IBM Emptoris Contract Management
IBM
Tips and Troubleshooting Guide
10.1.2 SaaS
SC27-5345-03
IBM Emptoris Contract Management
IBM
Tips and Troubleshooting Guide
10.1.2 SaaS
SC27-5345-03
ii
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Copyright
Note: Before using this information and the product it supports, read the
information in “Notices” on page 63.
© Copyright IBM® Corporation 2012, 2016. All rights reserved.
© Copyright Emptoris® 1999, 2012. All rights reserved.
US Government Users Restricted Rights - Use, duplication or disclosure restricted
by GS ADP Schedule Contract with IBM Corp.
© Copyright IBM Corp. 2012, 2016
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Contents
Copyright . . . . . . . . . . . . . . iii
Chapter 1. Introduction to the Guide . . 1
Chapter 2. Using Word with Emptoris
Contract Management. . . . . . . . . 3
Unsupported Word Commands .
Restricted Word Commands . .
Recovering Documents in Word .
Opening Contracts in Non-English
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Word
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Chapter 3. Format Templates. . . . . . 7
Creating Format Templates . . . . . . . .
Downloading the Emptoris Format Template . .
Considerations for Editing Format Templates . .
Setting the Page Layout. . . . . . . . . .
Style Names . . . . . . . . . . . . .
Managing Styles after Upgrading the Application .
Adding Styles to Format Templates . . . . . .
Deleting Styles . . . . . . . . . . .
Creating Title and Paragraph Styles . . . .
Creating Table Styles . . . . . . . . .
Creating Character Format Styles . . . . .
Creating Numbered Lists . . . . . . . .
Creating Table of Content Styles . . . . .
Configuring the Document Header and Footer .
Adding Logo to the Header or Footer . . .
Adding Logo to the First Page of a Contract .
Adding Terms to Custom Properties of a
Document . . . . . . . . . . . . .
Adding Terms to the Header or Footer . . .
Adding Styles to the LanguageStyle Value List .
Uploading Format Templates to Emptoris Contract
Management . . . . . . . . . . . . .
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Chapter 4. Contract Language. . . . . 17
Formatting and Editing the Contract Language
Reserved Formatting Marks . . . . . .
Formatting the Clause Language . . . .
Section Breaks in Language . . . . . .
Bookmarks in Contract Language . . . .
The Combine Title and Body Option . . .
Paragraph Line Spacing . . . . . . .
Applying the Header and Footer of a Clause
Contract . . . . . . . . . . . .
Formatting Hyperlinks . . . . . . .
Testing Clause and Contract Templates . .
Contract Editor and Word Editor Comparison .
Editing Options for Clauses . . . . . .
Editing Options for Terms . . . . . .
Editing Options for Accepting and Rejecting
Changes . . . . . . . . . . . .
Editing Options for Clause Approvals . .
Editing Options for Miscellaneous Actions .
© Copyright IBM Corp. 2012, 2016
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Actions and Results for Terms in Contract Editor
and Word Editor. . . . . . . . . . . .
Editing the Contract Language . . . . . . . .
Formatting and Editing Considerations while
Using Terms . . . . . . . . . . . . .
Considerations for Editing the Contract and
Clause Titles . . . . . . . . . . . . .
Modifying the Clause Body . . . . . . . .
Editing Page Formats, Paragraphs, and Lists . .
Modifying Tables . . . . . . . . . . .
Inserting Cross-references. . . . . . . . .
Editing the Contract Language Offline . . . . .
Checking Out Contract Language for Editing . .
Actions that are not Supported in Offline Editing
Document Integrity . . . . . . . . . . .
Offline Editing of Terms . . . . . . . . .
Checking in Contract Language . . . . . .
Canceling Check Out . . . . . . . . . .
Contract Check-in Summary . . . . . . . . .
Validations for Language . . . . . . . . .
Validations for Terms . . . . . . . . . .
Validations for Header and Footer and Tables . .
Validations for Comments . . . . . . . .
Validations for Structural Changes. . . . . .
Chapter 5. Tips and Troubleshooting
Accessing the Application for the First Time . .
Configuration Settings . . . . . . . . . .
Behind the Firewall Deployment . . . . . .
Pop-up Window Blockers. . . . . . . . .
Oracle Database . . . . . . . . . . . .
Registry Settings. . . . . . . . . . . .
Clearing the Browser Cache . . . . . . . .
Microsoft Visual Basic Script Edition Version . .
Recovering from Unexpected Termination . . .
Session Timeout . . . . . . . . . . . .
Tips for Administration . . . . . . . . .
Tips for Using Word . . . . . . . . . .
Closing Word from the Task Manager . . . .
Renaming the Normal.dot Template . . . . .
Resolving Issues on a Client Computer . . . .
General Tips for Using the Application . . . .
Best Practices For Copying Content to Contracts .
Tips for Migrating Content to the Latest Version .
Tips for Web Services . . . . . . . . . .
Product Master Validation . . . . . . . .
Tips for Integrating with Emptoris Suite Products
Tips for Resolving Issues on Client Machines . .
Tips for the Internet Explorer Browser . . . .
Tips for using the Contract Editor . . . . . .
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Chapter 6. Known Limitations . . . . . 57
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Known Limitations for Word 2007 and Word 2010
Known Limitations for Contract Editor Language
Known Limitations for the Application . . . .
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Notices . . . . . . . . . . . . . . 63
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Chapter 1. Introduction to the Guide
The IBM Emptoris Contract Management Tips and Troubleshooting guide provides
information that you can use to fix some issues that commonly occur.
Configuration and formatting instructions
You can find instructions in the guide about using format templates to design the
layout of your contracts. You can also get information about best practices and tips
for working on contracts online and offline.
You can also find answers to some common technical problems that might arise in
your setup and tips to use the different features in the application.
Audience
The guide is designed for the following users.
v Administrators who create contract templates and clause templates.
v Users who edit the contract language.
v Contract creators and contract approvers.
© Copyright IBM Corp. 2012, 2016
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Chapter 2. Using Word with Emptoris Contract Management
Microsoft Word is required if you plan to edit contracts from Emptoris Contract
Management by using the Word Editor.
Supported versions
Emptoris Contract Management supports Word 2007 (32-bit and 64-bit), Word 2010
(32-bit and 64-bit), and Word 2013 (32-bit and 64-bit).
Attention: Do not install more than one version at the same time on your
computer, because the Emptoris Contract Management - Word integration does not
support two different versions on the same computer at the same time.
Emptoris Contract Management does not support Word 2003. For any Word 2003
documents that are edited using the compatibility pack, it is recommended that
you perform a dummy update by using Word 2007, Word 2010, or Word 2013. You
can then upload the document into the system without any compatibility issues.
Configuring Settings for Word
Before you can use Word with the Emptoris Contract Management application, you
must configure the settings for Word.
For more information, see the IBM Emptoris Suite Client System Requirements.
Recommendations for using Word
Consider the following points while using Word to edit contract and clause
templates.
v Open only one Word window at a time. Opening multiple documents and
switching between external documents and contract documents might cause
unexpected issues within Word.
v Use the same version of Word to create the format template and edit clause
templates.
v After upgrading to a newer version of Word, administrators must perform
dummy edits on all clause templates to bring the templates in the library to one
Word platform. It improves the application stability.
v Use the find and replace options that are available on the Home tab in Word.
Using any other options to find and replace text might result in document
corruption.
v Use the Ctrl+Shift+C and Ctrl+Shift+V keyboard commands to copy and paste
in the persistent format paint feature. The feature is disabled in the Word Editor.
v Before checking in or checking out any document, you must close any alert
window of Word.
Points to remember
Consider the following points while using Word to edit contracts and clauses.
© Copyright IBM Corp. 2012, 2016
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v If content that is copied into a contract or clause contains bookmarks, the
changes are undone. Any changes to the contract or clause after the last save are
also undone.
v Performance of various actions in the Word Editor such as load, save, accepting
all changes are proportional to the number of clauses and terms in the contract.
v The Office > Word Options button is disabled for the Word Editor in Word
2007. To access these options, open a Word document and set the preferences
before you open the contract or clause language in the Word Editor.
v The following Word options are enabled for the English edition of Word 2007,
Word 2010, and Word 2013.
– Replace
– Replace All
– Shortcut key of F7 for Spell Check and Grammar Check
v Word 2010 has improved security called Protected View while opening and
creating documents from probable insecure locations such as internet, email, or
folders. Users might create additional documents in the temporary folders,
which are opened in the Protected View. Ensure that you mark the Application
Data > Microsoft > Emptoris Templates as trusted folder.
Unsupported Word Commands
Certain Word features are not available because it might compromise the integrity
of a document.
Features not supported
The following Word features of Word 2010 are not supported.
v Building Blocks
v High-impact Graphics
v Document Themes
v Digital Signatures
v Mark as Final
Changed or suppressed options
The following files list the Word menu options that are either changed or
suppressed.
v Word2007_editing_matrix.xls
v Word2010_editing_matrix.xls
v Word2013_editing_matrix.xls
Features such as using the right-click menu, keyboard shortcuts, toolbar buttons
are changed or suppressed as noted in the Excel documents.
You can download the files from the Emptoris Contract Management
documentation on the IBM Knowledge Center at https://www.ibm.com/support/
knowledgecenter/SSYQ89_10.0.2/com.ibm.help.tipsguide.doc/
R_UnsupportedWordCommands.html.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Restricted Word Commands
Some features of Word are restricted, while other features are modified when Word
is used with Emptoris Contract Management.
The following Word features are affected.
v Replace, Spell Check, and Grammar work in a limited fashion. Any changes to
term values, line clauses, and read-only clauses through these operations are
reverted at check-in.
v There may be some performance degradation for functions such as Replace,
Spell Check, and Grammar Check. This is due to additional processing
performed to ensure contract or clause document integrity.
v The Undo functionality is limited to maintain document integrity. To undo any
changes, use reject redlines or revert manually.
v You cannot open another Word document when an application window, such as
Edit Term or Clause Properties, opens within the Word Editor. This is the
standard Windows and Microsoft Office behavior with modal windows.
Recovering Documents in Word
When error or problem occurs while editing the contract language or clause
template language by using Word, you can recover the document.
About this task
You can see the documents that are listed in the Word editor in the Document
Recovery pane. However, do not use those files.
Procedure
To recover a document in Word, complete the following steps:
1. Close the contract or clause.
2. Close all instances of Word.
3. If you are prompted to save the document, click No.
4. Open the contract or clause again.
If the document is corrupted, do not use the document and do not create
copies. If line clause tables are corrupted, delete the line clauses and create
them again.
5. Create a new contract template or clause template.
Opening Contracts in Non-English Word
Different language versions of Word use translated folder names for user template
settings. You must modify the Word configuration settings on the user's computer
to access contracts in a non-English Word setup.
Procedure
To access contracts in a non-English Word setup, complete the following steps:
1. Close all Emptoris Contract Management browser sessions.
2. Open a Word document.
3. Click Tools > Options > File Locations.
Chapter 2. Using Word with Emptoris Contract Management
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4. Verify that the directory path for the User Templates option is C:\Documents
and Settings\<WindowsUser>\Application Data\Microsoft\Templates.
5. If the name of the Templates folder is in a non-English language, rename it to
Templates.
6. If the Templates folder does not exist, create the Templates folder at
C:\Documents and Settings\<WindowsUser>\Application Data\Microsoft.
7. Click OK to save the changes and to close the Options window.
8. Close the Word session and open the Word Editor.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Chapter 3. Format Templates
A format template defines the design and visual aspects of a contract.
Definition
A format template defines the margins, page size, header, footer, and the styles that
you want to apply for contracts of an organization. Styles are applied to the title
and body of clauses and to the contract title.
The styles define the alignment, indentation, line spacing, numbering, window or
orphan threshold, columns, and other settings for the paragraphs and characters.
You must add the styles from the format template to the LanguageStyle value list
to use them in contract templates and instances.
Organization-based templates
A format template is defined for every internal organization. The template that is
defined for an organization is inherited by all child organizations, unless a
different template is defined for a specific child organization.
Document format
A format template file must be a Microsoft Word DOCX (Office Open XML format)
document with a .docx extension. It cannot be read-only or protected.
Creating Format Templates
You can create a format template by editing an existing one or by using a blank
Word document.
Procedure
To create a format template, complete the following steps:
1. Open an existing format template or start a new Word document.
2. Add new styles or modify the existing styles.
3. Add the newly created styles to the LanguageStyle value list in the Emptoris
Contract Management application.
4. Upload the format template into the application.
Results
You can now use the new format template for creating contracts.
Downloading the Emptoris Format Template
A default format template is provided in the Emptoris Contract Management
application. You can download this template and modify it for your organization's
contract template.
© Copyright IBM Corp. 2012, 2016
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Procedure
To download the Emptoris Format template, complete the following steps:
1. On the Administration tab, go to Application and click System Settings.
2. On the Language tab, click the Emptoris Format Template document link.
3. Click Save and select a location.
4. Click Save.
Considerations for Editing Format Templates
Before you edit the predefined Emptoris format template or any other existing
template, you must consider some points for editing the template.
Considerations for an existing template
The modifications that are made to a format template are reflected in the contracts
after the template is uploaded.
The changes to the format template do not affect the contract template. To apply
the changes to the contract template, reapply the styles in the contract template.
The modified contract template is applicable to new contracts only. The existing
contracts are not affected by the updated contract template.
Considerations for defining new styles
Consider the following points while defining new styles:
v Styles should always be based on the Normal style except for the styles of Table
of Contents.
v Only English characters (Aa-Zz) and numbers (0-9) are supported for file names.
v Styles must be uniquely named. In Emptoris Contract Management, there is no
differentiation between similar style names with different case conventions.
Example: One of the two styles that are named Body Text and body text is
randomly recognized in Emptoris Contract Management.
v The limit for the value list entry for LanguageStyle is 50 characters.
v While adding a style to the LanguageStyle value list, ensure that the name is
specified correctly. You cannot edit or delete the name or style after it is saved.
You can only deactivate an incorrectly named style.
Setting the Page Layout
You can set the page layout of a contract in the Word Editor.
Procedure
To set the page layout, complete the following steps:
1. Open a contract in the Word Editor.
2. Place your cursor at the beginning of a clause title.
3. Click File > Page Setup.
4. Click Margins > Orientation.
5. Select Landscape.
6. In the Preview section, select This point forward from the Apply drop-down
list.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
7. Click OK.
Style Names
You must follow certain naming conventions to make your styles unique in the
LanguageStyle list of values.
Best practices and tips
The LanguageStyle list contains all styles across all format templates that are
uploaded for various organizations. By using distinct identifiers in the style names,
users can select the appropriate styles.
Use the following best practices and tips to name your styles.
v Include the font and size of the text in the name of the style. For example:
Level1_Arial10, Level2_Arial10.
v Use a naming convention that makes it easier for users to select the appropriate
style, such as prefixing the organization short form to the style name.
v Use a prefix for the table styles to distinguish them from other styles. For
example: Table_Header, Tbl_Header.
Managing Styles after Upgrading the Application
After you upgrade Emptoris Contract Management from an earlier version to 9.0
or later, you must complete some steps to use the existing format templates to
avoid potential version compatibility issues with Word document formats.
Procedure
After upgrading the application, complete the following steps:
1. Re-create all format template documents by using Word 2007, Word 2010, or
Word 2013.
2. Add a table style to all format templates.
Table styles are necessary to avoid formatting issues for line clause tables.
3. Add the table style to the LanguageStyle list.
4. Upload the format templates into the application.
Adding Styles to Format Templates
You can add styles for title, paragraph, table, character formats, and numbering
lists.
About this task
You must refer to the Microsoft Word Help for the detailed procedures of creating
the styles in Word.
Procedure
To add styles to a format template, create the following styles.
1. Title and paragraph styles
2. Table styles
3. Character format styles
Chapter 3. Format Templates
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4. Numbered lists
Deleting Styles
You can delete styles by removing them from the Word document styles. Before
you remove a style from the format template, ensure that it is not used for
formatting in contracts.
Creating Title and Paragraph Styles
You can create title and paragraph styles for your format template in Word by
using the best practices and tips for the naming conventions.
About this task
The text that you enter in the Word document becomes the name of the title and
paragraph styles.
Use the Word Help for more details about creating styles.
Procedure
To create title and paragraph styles, complete the following steps:
1. Open the Word format template.
2. Specify the name of the style.
3. Apply paragraph and formatting changes to the style.
4. Save it as a new style.
Creating Table Styles
Table styles are required for line clauses.
About this task
Use the Word Help for more details about creating styles.
Procedure
To create a table style, complete the following steps:
1. Open the Word format template.
2. Select Styles > New Styles.
3. Apply paragraph and formatting changes.
Tip: Add a Table_ or Tbl_ prefix to distinguish the table styles.
4. Save it as a new table style.
Creating Character Format Styles
Character styles are applied to a group of characters, text, or words.
About this task
In Emptoris Contract Management, character styles are used to apply a different
style to a clause body when the Combine title and body option is selected for the
clause.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Procedure
1. Open the Word format template.
2. Specify the style name.
3. Apply paragraph and formatting changes.
4. Select Character for Style type.
5. Save the style.
Creating Numbered Lists
In Emptoris Contract Management, you cannot restart numbering for a regular
numbered style. You must use an outline numbered style for restarting numbering.
About this task
Outline numbering is used when the first level numbering is started either through
the contract template outline, or by inserting a clause in the contract language.
Procedure
To create numbered lists, complete the following steps:
1. Open the Word format template.
2. Specify the name of the style.
3. Select List as the Style type.
4. To support number restart for top-level clauses, create an outline numbered
style group where the top level does not have numbering.
The second-level style looks the same as the first-level style in the group. You
can restart numbering after the immediate parent level numbering.
5. Save the style.
Example
You can create styles in the following set for outline-numbered styles with the top
level without any number:
v Level0_Arial10
v 1. Level1_Arial10
v
1.1 Level2_Arial10
v 1.1.1 Level3_Arial1
Creating Table of Content Styles
You can create heading styles for your format template in Word to add a table of
contents to your contract.
About this task
The styles for the table of contents must be based on standard Word headings so
that the correct items are listed in the table of contents in a contract instance. For
example, you can modify and use the standard Word headings, Heading 1 and
Heading 2.
Chapter 3. Format Templates
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Procedure
To create heading styles for a table of contents, complete the following steps:
1. Open the Word format template.
2. Select Styles > New Styles.
3. Select Style Type as Paragraph.
4. For Style based on, select any standard Word heading style.
5. Apply paragraph and formatting changes.
6. Save it as a new style.
Configuring the Document Header and Footer
You can configure header and footer in clauses and use them in contracts.
Procedure
You can configure the header and footer in the following ways:
1. Add a logo to the header or footer.
2. Add a logo to the first page of the contract document.
3. Embed a term within the header or footer by completing the following steps.
a. Add a term to the custom properties of the document.
b. Add the term that is added to the custom properties to the header or footer
of the document.
Adding Logo to the Header or Footer
You can add an image file of up 10 KB as a logo to the header or footer of a
format template.
About this task
Emptoris Contract Management supports EPS, JPG, and TIFF formats of images.
Ensure that your image is in one of the three formats and does not exceed 10 KB.
A larger file might affect application performance.
Procedure
To add a logo to the header or footer of a format template, complete the following
steps:
1. Open the Word format template.
2. Disable track changes.
If track changes are not disabled, the logo that you add might appear as
redlined when you check in the file.
3. In the header or footer, add a table.
4. Add the logo in the appropriate row or column.
Tip: Keep the number of rows to a minimum so that the header or footer does
not use unnecessary space in the document on each page.
5. Save the document.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Adding Logo to the First Page of a Contract
You can format the format template by adding a logo to the first page of a contract
document that will use the format template.
Procedure
To add a logo to the first page of a contract, complete the following steps:
1. Open the Word format template.
2. Add a logo to the header or footer.
3. Click Page Layout > Page Setup.
4. On the Layout tab, select the Different first page check box.
5. Click OK.
Adding Terms to Custom Properties of a Document
You can embed system or user-defined terms in the header or footer of contract
templates by modifying the custom properties of the Word document.
About this task
You must add the terms to the custom properties before you add them in the
header or footer.
Procedure
To add terms to custom properties of a contract, complete the following steps:
1. Open the Word format template.
2. Click File > Info > Properties > Advanced Properties.
3. On the Custom tab, specify the Name of the term.
4. Select Text from the Type drop-down list.
CAUTION:
Do not select a different type. It might lead to unexpected behavior in the
Emptoris Contract Management application.
5. Specify the Value for the term.
6. Click Add and OK.
What to do next
You must now add the term to the header or footer.
Adding Terms to the Header or Footer
After adding terms to the custom properties of a document, you can add those
terms in the header or footer.
Before you begin
The terms that you want to add to the header or footer of a document must be
first added in the custom properties of the format template.
Chapter 3. Format Templates
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About this task
You cannot edit or redline terms directly that are added in the header or footer.
Emptoris Contract Management Word integration does not support updating
system term values directly from a Word document. Any changes to the header or
footer fields that are mapped to terms are not reflected when the document is
reloaded from the server.
Procedure
To add terms to header or footer of a contract, complete the following steps:
1. Open the Word format template.
2. In the header or footer of the document, place your cursor at the appropriate
place.
3. Click Insert > Quick Parts > Field.
4. From the Categories drop-down list, select Document Information.
5. From the Field names list, select DocProperty.
6. From the Field properties list, select the appropriate term, and click OK.
Adding Styles to the LanguageStyle Value List
Before you upload the format template to Emptoris Contract Management, you
must add the newly defined styles in the LanguageStyle value list in Emptoris
Contract Management for the styles to be available for selection in the contract
language.
About this task
Ensure that all styles that you define in the format template are included in the
LanguageStyle value list.
Ensure that value list names and the style names in the format template match
exactly. If they do not match exactly, the Print preview of a template or contract
might not display the correct format.
You can specify names of up to 50 characters for the styles.
Procedure
To add styles to the LanguageStyle value list, complete the following steps:
1. On the Administration tab, go to Configuration and click Value Lists.
2. Click LanguageStyle from the table.
3. In the Value List window, click Add.
4. Specify the name in the Value field.
5. Optional: Add Description for the style.
6. Click OK.
Uploading Format Templates to Emptoris Contract Management
You must upload format templates that you create as Word files to Emptoris
Contract Management to use them for organizations and in contracts.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Before you begin
Before you upload the format templates, consider the following points.
v To understand Word behavior of styles and formatting, define and apply styles
in a standalone Word document. You can replicate the styles and formatting in
the format template.
v To ensure that the format template is correct, upload it to a test environment and
test it. After successful testing, upload it to the production environment.
Procedure
To upload a format template to Emptoris Contract Management, complete the
following steps.
1. On the Administration tab, go to Application and click System Settings >
Language.
2. On the Language tab, select the Organization.
3. Click the Select Format Template
icon.
4. Select the format template, and click OK.
Chapter 3. Format Templates
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Chapter 4. Contract Language
Contract language includes the clause template and contract template language.
You can format the language to suit the requirements of your organization.
Formatting and Editing the Contract Language
You can format and edit the contract language by adding reserved formatting
marks, formatting the clause language and clause lines, applying header and footer
to clauses, and using terms in clauses.
Contract language size
The default contract language size is set to 2 MB. For larger contract language, set
the maxPostSize property in the ecm.properties file to -1.
Reserved Formatting Marks
Some of the formatting marks in a Word document are reserved for internal use in
contract documents.
The following formatting marks are used to represent contract entities internally
and you must not use these formatting marks in the documents that are used for
contracts.
v Bookmarks with names that start with CLAUSE_, TITLE_, CTS_, TRM
v Section breaks
Precautions for using reserved formatting marks
Adding, deleting, or moving reserved marks causes data corruption and leads to
failure in Word integration. You must ensure that you do not modify the reserved
formatting marks when you modify the contract or the clause template language.
In clause templates, any bookmark that you create with the prefixes that are not
supported are lost when you save clause templates or when you create contracts.
Any section breaks that you create are lost when you save clause templates or
when you create contracts.
In contracts, any bookmarks that you create with the prefixes that are not
supported cause integrity issues in contracts, which may result in an invalid
contract. Any section breaks that you create cause integrity issues and may result
in an invalid contract.
To view all the formatting marks in the contract language, go to Word Options >
Display, and select the All Formatting Marks option.
Restrictions on commonly used formatting marks
The following table lists the restrictions applied on some of the commonly used
formatting marks in Word documents:
© Copyright IBM Corp. 2012, 2016
17
Table 1. Reserved Formatting Marks
Formatting mark
Description
Restricted
:::Section Break:::
Section break
Yes
Bookmark that appears at the Yes
start and end of paragraphs.
and
Range bookmarks that
appear at the start of a
clause title and at the end of
a clause body.
Yes
Tab
No
Paragraph
No
Spaces between text
No
To ensure that you do not delete any reserved formatting marks, use the
Show/Hide
button on the Home menu of the Word document to view the
formatting marks.
Formatting the Clause Language
You can format the language in a clause template by applying the styles in the
format and adding tables, images, and other objects.
Methods of formatting
The following methods are used to format the clause language.
v Apply the style to the clause title and clause body in the Word Editor.
v On the Clause Template Properties tab, select the Title Style and Body Style
options. In this case, while editing the language in Word, do not apply any
styles to the clause body or title.
Tips for formatting
Use the following tips for formatting the clause language.
v Use styles that are defined in the format template. Do not use predefined Word
styles.
v Use Word formatting to format the language. For example, you can change the
formatting for fonts and paragraphs, and add bullets or numbering.
v If required, paste content from other Word documents.
v Instead of using multiple styles for the clause language, apply formatting to the
language. You can also break a clause into two and use two different styles for
them.
v Do not use the formatting from the contract template to the title and body style.
The formatting from the contract template overrides the formatting from the
clause template. Use the formatting from the clause template.
v While modifying the clause template in the Word Editor, click Save to save the
formatting changes.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Using Word auto numbering
Consider the following points to use the Word auto numbering feature to create a
numbered list in the clause language.
v Do not apply a style to the clause body; apply the style only to the clause title.
v Auto numbering is applied to any text that is added to the clause.
v Use soft returns (line breaks with Shift+Enter) to prevent auto numbering of a
paragraph.
Adding a Table of Contents
Consider the following points to use the Word table of contents feature to add a
table of contents in the clause language.
v Use heading styles that are defined in the format template for the table of
contents.
v After you add the table of contents, a TOC reference tag is added by the
application. The table of contents shows the following error message: Error! No
table of content entries found.
v The TOC reference tag is updated in the contract instance to display the table of
contents when the clause is used in the contract.
Section Breaks in Language
Section breaks are used in the contract language to separate clauses.
Points to consider
Consider the following points for section breaks.
v Do not add or delete section breaks to add or remove clauses. Use the
appropriate functions to add or delete clauses. The contracts in which you add
or delete section breaks might be rejected while check-in.
v If a section break is deleted offline without deleting the clause title separator, it
is automatically added when the contract is checked in based on the position of
the clause title separator.
Tip: Use password protection to avoid the deletion of section breaks in a
document.
Bookmarks in Contract Language
Bookmarks are used to mark terms, contract ranges, and clause titles. The language
components are demarcated by bookmarks even when they have no value.
Range bookmarks
A range bookmark indicates the start and end position of a clause. The range
bookmark contains the title and body of the clause.
Bookmarks that are not supported
New bookmarks, or the bookmarks that are moved from one clause to another in
Word are not supported by Emptoris Contract Management.
Chapter 4. Contract Language
19
Reserved bookmarks
The following bookmarks are reserved in Emptoris Contract Management.
v CTS
v CONTRACT
v CLAUSE
v CLINBODY
v TBS
v TBE
v TRM
v TITLE
The Combine Title and Body Option
The Combine Title and Body option removes the paragraph between the clause
title and the clause body in the contract language. The clause title and body appear
in the same line. The style for the clause title is applied to the first paragraph of
the clause language.
Using the option
You can set the Combine body & title option for a clause in the contract template.
You can also manually remove the paragraph between the clause title and body to
achieve the same effect.
Distinguishing the title and body
Consider the following points for the Combine Title and Body option.
v Apply a character style to the clause body to distinguish it from the title.
v Use line breaks (SHIFT + ENTER) instead of paragraph breaks to separate the
paragraphs in the clause body.
Important: Do not use this option for clauses that contain tables, ordered, or
unordered lists immediately after the title.
Not for line clauses
The Combine Title and Body option is not applicable to line clauses, because the
title of a line clause always appears on a separate line before the line clause body.
Paragraph Line Spacing
The paragraph line spacing in the Word documents is based on the Normal style in
Word.
Line spacing in Word 2003 and later versions of Word
The line spacing in Word 2003 is different from the line spacing in Word 2007,
Word 2010, or Word 2013.
If a format template is created Word 2003, and its language is edited by using
Word 2007, Word 2010, or Word 2013, multiple paragraph line spacing is applied to
the language, even when the paragraph style is configured as single line.
20
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
The problem occurs because the Normal style is different in Word 2003 and later
versions of Word.
To resolve the issue, change the Normal style in Word 2007, Word 2010, or Word
2013, to match the Normal style in Word 2003. Save the Normal file with another
name. Delete the existing Normal.dotm file, and rename the saved file to
Normal.dotm.
For all affected clause templates, change the line spacing to single in Word 2007,
Word 2010, or Word 2013, and save the template. Verify that the print preview is
rendered correctly.
Applying the Header and Footer of a Clause to a Contract
The default header and footer from the format template is applied to the first page
of a contract. However, you can change the default header and footer to the header
and footer of a clause in the contract.
How to apply
In the contract template, select the Header/Footer from clause option for a clause
to apply the header and footer of that clause to the contract.
How it works
All clauses after the selected clause inherit the header and footer of the first clause.
To have the header and footer according to each clause, the Header/Footer from
clause option must be selected for each of the clauses.
The header and footer in Word is linked to sections but displayed at page level.
The header and footer of the first clause is displayed as the header and footer of
the page. To display the clause header and footer on the same page as the clause,
select the Start on new page option for that clause.
Note: When the Start on new page option is selected from the Word Editor, the
header and footer is not applied unless the clause is added as the last clause. This
follows the standard Microsoft Word API behavior for inserting a document with a
header or footer inside another stand-alone Word document. To resolve this issue,
use the Contract Editor Language tab to add a clause.
If you enable the Header/Footer from clause option for a clause that does not have
the header or footer defined, the header and footer from the format template is
applied.
Formatting Hyperlinks
You must open hyperlinks from the Word Editor instead of the Contract Editor.
You can format hyperlinks to be opened in new windows.
Procedure
To open a hyperlink in a new window, complete the following steps:
1. In your Internet Explorer browser, click Tools > Internet Options > Advance >
Browsing.
2. Clear the Reuse window when launching shortcuts check box.
3. Open a contract in the Word Editor.
Chapter 4. Contract Language
21
4. Click the hyperlink.
Testing Clause and Contract Templates
You can test the clause and contract templates to verify that the style, formatting,
and header and footer are displayed appropriately in the templates. You can also
verify that the terms, clauses, and clause alternates are defined correctly.
Before you begin
You must select the appropriate owning organization of the contract template,
because the format template of that organization is applicable for the contract.
Procedure
To test clause and contract templates, complete the following steps:
1. Create a contract instance by using the contract template.
2. Open the contract in the Contract Editor or Word Editor.
3. Add, delete, and edit contract terms and clauses.
4. Apply the filter for Defined Alternates, and verify the following information.
a. Alternates are displayed in the Content pane.
b. Correct alternates are associated with the clauses.
5. Verify that all language terms are displayed on the Terms tab.
6. Verify that all changes that are made to the term definitions are displayed
correctly.
7. View the Print Preview of the contract and verify that the contract is rendered
correctly.
Contract Editor and Word Editor Comparison
The editing options differ in the Contract Editor Language tab and in the Word
Editor.
For information about the editing options for various components, see the
following topics.
v “Editing Options for Clauses”
v Editing Options for Terms
v “Editing Options for Accepting and Rejecting Changes” on page 25
v “Editing Options for Clause Approvals” on page 26
v “Editing Options for Miscellaneous Actions” on page 26
Editing Options for Clauses
The following table lists the editing options that are available for clauses in the
Contract Editor and Word Editor.
Table 2. Editing Options in Contract Editor and Word Editor for Clauses
22
Action
Description
Add clause
Add a language
Language tab >
clause, line clause, or Add/Remove Clause
blank clause in the
> Add Clause
language.
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Contract Editor
Word Editor
Table 2. Editing Options in Contract Editor and Word Editor for Clauses (continued)
Action
Description
Contract Editor
Delete clause
Delete a language
clause, or strike a
line clause for
deletion.
Language tab >
Add/Remove Clause
> Delete Clause
Delete blank clause
Delete all blank
clauses.
Language tab >
Add/Remove Clause
> Delete Blank
Clauses
Split clause
Split a language
clause.
Language tab >
Select a clause >
Right-click and select
Split Clause
Applicable to
received contracts
and amendments
only.
Merge clause with
preceding clause
Merge a clause with
the preceding clause.
Applicable to
received contracts
and amendments
only.
Map clause to clause
template
Map a clause to a
clause template.
Applicable to
received contracts
and amendments
only.
Map clause to
checklist clause
template
Map a clause to a
clause template from
the Checklist tab.
Applicable to
received contracts
and amendments
only.
Unmap clause
Word Editor
Language tab >
Manage Clause >
Merge With
Preceding
Language tab >
Manage Clause >
Map Clause to
Template
Language tab >
Select a clause >
Right-click and select
Map Clause to
Checklist Clause
Template
Select a clause >
Right-click the clause
and select Map
Clause to Checklist
Clause Template
Clear the mapping of Language tab >
a clause to a clause
Manage Clause >
template.
Unmap Clause
Applicable to
received contracts
and amendments
only.
Replace clause with
an alternate clause
Select a predefined
alternate clause
instead of a clause.
Language tab >
Alternate Clause >
Replace Clause
Edit clause language
Add or modify the
clause language text,
formatting, bulleted
or numbered list,
images, tables
Not available
Use Word features.
Chapter 4. Contract Language
23
Table 2. Editing Options in Contract Editor and Word Editor for Clauses (continued)
Action
Description
Contract Editor
Amendments
The original clause
language of a clause
that is impacted by
an amendment is
displayed.
Language tab >
Manage Clause >
Amendments
Clause amendment
impacts
Shows how an
amendment clause
impacts the contract
clauses.
Language tab >
Manage Clause >
View Clause Impacts
Word Editor
Editing Options for Terms
The following table lists the editing options that are available for terms in the
Contract Editor and Word Editor.
Table 3. Editing Options in Contract Editor and Word Editor for Terms
Action
Description
Contract Editor
Insert term
Insert a term.
Language tab >
Select a clause >
Right-click the clause
and select Insert
Term.
Edit term
Edit the value of a
term.
Language tab >
Select a clause >
Select a clause >
Right-click the clause
Right-click the clause and select Edit Term
and select Edit Term
Delete term
Delete a term.
Language tab >
Select a clause >
Right-click the clause
and select Delete
Term
Select a clause >
Right-click the clause
and select Delete
Term.
Mark term
Map text to existing
term definitions to
create terms.
Language tab >
Select a clause >
Right-click the clause
and select Mark Term
Content pane > Term
Checklist tab >
Right-click to select
from the menu
Applicable to
received contracts
and amendments
only.
Convert term to text
(Unmap term)
Convert a term to
text.
Copy terms from the
Terms tab
Copy terms or their
properties.
Clear terms from
amended contracts
Clear the value of
user-defined
language terms.
Applicable to
amendments only.
24
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Word Editor
Language tab >
Select a clause >
Select a clause >
Right-click to select
Right-click the clause from the menu
and select Unmap
Term
Terms tab >
Language tab >
Manage Clause >
Clear Terms in
Impacted Clauses
Editing Options for Accepting and Rejecting Changes
The following table lists the editing options that are available for accepting and
rejecting changes in the Contract Editor and Word Editor.
Table 4. Editing Options for Accepting and Rejecting Changes In Contract Editor and Word
Editor
Action
Description
Contract Editor
Word Editor
Accept change
Accept the current
clause as it is
displayed.
Language tab >
Select a clause>
Right-click the clause
to select from the
menu
Select a clause >
Right-click the clause
to select from the
menu
Reject change
Reject changes to the
clause language.
Language tab >
Select a clause >
Right-click the clause
to select from the
menu
Select a clause >
Right-click the clause
to select from the
menu
Accept formatting
changes
Accept formatting
Accept/Reject >
changes to the clause Accept Formatting
language.
Changes
Select a clause >
Right-click the clause
to select from the
menu
Reject formatting
changes
Reject formatting
Accept/Reject >
changes to the clause Reject Formatting
language.
Changes
Select a clause >
Right-click the clause
to select from the
menu
Accept contract title
changes
Accept changes to
the contract title.
Language tab >
Select a clause >
Right-click the clause
OR
to select from the
menu
Select a clause >
Right-click the clause
to select from the
menu
Reject contract title
changes
Reject changes to the
contract title.
Language tab >
Select a clause >
Right-click the clause
to select from the
menu
Select a clause >
Right-click the clause
to select from the
menu
Accept header or
footer changes
Accept changes to
the contract header
or footer.
Language tab >
Manage
Header/Footer >
Accept Changes
Header or Footer >
Right-click to select
from the menu
Reject header or
footer changes
Reject changes to the
contract header or
footer.
Language tab >
Manage
Header/Footer >
Reject Changes
Header or Footer >
Right-click to select
from the menu
Accept untracked
header or footer
changes
Accept untracked
changes for the
clause header or
footer.
Language tab >
Manage
Header/Footer >
Accept Untracked
Changes
Header or Footer >
Right-click to select
from the menu
Accept untracked
changes
Accept untracked
changes for contract
title and clauses.
Language tab >
Accept/Reject >
Accept Untracked
Changes
Chapter 4. Contract Language
25
Table 4. Editing Options for Accepting and Rejecting Changes In Contract Editor and Word
Editor (continued)
Action
Description
Accept all changes
Accept all changes to
the contract.
Contract Editor
Word Editor
Editing Options for Clause Approvals
The following table lists the editing options that are available for clause approvals
in the Contract Editor and Word Editor.
Table 5. Editing Options for Clause Approvals in Contract Editor and Word Editor
Action
Description
Contract Editor
Initiate clause
approval
Send a clause for
approval.
Language tab >
Clause Approvals >
Initiate Clause
Approval
Approve clause
Approve the current
clause.
Language tab >
Clause Approvals >
Approve Clause
Reject clause
Reject the current
clause.
Language tab >
Clause Approvals >
Reject Clause
Clause comments
Enter comment or
view comments for a
clause.
Clause Info Pane >
Comments tab
Clause properties
View or edit the
properties rendered
from the clause
template.
Clause Info Pane >
Properties Tab
Clause revisions
Compare two
revisions of a clause.
Language tab >
Manage Clause >
Clause Revisions
Word Editor
Editing Options for Miscellaneous Actions
The editing options for contract revisions, checking out and checking in contracts,
saving contracts as PDF, and viewing the Contents pane differ in Contract Editor
and Word Editor.
Table 6. Editing Options for Miscellaneous Actions in Contract Editor and Word Editor
26
Action
Description
Contract revisions
Compare two
revisions of a
contract.
Check out contract
Check out contract
language for offline
editing.
NA
Check in contract
Check in the contract
language that is
edited offline.
NA
Save contract as PDF
Save a contract as a
PDF file.
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Contract Editor
NA
Word Editor
Table 6. Editing Options for Miscellaneous Actions in Contract Editor and Word
Editor (continued)
Action
Description
Contract Editor
Show/hide Contents
pane
Show or hide the
Contents pane.
Slider
Word Editor
Actions and Results for Terms in Contract Editor and Word
Editor
There are some minor differences in the way term insertion, deletion, or editing
work in Contract Editor and Word Editor.
The following table shows the differences of how the Contract Editor and Word
Editor work for the terms.
Table 7. Actions for Terms in Contract Editor and Word Editor
Contract Editor >
Language tab
Action
Result
Term is inserted
Term is inserted
Both terms must be
immediately after the accepted separately.
first term
Both terms can be
accepted at the same
time.
A term that has a
deleted strike
through value is
edited.
New value is
specified for the
term. Then the term
is deleted.
New value is
removed. Old
redlined value is
displayed as
redlined.
Term is inserted
Term is accepted and Term is removed and Deleted term appears
then deleted before
does not appear as a as redlined term.
the contract is saved redlined term.
Term is inserted
Term is not accepted. Deleted term appears Term is removed.
Contract is saved and as redlined term.
the term is then
deleted by the same
user.
Both values appear
as redlined.
Word Editor
Editing the Contract Language
You can edit the contract language by using the Contract Editor or Word Editor.
You can also check out the contract language from the Contract Editor and edit it
offline.
Components that can be edited
You can edit the following components of a contract.
v Clause body and title
v Contract title
v Terms
v Document header and footer
v Page format
v Paragraphs
v Tables
Chapter 4. Contract Language
27
v Bulleted and numbered lists
Components that cannot be edited
You cannot edit the following components online or offline.
v Editing multiple clauses at the same time.
v Modifying the data in line clauses.
v Moving or copying terms.
v Changing the sequence of clauses.
v Adding new clauses by typing them in the contract.
v Editing reserved formatting marks.
Tip: You can add comments for the components that you cannot modify.
Formatting and Editing Considerations while Using Terms
While adding terms to contracts and clauses, you must follow certain guidelines to
add the terms.
Adding terms to the language
A term is demarcated by the TRM_ bookmark.
Only internal users can add terms to clauses. Adding or deleting terms from
contract language triggers clause approvals. Updating terms requires appropriate
security permissions.
Consider the following points while adding terms to a contract language or clause
template.
v Add a space before and after the term in the contract language. If the spaces are
not added, the application behavior might be affected when you add a term to a
table or after any other Word bookmark.
v To insert a system term at the beginning of a paragraph that starts with a
bulleted or numbered list, add a space character at the beginning of the
bookmark of the system term. If the space is not added, a $ sign appears in the
place of the value of the system term.
v Move a term from one clause to another by deleting it first from the original and
then inserting it in the other clause.
v You can apply a new value to a term if the value matches the properties that are
defined for the term definition.
v You can insert terms in the document header or footer if the terms are added to
the custom properties of the document.
v When you edit the value of a term, the existing value for all instances is crossed
out and the new value is redlined.
v If currency terms are added in the language, you cannot edit the currency of the
contract.
v Use the same value for all instances of a term.
v Delete underscore characters between term bookmarks.
v If term values get corrupted, open the contract in the Word Editor, delete the
term, and reinsert the value for the term.
v To delete a term, select the bookmark also and then delete it.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Terms in tables
Consider the following points for inserting terms in tables.
v Add a space before and after the term in the table.
v Select the entire term to delete it.
v Before deleting a row, column, or table, delete the terms in the table.
v If a term in the table is placed next to the table column border, the starting
bookmark of the term might appear as merged with the table after migration.
Terms in contracts
Consider the following points for terms in contracts.
v A term has the same value in all its occurrences. A change in the value is
reflected in all occurrences.
v Deleting all occurrences from a contract deletes the term and its value.
v Even when all instances of system terms or mandatory terms are removed from
a contract, the term is still available on the Terms tab of the Contract Editor.
v Changing the value of a date term affects contract events.
v If the locale of any term instance is changed, you cannot delete the date and
numeric terms.
The following message is displayed when you attempt to delete the date and
numeric terms.Term cannot be rejected as numeric/date formats don’t
match.
You must use the term editor to change the value, or must check out the
contract document and reject the term.
v Changing a term to text is the same as deleting a term.
v When rejecting date and numeric terms, the following error message is
displayed: Cannot reject if selection has Date or Numeric terms.
v When a system term of date data type is added as the document property of a
formatting template, and inserted into the header or footer, its value defaults to
7/24/1617 when the corresponding contract property does not have any value.
To avoid this, select text type for custom document properties that uses date
type system terms in the formatting template.
Considerations for Editing the Contract and Clause Titles
You can edit the contract language online in the Contract Editor or the Word
Editor.
Contract title
The contract title is marked with the TITLE_ bookmark. You can edit the contract
title if you have the appropriate permissions.
Deleting the bookmark causes document corruption and leads to failures in Word
integration.
Emptoris Contract Management does not support hyperlinks in the contract title.
Clause title
A clause title is encapsulated with bookmarks. The end of the title appears as "][".
The clause title is separated from the clause body by a non-printing character and
Chapter 4. Contract Language
29
can be a separate paragraph. Ensure that while editing the title, you edit the text
that is next to the title bookmark. If you select the title and type over it, the new
title is placed to the right of the bookmark. The text is not recognized as a title
then.
The title of a line clause always appears on a separate line before the line clause
body.
You can edit the text of a clause title and apply formatting. However, you cannot
add objects, images, or terms to the clause title.
The bookmarks that start with CTS_ separate the clause title and clause body. The
bookmarks that start with CLAUSE_ are used with section breaks to define clause
ranges. Deleting the bookmarks causes document corruption and leads to failures
in Word integration.
If a clause does not have a title or body, no line is reserved for the missing element
when the contract is printed.
For the title to appear on the same line as the body, you can type the body text
immediately after the title on the same line followed by a colon (:). You can also
apply a different character style to distinguish the elements.
Moving from the header and footer to a clause does not highlight the clause title in
the Contents pane. You must click the clause title again to bring it in focus in the
Contents pane.
Modifying the Clause Body
The language clause body is the text of the clause without the clause title. The
body of a line clause is the table of the line fields.
Consider the following points while editing the clause body.
v You can edit the text and insert images, tables, and OLE or COM objects in the
body of a language clause.
v You can edit the line fields of a line clause from the Lines tab of the Contract
Editor.
v You can apply character and paragraph styles.
v You can change the font settings, paragraph formatting, numbering style,
indentation level, and use Word to change the language or format of language
and line clauses.
v You can format only one clause at a time.
v In a line clause, the formatting may not be applied correctly when you insert or
replace the clause with an alternate clause. A build-in style called Table Normal
is applied and the style from the format template is ignored. To resolve this
issue, format the template in the clause template editor. Avoid selecting a style
while inserting or replacing the clause.
v If you are downloading lines in which two or more line labels are same, the
name of the line_label Excel worksheet is appended with <n> where n is 2, 3, 4,
and so on. For a label where more than 30 characters match, the name of the
line_label is truncated and appended with <n>.
v If you cannot delete a clause, it might be because the clause has a soft space
close to a section break. Enable formatting, check for soft spaces, and delete the
soft spaces before you delete the blank clause.
30
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v If a clause body consists of a table, you should add some extra blank spaces
before and after the table. This is because Word is very inconsistent in handling
tables with bookmarks. You should also use the same Word version to edit all
the clause templates and formatting style template to make the contract Word
document assembly more consistent.
Editing Page Formats, Paragraphs, and Lists
You can edit the page formats, paragraphs, and bulleted and numbered lists from
the Contract Editor or Word Editor.
Name of the font or style in the created contract can be different from the name or
the style in the clause template. However, this aspect is intentional and does not
have an impact on the work in the application in any way. The renaming
implementation is adopted as Word styles are the combination of various
characteristics (Word configuration, Word version, Windows version). Each clause
template is an independent document. Though styles from different clause
documents might have same names, they can have different characteristics. During
contract creation, each clause document is merged into a single Word document.
This merging results in formatting issues. To avoid these issues, the styles are
renamed.
Page format
You can change the following elements of an entire document or a single clause
(section) in the document.
v Page size
v Layout
v Columns
v Margins
Paragraphs
You can add and remove paragraphs that are not titles.
An extra paragraph mark is added at the end of a document that has a redlined
bulleted or numbered list at the end of the document. Accept the redlined changes
and remove the extra paragraph manually.
Processing of received contracts might fail if the first paragraph of a document is
within a text box or frame. If you create a contract with a frame at the document
start, the following error message is displayed: Remove the frame from the
beginning of the contract language document and retry.
Lists
You can create bulleted and numbered lists by using the Word features or by
applying numbered paragraph styles.
Modifying Tables
You can insert or modify tables by using the Word commands. You can also change
the table style from the default TableGrid.
Chapter 4. Contract Language
31
Line clause tables
You cannot modify line clause tables. Line clause tables are generated in the
contract language when a contract in the Word format is downloaded or opened in
the application.
During the generation of the line clause, the table width is calculated according to
the page size and the column width is calculated based on the settings that are
specified on the Clause > Language tab.
To avoid formatting issues, while viewing a line clause table in Word, select 10-15
columns in the language. You can also set the page orientation to Landscape for
the line clause section to accommodate the line clause table. If more fields are
required, create multiple line clauses to accommodate the information.
Inserting Cross-references
You can insert bookmarks and cross-references in the contract language by using
the Word features.
Use the Word Help for more details about inserting cross-references.
Consider the following points when you use bookmarks and cross-references in the
contract language.
v Improper use of cross-referencing can corrupt the contract language document.
v The clause template document can become corrupted if you delete bookmarks or
links.
v Ensure that the brackets [ ] are added around the bookmark name in the clause
template.
v Do not use the following keywords in the bookmark name:
– Author
– Company
– Title
– Any term definition name that is defined in Emptoris Contract Management.
v The cross-references are automatically updated when the contract language is
opened in the Word editor. If the cross-references are not automatically updated,
you must update them when you edit the contract language.
Tip: Use a naming convention for the bookmarks so that you can quickly identify
the correct bookmark when you insert a cross-reference.
Editing the Contract Language Offline
Users with appropriate permissions can check out a contract from the Contract
Editor and edit it offline.
What changes in the contract
When a contract is checked out or presented by email, a unique token is embedded
in the document. The token is verified when the document is checked in. Track
changes are also enabled by default in the checked-out contract.
CAUTION:
Do not disable the track changes option.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
If the document protection option is enabled for the owning organization of the
contract, you can only accept or reject changes in the checked-out contract.
Temporary files of the checked-out contract
The Word Editor saves temporary files on your computer in the
%APPDATA%\Microsoft\Templates\Emptoris folder. You must not open or delete the
temporary files in this folder while working with the Word Editor. Doing so might
cause errors and unexpected behavior in the application.
If you access Emptoris Contract Management in the debug mode or if Word does
not close properly, the files and folders in this location are not cleaned.
Checking Out Contract Language for Editing
You can check out the language of authored and received contracts and
amendments for offline editing.
About this task
You can check out a specific revision of a contract for offline editing. You can also
save a revision of a contract and compare it with a different revision.
Procedure
To check out a contract language, complete the following steps:
1. Open a contract in the Contract Editor.
2. Click the Check out contract
icon.
3. Save the contract to your computer.
4. Optional: Rename the file, but do not change the .docx document type.
5. Close the Contract Editor when the check-out is complete.
Actions that are not Supported in Offline Editing
Certain actions are not supported in the offline editing of contract language.
The following table lists the actions that are not supported in offline editing. The
table also lists the actions that occur in the application when the contract is
checked in.
Table 8. Actions that are not supported in offline editing
Editing action
Validation on contract check-in
Editing read-only clauses, line clauses, and
system terms.
Changes to any of these items are displayed
in the contract Check-in Summary.
Changing the order of clauses.
Error message is displayed.
Changes to terms and clauses for which you Changes are marked and ignored.
do not have the permission.
Creation of clauses.
Addition of new section breaks and reserved
bookmarks is detected and deleted.
Deleting existing clauses.
Elements are automatically recovered.
Chapter 4. Contract Language
33
Note: The clause demarcations might not be recovered to the same place where
they were before the check-out. Moved clauses might also not be recovered to the
same place as before.
Document Integrity
While editing the contract language offline, the integrity of the document must not
break. You must follow certain guidelines to maintain the integrity.
Actions to maintain integrity
Use the following actions to maintain the integrity of the document while editing it
offline.
v Turn on document protection if you are planning extensive editing.
v To add a clause, add a paragraph at the end of an existing clause. After checking
in the contract, copy the text of the new paragraph to a new blank clause.
v To delete a language clause, select the entire clause with the title and paragraph
marks. The text is crossed out. When the contract is checked in, the redlined text
can be accepted and approved, and the clause is deleted.
v Do not use the Word merge feature to merge changes between two documents.
Merge the changes manually. Emptoris Contract Management does not support
merging a checked out document with another Word document. The
verificationId property is added to the document when it is checked out or
presented by email. When the document is merged with another Word
document, the document properties are not overwritten. During check-in, the
verificationId property is validated, and because no match is found, the
document is rejected.
Undo functionality
The undo functionality in Word is restricted to maintain the document integrity.
The Undo action in the Word Editor works in a limited way than in the standard
Word document.
The undo buffer is cleared when a user moves from one contract element to
another. Contract elements include contract title, header and footer, clauses, and
terms. For example, when a user moves from one clause body to another, the
changes to the first clause cannot be reverted by using the Undo functionality.
The undo buffer is also cleared in the following circumstances.
v Use of the Emptoris toolbar or menu items such as add clause, insert term,
accept all, save language.
v Use of global Word actions such as replace, spell check, grammar check.
v Edits to the header and footer of the document.
In such cases, users can use the reject redlines feature or revert the changes
manually. Do not copy VBA controls from an external document in the contract
document. Doing so can result in a VB error.
Points to remember
Remember the following points when you edit a document offline.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v The table of contents that is added to the contract language is locked when you
check out the language to avoid unnecessary updating that adds redlines in the
document.
v The Word Mail Merge feature is not supported by Emptoris Contract
Management.
v If you move a term or clause bookmark inside a clause or title, the bookmark is
deleted while check-in.
v If the clause order is changed in the document, the check-in is cancelled with the
following error message: Unable to check in. Integrity of language clauses
has been broken due to the changes made to their order in the checked out
document. Please resolve manually and try again.
Offline Editing of Terms
Terms are marked by bookmarks in a checked out document. There are certain
restrictions while editing the terms in offline editing.
Consider the following points while editing terms in an offline document.
v You can delete terms or move them within a clause. However, you cannot move
terms between clauses.
v You cannot add terms to the clause language.
v You can add term placeholders to the header or footer if those terms are added
to the custom properties of the document.
v While editing term values, add the values within the term bookmarks. To
change the value, delete the value first, and then add the new value. Any value
outside the bookmarks is considered as clause text and appears as a changed
item in the check-in summary.
Tip: Double-click the term value to remove the old value and add a new value.
v Specify the same value in all instances of a term. A conflict is detected during
check-in if values are different in different instances and displayed in the
Check-in Summary.
v If term bookmarks are deleted, during check-in, it is considered as the deletion
of the terms.
v Ensure that the new values of terms conform to the properties of the data
definition. When a term has a list of values, the entered value is validated
during check-in.
v Add comments for the changes that are restricted.
Note: Offline comments for line clause tables are not accepted or preserved
during check-in.
Checking in Contract Language
After you complete editing a contract offline, you must check in the contract into
the application.
About this task
External parties cannot check in the contracts. They must send the contract to the
internal parties by email and internal party users can check in the contract.
Changes that are received from multiple external parties must be merged in the
contract before the contract is checked in.
Chapter 4. Contract Language
35
CAUTION:
Do not use the Compare and Merge feature of Word, because it might result in
unintended changes in the document.
Procedure
To check in a contract, complete the following steps:
1. In the Contract Editor or Word Editor, click the Check in
icon.
2. Select the contract document, and click OK.
3. Review the Summary of Detected Changes in the Summary Check-in window.
4. Highlight an item to view the details.
5. Confirm that all necessary changes are recognized and note the unsupported
changes.
6. Click OK.
Results
On check-in, the changes are validated and a check-in summary report is provided.
Canceling Check Out
If you want to continue working on a contract online, you can cancel the check out
of a contract from the Contract Editor.
About this task
If an authored or received contract or amendment that is checked out is converted
to a filed contract, the check out is canceled automatically.
Procedure
To cancel a check out of a contract, complete the following steps:
1. Open a contract in the Contract Editor.
2. On the Language tab, click the Cancel Check Out
icon.
3. Confirm the cancellation by clicking OK.
Contract Check-in Summary
The check-in summary is a validation report on the changes that were made offline
to a contract document when it was checked out. The language, terms, header,
footer, tables, comments, and structural changes are validated during the check-in.
Check-in Summary window
You can view the changes that are detected in the contract document that is edited
offline during check-in. You can view the details of each item in the Check-in
Summary window.
Only textual changes are detected during the check-in. Changes that are made to
images, objects, or charts are not detected and not tracked during the check-in.
The following changes are detected during check-in.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v Changed items: Changes that are made by the other party to clauses, lines, and
terms.
v Deleted items: Terms and other language items that are deleted.
v Unauthorized changes: All unauthorized changes such system terms, line
clauses, conflicting values, and value formats are detected and reverted.
v Structural changes: Clauses with structural changes are displayed.
Validations for Language
When you check in a document that is edited offline, the changes that are made to
the contract language are automatically detected and validated.
The following items are automatically validated.
v Authorized changes such as text-based changes, tracked formatting changes,
accepted redlines, and deleted items are detected.
v Unauthorized changes such as changes to system terms, line clauses, conflicting
values for terms, and value formats to the terms are ignored and reverted.
v Unaccepted redlines are preserved.
v Redline details, such as revision author of valid offline changes are preserved.
v Line clause changes are reverted.
v If reserved bookmarks that do not belong to a document are detected, the
bookmarks are automatically removed during check-in.
Validations for Terms
When you check in a document that is edited offline, the changes that are made to
the terms are automatically detected and validated.
The following items are automatically validated.
v Authorized and valid term value changes are reflected in the contract language
and on the Terms tab in the Contract Editor.
v Changes to the system term values, invalid values such as list of value
validations, date and numeric validations, and conflicting values, such as
different values for term instances are reverted during check-in. The reverted
values are seen in the contract language and on the Terms tab in the Contract
Editor.
v Unaccepted redlines are preserved.
v If you do not provide currency symbols in an offline term, the currency symbol
is automatically added during check-in. The user name for the tracked or
redlined changes is the local Word user name from where the check-in is done.
Conflicting or invalid terms
Changes to system values and conflicting values are displayed in the Check-in
Summary window. Conflicting date values due to differences in time zone and
conflicting numeric values due to change in format are also displayed. The user
names of the users who changed term values are displayed post check-in.
Use the following tips to resolve the conflicts.
v Analyze the checked-out and checked-in values and specify the appropriate
value in the Provide a value to resolve the issue field.
Chapter 4. Contract Language
37
v To embed the Check in Value as text in the contract language for later
resolution in the new revision, select the option in the Insert Value as clause
text column.
v You cannot change the values of system terms. However, you can still enable the
Check in Value as text option for system terms.
Validations for Header and Footer and Tables
When you check in a document that is edited offline, the changes that are made to
the header and footer, and tables are automatically detected and validated.
Header and footer changes
The following validations occur for the header and footer.
v Authorized changes are detected, validated, and reflected in the contract
language.
v Unauthorized changes are reverted. Formatting changes are preserved when the
unauthorized changes are reverted.
v An inserted field in the header or footer is not redlined because the track
revisions feature is disabled for the fields in the header and footer.
Table changes
The following validations occur for the tables.
v Unaccepted redlines are preserved.
v Redline details, such as revision author, on valid changes are preserved.
Validations for Comments
When you check in a document that is edited offline, the comments that are added
to the document are automatically detected and validated during check-in.
Users can add comments to a checked-out document by using the Word Review
Comment feature.
Note: While inserting comments, you can add a term to the comment if the Insert
Term option is not disabled, However, an error may occur after saving the
document. Therefore, avoid adding a term to the comment.
The following validations occur for comments.
v Comments that are added to clauses are not reflected as clause changes in the
check-in summary. Users can view these comments in the Contract Editor at the
following location: Language tab > Contents pane > View Word Comments
link.
v Offline comments to line clauses are not accepted or preserved during check-in,
because line information is refreshed each time that a contract is opened.
Validations for Structural Changes
When you check in a document that is edited offline, structural changes in the
document, such as deleted bookmarks, section breaks, range bookmarks are
automatically detected and validated.
The following validations occur for structural changes.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v Lost demarcations such as section breaks and clause bookmarks are
automatically recovered.
v Clause title bookmarks are recovered and placed at the beginning of clauses. If a
clause cannot be recovered based on demarcations, an empty section with clause
demarcations is added. During the recovery process, the term bookmarks that
are moved to other clauses are deleted.
v After deleting section breaks, clause range bookmarks, and clause title
bookmarks, if you do not accept the changes, they are not included in the
structural changes.
v Moving a clause or contract delimiter bookmarks, such as TITLE_, CLAUSE_,
CTS_, to another clause or removing them is identified as a structural change,
and the application considers them recovered.
Examples
The following table lists the actions that are taken on the contract language and the
corresponding reported items in the check-in summary.
Table 9. Items Reported in the Check-in Summary
Action
Reported as
Adding a section break
Changed items.
Deleting a section break
Changed items and structural changes.
Adding and deleting section breaks
Changed items and structural changes.
Deleting a section break between two
clauses and deleting a bookmark of two
clauses
Deleted items and structural changes.
Deleting a section break between two
clauses
Changed items and structural changes.
Deleting a clause and a clause title
bookmark
Changed items and structural changes.
Deleting a term bookmark
Changed items and deleted items.
Deleting a title bookmark
Structural changes.
Chapter 4. Contract Language
39
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Chapter 5. Tips and Troubleshooting
While working in the Emptoris Contract Management application, you might
encounter problems. You can refer to the tips and troubleshooting help to resolve
the problems.
Changes to security settings and permissions
The following security settings are changed from the 9.0 version of Emptoris
Contract Management.
v The Open button is enabled for a user in the contract or clause template editor
only if the user has the Word Editor > Open permission.
v A new permission is added to access the Contract Editor from the Interview
Completion page. You can review the contents if you have the appropriate
permissions.
v Two new permissions are added for Search. With one permission, you can
export the Search results, and with another you can save the favorite criteria
configuration.
Accessing the Application for the First Time
After installing Emptoris Contract Management successfully, you must configure
some settings for the application to work correctly.
Before starting the application, ensure that there are no connections to the ECM
schema. Some applications can hold locks on tables that can be modified by
migrations, resulting in a migration error.
A new approvals.displayPasswordField property is added in the ecm.properties
file to generate approval URLs in an SSO (core) compatible form. While integrating
with SSO (core), set this property to true. For stand-alone Emptoris Contract
Management, set this property to false.
Emptoris ribbon
If the Word Editor does not open with the Emptoris ribbon, ensure that the
ECMWordAddin is active in the add-in list of Word. If it is not active, activate it
and restart the Word Editor. For more information, see http://
msdn.microsoft.com/en-us/library/ms268871(v=VS.100).aspx.
Ownership for the file server directory
Attachments are stored in the file server directory. The application installer must
have complete ownership of the file server directory in which attachments are
saved.
HTTPS URLs
If you are accessing the application by using the HTTPS URLs, and the SSL
certificate is not configured correctly, a warning is displayed when you open the
Word Editor. You can click Yes to proceed.
© Copyright IBM Corp. 2012, 2016
41
Configuration Settings
While working with Emptoris Contract Management, you must ensure that the
configuration for various features and items are correctly done.
Materialized view
A materialized view that is named mv_root_org is added to the database for faster
retrieval of root organization. By default, the view is refreshed once a day.
Adding or removing organizations and contacts makes the view out of sync with
other tables. The resyncing occurs only at the next default refresh. However, you
can also refresh the view manually.
The materialized view query rewrite feature is available only in Oracle Enterprise
editions. A database schema user must have the following database privileges to
run the query.
v CREATE MATERIALIZED VIEW
v CREATE TABLE
v QUERY REWRITE
Behind the Firewall Deployment
When Emptoris Contract Management is deployed behind the firewall, you must
use the HTTPS URLs to access the application.
Pop-up Window Blockers
Pop-up window blockers such as Google Toolbar or AdDestroyer might interfere
with the function of Emptoris Contract Management. Disable the pop-up window
blockers before you use the application.
To turn off the pop-up window blockers that are included in the Internet Explorer
browser with Windows XP SP2, follow the instructions that are provided in the
following line.
http://support.microsoft.com/default.aspx?scid=kb;en-us;843016
Oracle Database
Ensure that you configure the Oracle database correctly so that you can access the
Emptoris Contract Management.
Emptoris Contract Management supports Oracle connectivity over the TCP-IP
protocol only.
An Oracle database that uses the US-ASCII character encoding is no longer
supported. Convert the character encoding as specified in the IBM Emptoris Suite
Database Configurations Guide.
Registry Settings
Registry setting on client machines must be appropriately configured to avoid
unexpected behavior.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Settings for Windows 2000 or Windows XP
On Windows 2000 or Windows XP, When you attempt to view a contract
attachment, two separate file download windows or two new browser instances
might open. One of the windows could have the Action Canceled message. To
avoid such issues, you must modify the registry settings.
For more details about configuring the registry settings, see http://
www.support.microsoft.com/default.aspx?scid=kb;EN-US;q162059.
Renaming registry for Word 2007
If Word 2007 is installed on your machine, and you need to rename the registry,
complete the following steps.
1. Navigate to HKEY_URRENT_USER > Software > Microsoft > Office.
2. Expand 12.0.
3. Rename the Data key to OldData.
4. Rename Options to OldOptions.
Clearing the Browser Cache
If you access the Emptoris Contract Management application from multiple URLs,
and if different versions are available on the environments, you must clear the
browser cache before you switch to the other environment.
About this task
If you have changed your locale, you must first clear the browser cache to view
currency values in the correct format.
Procedure
To clear the browser cache, complete the following steps:
1. In the Internet Explorer browser, click Tools > Internet Options.
2. Click General > Delete Files.
3. Select the Delete all offline content option, and click OK.
4. Click OK and restart the browser.
Microsoft Visual Basic Script Edition Version
On Windows 2000 or Windows XP, if you have installed the Visual Basic Script
Edition, you must ensure that it is updated the latest version.
If the version of the Visual Basic Script Edition is not the latest, an error might
occur when you view contracts or clause templates in the Word Editor.
To install the updated version, see http://search.microsoft.com/en-us/
DownloadResults.aspx?q=visual+basic+script.
Recovering from Unexpected Termination
The interaction between Emptoris Contract Management, Microsoft Internet
Explorer, and Microsoft Word is complex. Any unexpected commands might result
in the termination of Internet Explorer or Word.
Chapter 5. Tips and Troubleshooting
43
About this task
An error message is displayed when the Internet Explorer or Word applications
terminate unexpectedly.
Procedure
To resume work in Emptoris Contract Management or Word, complete the
following steps:
1. Close all Word and Internet Explorer windows.
2. Start the Windows Task Manager.
3. End the winword.exe and iexplore.exe instances.
4. Clear the browser cache.
For more information, see “Clearing the Browser Cache” on page 43.
5. Delete all temporary files from the \Local Settings\Temp directory.
Session Timeout
For security, a session timeout occurs if the Emptoris Contract Management is idle
for 60 minutes.
Session timeout does not apply when the user is editing language online in a
contract or a clause template.
An exception applies when multiple sessions under the same user name are
concurrently active on different computers, or only a portion of the application
servers in a cluster configuration are restarted. In such cases, a contract might
become read-only during contract language editing. If the contract becomes
read-only while editing, close it and reopen it.
If you experience a session timeout log into the application again.
Tips for Administration
While completing tasks in the Administration module, use certain tips are useful to
complete the tasks in a better way.
Consider the following tips while using the Administration module.
v For the Line Definition of Other type, both buy and sell type price lists are
available.
v The Modified from Standard contract status occurs only when a clause is
modified - clause title or body.
v If a value that is returned by a notification template tag contains HTML tags,
unexpected data or formatting might occur in the email message.
v On the Currencies tab, currency codes appear as Unicode character codes.
Consult unicode.org for the meaning of the character codes.
In the Contract Editor, if a currency symbol appears as ¤, open the Currencies
feature, and replace the symbol with the appropriate symbol. If the currency
appears as ⌂, you must install the appropriate font for the currency symbol.
v The process scheduler does not check for failed jobs or jobs that are not run after
the application starts after downtime. When the process scheduler restarts, jobs
that must have run previously are fired.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Data Definitions
Consider the following guidelines when you create data definitions:
v The data definition name must be 1 - 30 bytes long.
v The name must begin with an alphabetic character from the database character
set (AL32UTF8).
v The name can contain only alphanumeric characters from the database character
set (AL32UTF8) and the underscore (_).
v The name cannot contain punctuation marks, spaces, double quotation marks, or
the null character (\0).
v You cannot use any Oracle database reserved words in the data definition name.
v Use the maximum.contract.search.select property to set the maximum number
of search results that are returned during a search on the Contract repository.
The default value is 1000.
Tips for Using Word
Use the tips and troubleshooting help that is provided for working with Word.
Prerequisites
Before you use Word Editor, configure the following settings.
1. In Word, click Tools > Options.
2. On the Edit tab, clear the When selecting, automatically select entire word
check box.
3. On the View tab, select Highlight.
You must select this option to ensure that terms are highlighted in appropriate
colors.
If you have installed the Google toolbar, it might prevent the Word process from
terminating. Even after ending your contract editing session, the Word process
might continue to run for some time. The extra Word processes have no impact on
Emptoris Contract Management.
Tips
Consider the following tips for working with Word.
v Even though Emptoris does not restrict opening multiple Word Editor instances
on the same computer simultaneously, it is recommended to work with single
instances of Word Editor to avoid event handling issues with Word.
v A Word document might get corrupted if the Adobe Professional 7.0 version
plug-in is installed with Word. This is a core issue with 7.0 version of Adobe
Professional. You must upgrade Adobe Professional to version 7.0.8 and if that
does not work then upgrade to version 8.0 in which it is fixed.
v In Emptoris Contract Management 9.0, the Word integration architecture has
been redesigned to replace the legacy RTF format with the latest .docx format.
Due to the rearchitecture, contracts checked out in earlier releases of Emptoris
Contract Management cannot be checked back in. It is recommended to either
check in all checked out contracts before you upgrade to the 9.0 release or
canceling the checked out contracts to perform the checkout or checkin in 9.0.
Chapter 5. Tips and Troubleshooting
45
v When you preview a contract by clicking the Print Preview icon on the main
toolbar or the Preview button in the Contract Revisions window, and log out of
the application, the Preview window in Word does not close. Close the Preview
window manually in Word.
v If you cannot check in a protected contract that is presented through email by
using Word 2007 SP2, download and install the following packages:
– http://support.microsoft.com/kb/969961/
– http://support.microsoft.com/kb/970942/
v Adding comments between term bookmarks is not supported. Comments that
are added between term bookmarks are lost during check-in.
v If there is a space in terms when the contract is created, the “-“ symbol appears
before the terms while you compare contract revisions.
v When you upload lines, it is recommended to encode CSV files in Cp1252
instead of the system default of UTF-8. For a UTF-8 encoded CSV file, you
should change the extension of the file from .csv to .txt before you upload the
file on the Lines tab.
v While using Word 2010, if the Emptoris Ribbon does not load in the Contract
Editor, ensure that you have the following settings enabled.
– Enable the setting for subfolders from the following location in your web
browser: Trust Center Settings > Trusted Locations > User Locations.
– Install new add-in version 1.0.0.12 to ensure that the library files are installed
for the Word add-in to work successfully.
v Performance of various actions in the Word Editor depends on various factors
such as document size, number of terms, network speed.
v Access the document properties in Word in the following ways.
– Word 2007: Home > Properties
– Word 2010 and Word 2013: File > Properties
v While inserting a cross-reference field in the Word document, clear the Preserve
formatting during updates check box. Select the following two check boxes.
– Hyperlink to paragraph
– Paragraph # from marked paragraph
v Word toolbars for reviewing, headers and footers, and text editing are
customized for use in Word Editor. Do not remove the existing buttons from the
toolbars. However, you can add new buttons.
v Links to external files are not supported in a Word document.
v While opening a contract in the Word layout, a Section Break (New Page) is
inserted instead of Section Break (Continuous). To resolve the issue, make a
dummy edit to the contract template outline and then author a contract.
v While accepting redlines, ensure that all track changes are accepted and that
there are no border lines in the left- margin of the document. Word is
inconsistent in handling redlines particularly with bullets and numbers.
v Word automatically adds redlines to the header and footer fields in a checked
out document. You can safely ignore these lines. These lines are also ignored
during check-in.
v If a checked- out contract document contains a Last Modified field in its header
or footer, Word automatically updates the Last Modified field and marks it as
changed when you check it in, even when you have not made any changes. You
must avoid having a Last Modified field in the header or footer, or ignore this
tracked change. Word might also update the page number field in the footer of
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
an offline document during the check-in. Such changes are displayed in the
contract summary as unauthorized changes.
v If Word menu stops responding, delete the Normal.dot file. The file is
automatically created when you reopen Word.
v If you apply the Envelope Address style to a paragraph within a contract, the
paragraph appears at the bottom of the page. This does not affect the contents of
the contract.
v Changes might be automatically done in Word when you use the AutoCorrect or
Spelling and Grammar features. Such a change results in text marked as
revised—even though the user may be unaware of the revision applied during
the session—when comparing clause and contract revisions.
Closing Word from the Task Manager
After you close all Word applications, if you still see the winword.exe process
running in the Task Manager, you must manually close it.
Procedure
To close Word from the Task Manager, complete the following steps:
1. Open Microsoft Outlook, and click Tools > Options.
2. Click the Mail Format tab.
3. Under the Message format section, ensure that the check boxes for both
options are selected.
4. Click OK. The winword.exe process is no longer listed in the Task Manager.
Renaming the Normal.dot Template
If there are problems with Contract Language Page, such as formatting, there
might be an issue with the Normal.dot template of Word. Renaming the Normal.dot
template might resolve these problems.
About this task
The Normal.dot template is at Application Data\Microsoft\Templates.
Procedure
To rename the Normal.dot template, complete the following steps:
1. Click Start > Run.
2. Enter %appdata%, and click OK to open the Application Data folder.
3. Open the Microsoft > Templates folder.
4. Ensure that the winword.exe process is not running in the Task Manager.
5. Rename the Normal.dot file to Normalold.dot.
Note: Do not delete the Normal.dot file. If deleted, the changes are irreversible.
Results
When you open a Word document after you have renamed the Normal.dot
template, a new Normal.dot file is automatically generated.
Chapter 5. Tips and Troubleshooting
47
Resolving Issues on a Client Computer
If issues occur on a client computer from which the application is accessed, you
can resolve the issues by renaming the Normal.dot file and configuring the registry
settings.
About this task
The following issues might occur on the client computer.
v Toolbar is missing on the contract language page.
v Customized icons from the toolbar are missing.
v Icons are disabled on the toolbar.
v Error messages about the Normal.dot file are displayed.
v Fonts are not displayed correctly.
v Changes in the Word cause problems in the contract language.
v Word cannot be opened.
v Word is corrupted.
Procedure
To resolve the issues, complete the following steps.
1. Rename the Normal.dot file.
2. Configure the registry settings by completing the following steps.
a. Click Start > Run.
b. Enter regedit and click OK.
c. Click HKEY_CURRENT_USER > Software > Microsoft > Office.
d. Rename the Data key to OldData.
e. Rename Options to OldOptions.
f. Click Word, and rename Addins to OldAddins.
g. Close the Registry Editor window.
Note: Do not delete any of the settings. If deleted, the changes are irreversible.
General Tips for Using the Application
As you work in the Emptoris Contract Management application, you can use some
tips to make your tasks easier.
Consider the following tips as you work in the application.
v The word 'Primary' that is related to the party role is not translated into other
languages.
v Before you delete a base contract, ensure that the related contracts are not open.
Otherwise, a system error occurs. A contract must not be open when you are
deleting it.
v The results.txt job attachment file must be opened in the Internet Explorer
browser or WordPad for viewing. Opening the file in Notepad is not
recommended.
v Double quotation marks within double quotation marks are not allowed in an
expression in the expression editor in the Interview Wizard. However, you can
use single quotation marks in double quotation marks.
48
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v On the Attachments tab of an authored or filed contract, viewing a compressed
file closes the contract. However, the File Download window remains open and
you can open or save the file. To resolve the problem, disable the Options >
Advanced > Reuse windows for launching shortcuts option in the Internet
Explorer.
v The home page is displayed without the background color when you log in. For
the normal appearance of the home page, log out and log in again.
v When you click on a feature in the Emptoris Contract Management application,
it might take a few seconds to load. Wait till the feature is displayed. Multiple
clicks on the same feature might result in errors.
v Contract locks are not automatically released when the application restarts in the
6.x version. Draft and final versions of locked contracts may not be in sync after
migration.
v The process scheduler does not trigger events or actions for a contract if the
contract is in one of the following status:
– Withdrawn
– Terminated
– Expired
For contracts in the withdrawn status, the event is triggered and the event
properties are made read-only. Next time when the process scheduler is run, it
again first checks for the contract status. If the contract status != ('Withdrawn',
'Terminated', 'Expired'), it tries to process the events, provided the events fulfill
the eligibility criteria - event status = Pending and event date <= SYS Date.
v In the repository search window search for a contact. Reassign internal contact
reassigns tasks not owned by the original internal contact. Workaround: Keep
the Reassign to new internal contact check box cleared so that the draft contract
task remains with the correct internal contact.
v After completing an interview initiated through the web services, if you start an
interview manually from the home page, it is considered that you are trying to
continue the last interview that is completed from web services. A new page is
not displayed to start the interview. To fix this issue, restart the application.
v During the generation of line clause tables, the table width is calculated based
on the page size and the column width is split across line fields equally. To
avoid formatting issues while displaying line clause table in the Word document,
it is recommended not to use more than 10 columns in the line clause definition
to appear in the clause language.
v When a contract is presented through email or offline with checkout option, the
task and lock on the contract are given to the external party. If the internal party
user who presented the contract wants to open the contract, the user must use
fuzzy search or the recent contract list from the repository search or home page.
If the contract is created by the same user, the user can use the My Contracts
portlet to open the contract.
v There can be Response Time Delay in using the Backspace key, because the
WindowSelectionChange event is associated with heavy business logic, and the
Backspace key event is checked for integrity. It is therefore recommend to select
the section of text to be deleted and then press Delete or Backspace in one key
stroke.
v Emptoris Contract Management does not support calendar controls or other
Visual Basic controls in contracts. Checking in of a document that contains one
of these controls results in a failure. Inserting one of these controls from the
language editor results in a debug error and requires the contract to be
re-opened.
Chapter 5. Tips and Troubleshooting
49
v If the Excel Export functionality does not work, contact Emptoris support to
obtain the appropriate batch script for WindowsXP or Office2007 to resolve this
problem. This problem is likely due to incorrect Office installation.
v Before executing a contract that has a Table of Contents and cross-reference
fields, ensure that there are no redlines for the Table of Contents and
cross-reference fields. The Table of Contents and cross-reference fields have
values that are updated automatically.
v Ensure that the Word document that you upload as a received contract is not
password-protected for formatting and editing.
v When you delete a clause that uses a numbering style for the clause title, the
clause title and body are deleted, but the numbering remains. To remove the
numbering, place the cursor on the deleted clause title and change the
paragraph style to a non-numbered style. You can then accept the deletion.
v You can insert a new clause below a parent level clause. While adding the clause
at a lower level, do not use the Restart Numbering option. The numbering is
automatically reset.
v The revision number inclusive of the contract, its title, and contents does not
increment when the same user who last saved it saves it again.
Best Practices For Copying Content to Contracts
To copy paragraphs, tables, images, Excel content to contract instances, you can
use some best practices.
The following table lists the actions and the best practices for copying content to
contracts.
Table 10. Best Practices for Copying Contents to Contracts
50
Source of content
Best practice process
Comments
Word paragraphs
Copy and paste content
using the Paste > Keep text
only option.
Use the formats that are
available in the contract
instance to format the text.
Word tables from a Word
document
Change formats to basic
Heading 1 styles in the
Arial in the source document copied text are also
and then use copy and paste. displayed in the TOC of the
contract instance. Correct this
by using the styles that are
available in the Word Editor.
Images that are created from
Microsoft Visio.
Save the image to a .jpg
format. Use the Insert >
Picture option to add
images.
The .jpg format is stable and
can be sized to fit on a page.
Word and Excel documents
Use the Attachment feature
in Emptoris Contract
Management.
Use the standard practices
that are provided by your
legal department to refer to
the attachment.
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Table 10. Best Practices for Copying Contents to Contracts (continued)
Source of content
Best practice process
Comments
Excel content from a
spreadsheet
Copy and paste the content.
If the content does not fit in
the contract instance, remove
the content. Resize the
content in the spreadsheet
and then copy it again.
Resizing the content in the
contract instance might cause
VB errors. If an error occurs,
close the contract without
saving it, and revert to the
last saved copy.
Tips for Migrating Content to the Latest Version
While migrating your content from an earlier version of the application to the
latest version, take into account certain considerations for the content.
Consider the following points for migrating your content.
v If you use the Combine title and body option, the original formatting styles
might not be displayed correctly after migration. Reapply the styles to the
clauses after migration.
v An HTML table that extends the normal width of a document appears truncated
in the Normal view after migration. The table appears correctly in the Web
layout. Resize the table after migration.
v Bullets that are used for a contract might appear as numbers or questions after
migration. Reapply the bullet style after migration.
v Previous releases supported definable column widths only for checked out
documents and not for PDF documents. Contracts that are migrated display the
fixed column widths in contract documents.
v After upgrading and migrating to version 9.0 or later of Emptoris Contract
Management, you must re-create the format templates in Word 2007, Word 2010,
or Word 2013. To do this, copy the data from existing templates to new
documents, and upload the new documents into the applications.
v Clause templates and contracts might fail to migrate from the 8.2.2 version to
the 9.0 version. Use the Rtf2xml migrate_errorjobs command to view the
errors. Microsoft does not recommend the use of Word in a multi-thread
environment. However, the design of the migration utility is multi-threaded to
scale.
Tips for Web Services
While using the web services, use the tips to use the web services to the fullest
potential.
The existing CreateBulk web service for organizations and addresses cannot be
used for bulk operations. You can create only one organization or address by using
the web service.
Chapter 5. Tips and Troubleshooting
51
WSDL is not generated if the web services are accessed from the URL of the
perimeter web server (PWS). Access to the web services is blocked at the Common
Web Server (CWS). Access to the WSDL is allowed directly from the application
server only.
Product Master Validation
Some validations are done for the content in Excel sheets when the content is
added to contracts.
Integrity validation for content from Excel
The following validation checks are performed based on line definitions when you
upload contract lines from an Excel source file.
v The product name and number values from the Excel sheet are compared to the
Emptoris Contract Management Product Master file. An error occurs if the
values do not match exactly. The same value source must be used for the
Product Master file and Excel file. You can copy the values from the Product
Master file to the Excel file.
v The Standard Sales Price Line, Standard Purchasing Price Line, Standard Sales
Product Line, and Standard Purchasing Product Line definitions use the Price
List Master feature. The price list that you upload from the Excel sheet must be
a valid price list in the application. The product name and number must also be
valid values from the master price list. If the values do not match exactly, the
price list upload fails.
v The Entered Sales Product Line and Entered Purchasing Product Line definitions
do not use the Price List Master feature or the Product Master feature. The
values for the product and product numbers are not validated when you upload
the lines to the contract.
Using the trademark symbol
The trademark symbol that is used in Word is not supported by Emptoris Contract
Management reporting. The symbol that you insert in the Word document is not
displayed correctly in the contract document.
For the symbol to be displayed correctly, use the UTF-8 version of the trademark
symbol, which is symbol # 8482.
To type any UTF-8 character, type Alt+<symbol number> on the keyboard with the
Numeric Lock enabled. You can use the Word symbol by copying and pasting it in
product search or term definitions.
The Copyright © and Registered Trademark
correctly in reports.
™
symbols are not affected and display
Tips for Integrating with Emptoris Suite Products
While integrating with other Emptoris Suite products, ensure that you follow the
guidelines that must be followed for the integration to work.
Integrating with Emptoris Sourcing
To integrate with Emptoris Sourcing, a user-defined line definition must have the
Quantity field to create a contract from Emptoris Sourcing.
52
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Creating supplier organizations
If a user creates a supplier organization when the sync of Emptoris Contract
Management and organizationType (some- Type) is disabled from the
Administration, the organization type remains blank in the database and the user
needs to manually set it through Emptoris Contract Management. Otherwise, the
Emptoris Contract Management report shows blank for the organization type.
Tips for Resolving Issues on Client Machines
You might face issues on the client machines from which you access the Emptoris
Contract Management application.
The following table provides tips to resolve the issues that you might face.
Table 11. Tips for Resolving Issues on Client Machines
Issue
What you see
What you can try
Java script errors
A Java script
window appears
when you create
a contract, switch
tabs, or open the
contract
language.
Complete the following steps.
1. Close the Emptoris Contract Management
application.
2. Close all Word windows.
3. Ensure that the Word Authoring Tool is installed.
If it is not installed, install it.
4. Check browser security settings.
5. Disable the WebEx and LiveLink add-ins from
Word.
6. Create a new normal.dot file.
7. Delete all temporary internet files.
8. Clean the /Temp directory.
9. Restart the machine.
The
ECMWordAddin
does not open in
Word
The contract or
clause template
opens in the
Word Editor
without the
Emptoris ribbon.
Complete the following steps.
1. Close the Emptoris Contract Management
application.
2. Close all Word windows.
3. Ensure that the Word Authoring Tool is installed.
If it is not installed, install it.
4. Ensure that the ECMWordAddin is active in the
Word add-ins list.
5. Disable the WebEx and LiveLink add-ins from
Word.
6. Create a new normal.dot file.
7. Delete all temporary internet files.
8. Clean the /Temp directory.
9. Restart the machine.
Chapter 5. Tips and Troubleshooting
53
Table 11. Tips for Resolving Issues on Client Machines (continued)
Issue
What you see
What you can try
While working
with the Word
Editor, the files
or folders in the
%APPDATA%\
Microsoft\
Templates\
Emptoris
directory are
deleted or
opened.
Errors and
unexpected
behavior while
working with the
Word Editor.
Deleting or opening files or folders at the %APPDATA%\
Microsoft\Templates\Emptoris folder is not
recommended. If Emptoris Contract Management is
accessed in debug mode or if MS Word did not close
properly, the files and folders under this location are
not cleaned up.
Tips for the Internet Explorer Browser
When you use the Emptoris Contract Management application in the Internet
Explorer browser, you might encounter certain issues. You can use some tips while
working in the Internet Explorer browser.
Consider the following tips when you work in the Internet Explorer browser.
v You must have only one active session of the application on a computer.
v The back, forward, and refresh features of the browser button, function keys,
and keyboard shortcuts are not supported for the Internet Explorer browser.
New browser windows by using the Ctrl+N shortcut is also not supported. Use
the Emptoris Contract Management application interface to navigate between
screens.
v Property sheets in Emptoris Contract Management are intended to support a
limited number of layers. An attempt to display excessive property sheets or
pop-up windows might result in an error in the browser application, according
to the limits of the particular version of Internet Explorer. To prevent abnormal
behavior, limit your investigation to 10 or fewer property sheets at one time.
v After focusing the cursor on a field in any page, if you switch to another page in
the application, the cursor might appear on the new page at the same location as
in the previous page. To resolve this issue, use Alt + Tab to switch to a window
other than the Internet Explorer window and then return to the application
window.
v When attempting to view an attachment from its current location in the Internet
Explorer browser, if two new browser instances result, the registry settings
might be incorrect. Ensure that you update the registry settings.
Tips for using the Contract Editor
As you work in the Emptoris Contract Management, use the tips to complete the
tasks in the Contract Editor.
Consider the following tips to work with the Contract Editor.
v In the Terms tab > Edit Term window, if the list of value contains more than 100
characters, only first 100 characters are displayed in the drop-down list followed
by three dot characters (...). When a user selects a value from the drop-down list,
the whole value is displayed below the drop-down list.
v IBM Emptoris Contract Management supports 10000 lines in a contract. More
than 10000 lines in a contract can degrade the system performance significantly.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v If the product uniqueness feature is enabled for a line definition that contains
entered or non-entered type of product, the users must manually enter the
product's name and number on the Lines tab. No validation of the uniqueness at
each line that is added or updated occurs. The validation happens only when a
user explicitly saves the changes or navigates to other line type.
v On Windows 7, uploading a checked out contract results in an error message
that indicates that the check-in has failed. For more information about the issue,
see https://connect.microsoft.com/Connect/feedback/
ViewFeedback.aspx?FeedbackID=472115&wa=wsignin1.0. To resolve this issue,
enable the following Internet Explorer 8 setting: Tools > Internet Option >
Security > Custom level > Include local directory path when uploading to a
server.
v In the PDF view of the contract summary, the text wrapping is done
programmatically. The last character of a long word might appear as truncated
due to the text wrapping.
v To calculate the price after you insert the base line contract values through the
Lines upload feature, you must keep the unit price field blank in the Excel sheet
that you want to upload, and then upload the Excel sheet. If the price is
equivalent to zero, the price is not calculated.
v On the Summary tab, the clause text for a received contract is not displayed. To
view the clause text on the Summary tab, open the received contract in the Word
Editor, make some dummy changes, and save the language.
v IBM Emptoris Contract Management does not support the Save As function in
the amended and received contracts.
v Ensure that you adhere to line field length limits, which are defined in data
domains. If you are unable to enter a field value, confirm that you are entering
the field length that is specified in the data domain by viewing the property
sheet for the data definition.
v If a user group is a member of an approvals list, to disallow a shortened
approval cycle, ensure that none of its members are listed earlier in the
approvals list as individual users. Otherwise, when such a user clicks Approve,
it is considered that the latter user group has approved it, and therefore any
intervening approvals list members are skipped.
v If you issue review contract task to a user group that contains no active users or
users that meet a selected organizational filter, no task is issued, and an
appropriate message appears. For information on the active or filtered members
of a user group who received a task, review the activity log.
v Attachment upload times vary with network traffic, attachment size, and
number of users who upload attachments at the same time. Upload times on a
local area network for normal network traffic are approximately 5 MB per
minute. Internet times are directly proportional to the connection speed and can
be slower.
v A deleted attachment cannot be updated or replaced, but you can replace a
non-deleted attachment with another one, or add a new attachment.
v To view attachments, ensure that you have the appropriate application that is
associated with its file type.
v When the end date of a quote is after the expiration threshold that is defined in
a renewal notifications rule and if the status of the quote remains Draft, a new
notification is issued every time that the quote is updated in any manner. To
cancel notifications, extend the quote end date, withdraw the quote, or execute
the quote.
v A new contract substatus comment effectively updates the contract’s substatus,
even when the same substatus value selection is preserved between comment
Chapter 5. Tips and Troubleshooting
55
entries. Therefore, in a renewal notification rule a quote’s latest substatus entry
is checked for its substatus date to compare with the defined elapsed substatus
threshold.
v When you compare clauses, data might not display correctly for existing clauses
that do not have a clause title. To ensure that data is displayed correctly, enter a
clause title for the clause and save it.
v IBM Emptoris Contract Management does not recommend checking-in a system
document (macro document). Trying to do so might result in errors.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
Chapter 6. Known Limitations
Certain functions in Emptoris Contract Management has known limitations that
you must know before you work with the application.
Administration
You cannot open contract templates from Administration > Standards > Contract
Template if the contract templates are created by using a contract class whose
name includes a single quotation mark.
You cannot delete a user-defined permission group if the permission group is
added and then removed from the Security tab of a Line Clause that is added to a
Contract Template.
Bulk Load Utilities
When you use Bulk Load Utilities to upload lines to a contract, the lines are not
imported if they contain the Original Product Name field.
PDF generation
Emptoris Contract Management does not support generating the PDF of the
contract language from a browser or web service.
For viewing PDF documents in supported languages, Emptoris Contract
Management supports only those fonts that are supported in the Office XP
Multilingual User Interface Pack.
Tabbed browsing in Internet Explorer
When you log into Emptoris Contract Management and within the same Internet
Explorer window open another tab, and log in as a different user, a server error
occurs while working in the parent tab. This happens when you use Internet
Explorer with tabbed browsing, because the session is shared between tabs.
For more information, see the following links.
v http://geekswithblogs.net/ranganh/archive/2009/04/17/asp.net-session-stateshared-between-ie-tabs-and-ie8.aspx
v http://blogs.msdn.com/b/ie/archive/2009/05/06/session-cookiessessionstorage-and-ie8.aspx
Contract Editor - all tabs except the Language tab
From the Internet Explorer 8 browser, when you check out a contract, or present a
contract offline by using the Download Document and Check Out Language
options, the check-out is not canceled when you click Cancel. The activity log
shows the offline presentation status as complete. The Contract Editor window
closes when the File Download window appears.
When you open the Word Editor, do not click Cancel in the File Download
window. Clicking Canceldoes not unlock the Contract Editor.
© Copyright IBM Corp. 2012, 2016
57
If the clause visibility feature is enabled and the contract summary is saved in PDF
format, the following authorization message is not added to the PDF document:
You do not have authorization to view all the clauses in this contract
Web services
For the most current detail specifications of components and elements that are
used by web services, refer to the appropriate WSDL file included in the ISDK
(Integration Software Development Kit). Updates to the Emptoris Contract
Management Web Services Guide are likely to be based on changes that have first
been made to the ISDK content.
For the contract search web service, if the timestamp is included with the date, the
web service returns incorrect information. Workaround: Use date only.
Known Limitations for Word 2007 and Word 2010
Some features in Word 2007 and Word 2010 have some limitations that you should
know before you use Word with Emptoris Contract Management.
Common limitations
Consider the following known limitations that are common for Word 2007 and
Word 2010.
v Changes to the Word fields in the header and footer that are mapped to terms
are discarded.
v The Acrobat add-in tab is not available for the Word Editor.
v Word stops responding if the Delete key is pressed continuously when the
cursor is placed just before a section break.
Word 2007 limitations
Consider the following known limitations of Word 2007.
v By using the Select Browse Object > Find feature, a document might get
corrupted. Do not use this feature.
v When you use the LivePreview feature in the Word Editor, a performance delay
of 5-8 seconds might be caused for the following Word features.
– Page Layout > Page Color
– Home > Styles Gallery
– Insert > Table
v The following options take a long time in the Word Editor.
– Applying Shading.
– Applying the Drop Cap option for clauses or contracts.
– Applying the Page Layout > Page Color option for clauses or contracts.
v The Emptoris tab is not in focus when a contract is opened in the Word Editor.
Click the Emptoris tab to bring it in focus.
Word 2010 limitations
Consider the following known limitations for Word 2010.
58
IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v If you have checked out a contract, and try to edit the clause title by placing the
cursor in between the clause range and title bookmarks, the words are jumbled.
To resolve this issue, while editing the clause title, press the Home button on the
keyboard instead of placing the cursor between the bookmarks.
v A Visual Basic for Applications (VBA) error occurs when you open a contract or
clause template in Word 2010 with a 64-bit operating system.
v When certain body and title styles of a clause are combined, the clause body
shifts to the right side. The issue is caused because of the style that is defined in
the format template. To resolve the issue, change the text indent property of the
style numbering from 0.5 inch to 0.0 inch.
Note: Correcting the formatting template does not resolve the issue for existing
contracts. For existing contracts, correct the indentation manually.
Known Limitations for Contract Editor Language
The functions in the Contract Editor > Language tab have limitations that you
should be aware of as you work on contracts.
Consider the following limitations for the contract language.
v Hyperlinks in the contract and clause language HTML preview open to the
Emptoris Contract Management URL instead of the correct web page.
v You cannot add encrypted documents and external password-protected
documents as attachments for received contracts.
v When a header and footer is not applied to a clause, the header and footer of
the previous section is applied.
v Even when track changes are not enabled, checking in a contract document for
the second time displays the clauses as modified when a contract document that
contains clauses in a numbered list. The problem occurs because clauses are
re-numbered when the ActiveDocument.Range.ListFormat.ConvertNumbersToText Word API is run. Emptoris
Contract Management does not have any control on it.
v Users can select the contract deletion date for configuring events. However,
users cannot track if the action was triggered successfully.
v The Approve button might not be visible sometimes when you add an alternate
clause. To resolve the issue, click Save. The Approve button is displayed.
v Themes cannot be configured in the clause templates. Themes are used from the
format template for creating authored contracts and amendments.
v There might be a difference in the page numbers that are displayed in the
header or footer between the preview version and the Word Editor version.
v if a contract that contains a blank clause is checked out and saved to a local
directory, the clause title is not editable in the checked-out document.
v The track changes function of Accept/Reject in the Contract Editor is not always
consistent with the default Word behavior.
v If a term is added at the end of a document, an extra space is added after the
last bookmark.
v The Text Highlight option does not work in the Contract Language Editor and
Clause Language Editor.
v When an admin user opens an authored or received contract or amendment, and
opens the Contract Language editor, then on clicking File > Properties, the table
of contents is replaced by an unnecessary Restrict Formatting and Editing
window.
Chapter 6. Known Limitations
59
v When an event notification is triggered through the process scheduler, users can
view the event details, such as event name and description. However, if the user
sends an adhoc notification by using the Contract Event Notification template,
the event details cannot be viewed.
v When a user changes the currency from Dollar to Euro in the Contract Editor
Header tab, an Invalid Number message is displayed on the Terms tab. To
resolve the issue, click Administration > Master files > Currencies, select the
problematic currency, and click Properties > Submit.
v When the clause title and body are defined in the same paragraph and different
styles are applied to them, the body style from the contract template is ignored.
The title style is applied to the entire clause. To resolve this issue, modify the
contract template by assigning the same style to the clause body and title.
Known Limitations for the Application
Emptoris Contract Management has certain known limitations that you must be
aware of as work in the application.
Consider the following known limitations.
v Switching between the Word Editor and a checked-out document 2-4 times in a
second results in error messages. While switching, the templates feature is
switched off and the Word APIs are triggered. However, the quick switching
results in API failure and errors occur.
v When a user tries to attach a file inside a folder by double-clicking the shortcut
icon of the folder, the shortcut gets attached.
v Any term that is pasted into the term editor does not take the formatting of the
original term. The copied text appears as normal text.
v Users are not informed if the version of the Word Authoring Tool is incorrect.
v Many input fields have auto-complete features. The sensitive data needs to be
protected from attackers. To protect the sensitive data, turn off the auto-complete
feature.
v No error message is displayed when user uploads lines with an invalid external
party address.
v For a contract that is presented through email, bookmarks are visible based on
the Word settings of the external user. The external user can hide the bookmarks
only when the contract is presented online.
v When a user returns to the Emptoris Contract Management application after
closing a contract or clause in the Word Editor, the Recent Documents list of the
Word 2007 displays the name of the contract or clause language documents, that
is, <contract-number>.docx or <clauseid>. docx. Clicking the link opens the
contract or the clause language document.
v Emptoris Contract Management does not support the Quick Access Toolbar. This
is specific to Word.
v On the Terms tab and in the Interview Wizard, except for currency values, the
trailing zeroes after the decimal point in numeric values are dropped.
v Users cannot search contracts by using a question mark (?) or an exclamation
mark (!) as a keyword to search.
v Users can delegate tasks of other users to arbitrary accounts.
v The check-in summary shows incorrect number of changed items when changes
are made offline. This issue occurs because Word tracks changes that are
associated with numbering even when changes are not tracked. As a result,
revisions are created. To resolve the issue, re-create the clause language.
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
v Users cannot upload empty attachments or attachments with no content.
Chapter 6. Known Limitations
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
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IBM Emptoris Contract Management: Tips and Troubleshooting Guide
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