficiencies that can only detract from an organization’s overall efficiency. Integrating with an automated contract management service will help free up countless man hours and automate countless processes associated with managing a contract, thus creating more value for a company.
High-level features of CMx - Contract Management Software
Simplify your enterprise Contract Life Cycle Management (ECLM) Process with below features:
1. Enterprise Level Configurations
a. Organization Provisioning
i. Company Profile
ii. Location Provisioning
iii. Department Provisioning
iv. Staff Provisioning
v. Role & Permission Provisioning
vi. User Groups Provisioning
2. Contracts Configuration & Extensibility
a. Contracts Settings
b. Contract Level Security Permission
3. Contract Repository
a. Central Contract Respository for Managing Contracts and Document Attachments
b. Search & Advanced Search
i. Sub-second Response with Millions of Contract Records and Content types of files attached with contracts.
c. User Defined Custom Fields
d. Configurable Custom Workflow
e. Internal & External Reviews
f. e-Signature
g. Contract Types
h. Custom Contract Templates
4. Collaboration Features
a. Collaborate and author contracts
b. Internal Review with Team Members
c. External Review with Subject Matter Experts (SME) and Lawyers, keeping track of every change on the go.
5. Analytics & Reports
a. Audit Trail
b. Contract Analytics
c. User Task Board
d. Recommended Contracts for Review
6. Enterprise Scalability & Cost Effectiveness
a. Leverages strengths of Open Source Stack combined with powerful document authoring and collaboration features
b. Scalable Design with the latest and greatest technology stacks to provide you the best possible User Experience (UX)
7. Security
a. SSL
b. HMAC Request Level Security
8. Import & Export
a. Self Service Import of Existing Contracts using Excel Template
b. Export Existing Contracts - Administrator
9. On-Premise Vs Cloud SAAS Version
10. World Class Support
CMx is a complete end-to-end Contract Lifecycle Management (CLM) solution which can be deployed across all departments/locations/subsidiary (child companies) within an organization. CMx is designed based on below diagram which represents the true CLM stages.
More details on these stages can be found here: https://www.contractexperience.com/resources/resources-main.html
Navigating real estate transactions requires a firm grasp of seller contracts, your roadmap to a successful sale. This guide provides crucial insights into understanding, negotiating, and executing these agreements. Seeking legal advice remains essential to ensure your contract aligns with your specific circumstances, offering protection throughout the process. Let's explore the intricacies of seller contracts and equip you with the knowledge for a seamless transaction.
In the realm of real estate, a seller contract, often called a purchase agreement or sales agreement, is not just paperwork, it's a legally binding promise. It solidifies the agreement between you, the seller, and the buyer, outlining each party's rights and responsibilities. This contract lays the groundwork for a smooth transaction, minimizing misunderstandings and ensuring everyone is on the same page from the outset.
A seller contract in real estate, frequently referred to as a purchase agreement or sales agreement, serves as a legally binding document between the seller and buyer. It comprehensively details the terms of sale for the real estate property in question. Essentially, it functions as a roadmap for the entire transaction, outlining the agreed-upon price, closing date, and various other crucial aspects.
Think of it as the rulebook for your real estate deal. The importance of a well-structured seller contract cannot be overstated. It protects your interests by clearly defining expectations, preventing disputes, and offering legal recourse if a party fails to fulfill their obligations.
A seller's contract is a detailed document, and it's essential to understand its vital parts. First and foremost, it identifies the parties involved - the seller and the buyer - along with a precise description of the property being sold. This includes the legal address and any other identifying details.
Of course, the purchase price is clearly stated, along with the payment terms. Whether it's a lump-sum payment, financing, or a combination of methods, these details are explicitly outlined. And no real estate contract is complete without a defined closing date. This date marks the final transfer of ownership from seller to buyer and is crucial for both sides to prepare accordingly.
Beyond the basic components, specific clauses within the seller contract deserve your attention. These clauses are meticulously crafted to clarify critical aspects of the transaction, ensuring both parties understand and agree to the terms.
They address potential scenarios and provide a framework for resolution if those situations arise. From payment details to property disclosures, each clause plays a vital role in creating a comprehensive and legally sound agreement.
Delving into the specifics, the payment terms and conditions section of a seller contract holds significant weight. It meticulously outlines how the purchase price will be settled, including crucial details like the down payment amount, financing arrangements, and any applicable interest rates.
Furthermore, this section clarifies the payment schedule, specifying deadlines for installments and the final payment. Whether the buyer secures a mortgage or opts for seller financing, the terms are clearly laid out, eliminating any ambiguity and safeguarding both parties' financial interests.
Transparency is paramount in real estate transactions, and that's where the property description and disclosure requirements clause takes center stage. This section provides a comprehensive picture of the real property's condition, highlighting any known defects or issues.
The seller is obligated to disclose any material information that could impact the buyer's decision. This might include:
By disclosing such details upfront, the seller ensures the buyer enters the agreement with a clear understanding of the property's status. This practice fosters trust and minimizes the risk of disputes down the line.
Contingencies are like safety nets built into seller contracts, offering a degree of flexibility and protection for both parties. These clauses allow buyers to back out of the deal without penalty if certain conditions are not met. For instance, a common contingency is obtaining financing. If the buyer cannot secure a mortgage with favorable terms, they have the option to withdraw from the agreement.
Other contingencies might involve a satisfactory home inspection or the sale of the buyer's existing property. By including contingencies, seller contracts provide a level of assurance, allowing buyers to conduct due diligence and sellers to entertain backup offers if necessary.
Seller contracts are governed by a complex interplay of state-specific regulations and federal laws, all crucial for ensuring a legally sound real estate transaction. These laws dictate specific requirements for contract formation, validity, and enforceability, safeguarding both buyers and sellers.
Navigating this legal landscape can be intricate, making it prudent to seek guidance from experienced real estate attorneys. Their expertise ensures your contract complies with all applicable regulations, protecting your interests every step of the way.
Real estate law is not uniform across the United States. Each state has its unique set of regulations governing real estate transactions, making it essential to understand the specifics of your location. For example, Missouri's real estate laws might differ significantly from those in California or New York. These variations extend to the types of sales contracts allowed, required disclosures, and even the closing process.
Seeking legal counsel familiar with your state's real estate regulations is non-negotiable. An experienced attorney can guide you through the nuances of local laws, ensuring your contract adheres to all requirements, and protecting you from potential legal pitfalls. Their expertise provides peace of mind, knowing your transaction is legally sound.
While states have their own regulations, certain federal laws cast a broader net, impacting real estate transactions across the U.S. The Fair Housing Act, for example, prohibits discrimination in housing-related activities. Familiarity with these federal laws is crucial to ensure compliance and avoid potential legal action.
Beyond anti-discrimination laws, federal legislation touches upon areas like disclosure of lead-based paint hazards in older homes and regulations governing real estate financing. Understanding these federal laws, in conjunction with state-specific regulations, equips both buyers and sellers with the knowledge to navigate transactions confidently and legally.
Negotiating a seller contract is more than just haggling over price—it's about ensuring your interests are protected while finding common ground with the buyer. Both parties should approach this stage with a willingness to find mutually beneficial solutions.
Approaching negotiations with a collaborative spirit, while remaining firm on crucial points, paves the way for a smoother transaction. Remember, a well-negotiated contract sets the stage for a successful and stress-free closing.
As a seller, successful negotiation hinges on preparation and a clear understanding of your priorities. Before entering discussions, establish your non-negotiables and areas where you're willing to compromise. Clearly outline your desired price, closing date, and any contingencies you require.
Listen carefully to the buyer's perspective and be open to reasonable counteroffers. Engage in good faith negotiations, focusing on finding mutually agreeable solutions. Don't be afraid to counter a proposal that doesn't meet your needs, but remain professional and respectful throughout the process.
Contract negotiations can be tricky, and falling into common traps can lead to unfavorable terms or even a breach of contract. Avoid making significant concessions without careful consideration. It's crucial to consult with your real estate attorney throughout the process to ensure you don't unknowingly agree to terms that could negatively impact you down the line.
Pay close attention to clauses concerning limitation of liability, dispute resolution, and any potential encumbrances on the property. Addressing these details upfront mitigates risks and prevents misunderstandings that could derail the transaction. A well-structured contract, reviewed by legal professionals, is your best defense against future disputes.
In today's digital age, managing seller contracts extends beyond traditional paper trails. Digital tools are rapidly transforming the real estate industry, simplifying and streamlining the contract management process from beginning to end.
These innovative tools expedite the creation, negotiation, signing, and storage of contracts, improving efficiency, reducing errors, and enhancing transparency for all parties involved. Embracing these digital solutions is becoming increasingly essential for a seamless real estate transaction.
Contract management software is revolutionizing how seller contracts are handled. Gone are the days of cumbersome paperwork and endless email chains. This software offers a centralized hub to manage every stage of the contract lifecycle management, from initial drafting to final execution and storage.
It automates tasks like sending reminders for deadlines, tracking approvals, and managing versions, freeing you to focus on the bigger picture. These digital tools enhance collaboration by providing a secure platform for all parties to access, review, and sign documents electronically. The result? Increased efficiency, reduced risks, and improved transparency throughout the real estate transaction.
E-signatures have become synonymous with speed and efficiency in the digital age, and their use extends to seller contracts. But are they legally binding? The answer is a resounding yes. E-signatures hold the same legal weight as traditional pen-and-ink signatures, thanks to the Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA).
These laws grant e-signatures legal standing in court proceedings, provided certain requirements are met. A robust e-signature platform will typically capture an audit trail that includes the signer's IP address, email address, and timestamp, providing an extra layer of security and legal validity to the approval process.
The closing process is the culmination of all your hard work, marking the final transfer of property ownership. Preparing for this pivotal stage demands meticulous attention to detail, ensuring all parties fulfill their obligations.
A well-structured closing process involves coordination with various parties, including your real estate attorney, the title company, and the buyer's representatives. Clear communication, adherence to timelines, and thorough document preparation are key to a smooth and successful closing experience.
As you approach the closing date, a series of essential steps come into play, setting the stage for a successful transfer of ownership. A final walkthrough of the property is crucial, allowing the buyer to confirm its condition aligns with the agreed-upon terms. This is also an opportunity to ensure any agreed-upon repairs have been completed satisfactorily.
Next, all parties must review the closing documents carefully, confirming that all details are accurate and aligned with the negotiated terms. This often includes a final review of the purchase agreement, mortgage documents, and title insurance policies.
While the closing marks the transfer of ownership and many responsibilities shift to the buyer, certain post-closing tasks might remain on the seller's plate. This might include providing the buyer with any remaining keys, garage door openers, or access codes.
Additionally, you may have agreed to specific provisions that extend beyond the closing date. Perhaps there's a rent-back agreement where you'll lease the property from the buyer for a short period. Fulfilling these post-closing responsibilities ensures a smooth transition for both parties and maintains a positive relationship even after the ink has dried.
In conclusion, understanding seller contracts in real estate is crucial for a successful transaction. From essential clauses to legal requirements and negotiation strategies, a well-structured contract protects both parties involved. Utilizing digital tools like contract management software streamlines the process and ensures compliance. Preparing meticulously for the closing process and fulfilling post-closing responsibilities are equally important. By navigating through state-specific regulations and federal laws, sellers can navigate negotiations effectively. Stay informed, negotiate wisely, and leverage digital solutions for seamless seller contract management in real estate.
If a seller breaches the real estate purchase agreement, the buyer can pursue legal remedies. These might include seeking damages, specific performance (forcing the sale), or terminating the contract and recouping their earnest money. Consulting a legal team is crucial in such situations.
A seller's ability to withdraw from a contract before closing depends on the terms of sale and applicable contingencies. Specific contingencies, like the buyer's inability to secure financing, might permit a seller to back out legally. However, doing so without a valid reason or breaching terms constitutes bad faith and carries potential legal ramifications.
While often seen as buyer protections, contingencies can also safeguard sellers by outlining specific conditions that must be met for the sale to proceed. If these covenants are not satisfied within the agreed-upon timeframe, the seller is not obligated to sell, and the contract can be terminated without penalty.