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Coupa Success Portal

Contract Capture

Overview

There are two ways a contract can be added to the system:

  • Initial Contract Drafting
  • Initial Contract Capture

Basically, will CLMA be generating a contract document or will it capture the information about an existing document that will be uploaded to the record?   

In this article, we will cover Contract Capture. For details on Contract Drafting, please refer to Contract Creation.

Contract Capture will be used when:

  • The initial contract is on 3rd party paper (i.e. drafted by the counterparty)
  • The initial contract document is drafted by ‘us’ but does not have a specific Smart Template. As such it is drafted outside of CLMA and a genetic capture Smart Template is used to capture the data associated with the contract.

Design Options

In CLMA, a user is presented with a list of Contract Templates (they are permitted to run), when accessing a site. Depending on how the templates are configured (see Template Configuration), the user will either have the option to ‘Create Data Capture’ contract or to ‘Capture from an Existing’ contract. (The latter allows the user to specify an existing contract whose data points will be used in the Contract Template being run).

Unlike the Contract Drafting process, contracts to be captured can be either a draft contract or a signed contract. The mechanics of loading the contract via the Interview process is exactly the same, but for a signed contract you need to design the solution such that it is possible to bypass the subsequent steps (e.g. negotiation, approval, final capture, etc.).
In addition, there is a Site Dashlet called ‘Upload Signed Contract’, that can be used to upload a signed contract. This effectively reverses the process of; Run Data Capture Interview > drag and drop signed contract into Contract record, to Upload signed contract > Run Data Capture Interview. In addition, it will automatically apply the Document Classifier of ‘Signed’ to the document.
This is purely a usability feature, so use whichever process if more intuitive to the end users.

There is no single ‘best practice’ for how to configure templates to support the Capture process. Each contract needs to be considered and determined what configuration will work best. That said, for the upload of signed contracts, keep to one approach to avoid confusion for end-users.

Considerations

To enable reporting across a portfolio of contracts, the data across that portfolio needs to be the same. Where possible, use the same set of data points / Capture template for different contract types. Also see Data for Reports. The Capture Template is the main method to ensure a consistent set of data across contracts.

Will the client make use of Document Classifiers? (This is only useful if a lot of documents are added to a contract transaction record, whereby it is not easy to find the document you want without filtering by classifier). If this is not relevant, then there is no real advantage of using the ‘Upload Signed Contract’ dashlet instead of performing the “usual” process of launching a Data Capture interview.

Things to avoid

Creating different capture templates for each contract. Having a consistent set of data points to capture makes adopting the solution much easier than if there is a different experience each time.

Attempting to capture a vast amount of data. Although it is possible that many data points can be defaulted when Drafting a contract (as the content of the contract is known), when it comes to uploading 3rd party paper, each data point will need to be entered manually. If this process becomes too onerous, there may be adoption issues.

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