Once you create a contract in CLM Advanced, you can share it with a counterparty for negotiation. Exporting a contract from CLM Advanced to Microsoft Word lets you use Word's editing capabilities to track changes made during negotiation. Coupa Contracts for Word, a Microsoft Word add-in available for both desktop and online versions of Word, lets you incorporate changes made during negotiation back into the CLM Advanced contract after negotiation. The updated values then trigger relevant approval workflows, create amendments, and ensure accurate search and reporting.
You can also use the Word add-in with the Clause Library. See Access the Clause Library from the Coupa Add-In for more information.
Get the add-in
The Coupa Contracts for Word add-in is available through the Microsoft Store. To use the Coupa Contracts for Word add-in, you must be using Microsoft 365 and your company's Microsoft 365 admin must assign access to the add-in.
Rarely, an admin user will need to use the add-in in their sandbox environment rather than the standard production instance. In such cases, you need to sideload the add-in using Microsoft's instructions for sideloading manifest files.
Use the add-in
After creating a contract, select Check Out to save the document locally, and send it to your counterparty for negotiation.
When the counterparty sends back the changed Word document, open it and select the Coupa Contracts Word add-in (from the Home menu of the Word toolbar). Sign in using the same credentials you use for CLM Advanced.
The add-In identifies changes to key fields such as start dates, addresses, counterparty name, and so on in the right panel of your Word doc. The add-in detects UCM fields as well as any custom fields. You will need to manually change any fields that aren't contained within the document.
If you didn't check-out the document, or if the document isn't a valid CLM Advanced contract, the add-in won't detect changes.
Select Check in on the add-in panel. The add-in validates changes and displays errors for invalid data. There are two types of validations:
- Data: Validates that the correct data type was entered in the field; e.g., "90" instead of "ninety" in a numeric field. To correct these type of errors, select the field to navigate to the location in the document where the change was made, and enter the value in the correct format.
- Multiple values: Validates that for any field that exists in multiple places within the document, the same value is entered in each field. To correct these types of errors, select the three dots to the right of the correct value in the add-in and then select Replace All to apply the correct value to all instances of the same field.
Once you have taken actions on all validation errors, select Refresh to view the updated add-in panel.
You may also want to select Remove Field on the add-in panel where the value of a field has been cleared out (that is, it is blank). This ensures that a field with no value isn't creating extraneous spaces and potentially breaking the formatting of the document.
In the contract below, the Effective Date has been changed but incorrectly formatted. The add-in detects the invalid date and prompts you to change it.
To correct an invalid value:
- Select the text that has failed validation in the right panel (in this example, "January 9th, 2021").
- Correct the text within the document. (In this case, you need to remove the "th" to adhere to the date formatting.)
- Select Refresh in the right panel.
The add-in will repeat the validation check.
Use the Version Notes section of the add-in to insert comments that will be stored with this version of the document. Select Finish in the add-in to check the document back in to CLM Advanced.
All of the updated values are updated in the contract record. CLM Advanced uses the new values in searches and reporting, as well as to trigger workflows.
Select the contract number of the Click here link in the add-in to return to the contract in CLM Advanced.
There are two circumstances when Force Check-in is an option within CLM Advanced:
- When the add-in doesn't detect any changes and therefore won't provide the Check In option (for example, if the counterparty copied the document into Google Docs first, breaking the field references and preventing the add-in from identifying changes). In that case, you can select Force Check-in from within the CLM Advanced interface. Force Check-in is available for members of the CheckIn CheckOut Users group.
- When an administrator needs to check in a document on behalf of another user.
To log out of the Coupa Contracts add-in, select the Settings icon and then Sign Out.
Roles and permissions
CLM Advanced users with collaborator or contributor permissions on a contract will be able to check it in and use the add-in.
Membership of the CheckIn CheckOut users group is required to be able to force check in.