Once a contract is created in CLM Advanced, it can be shared with a counterparty for negotiation. Exporting a contract from CLM Advanced to Microsoft Word is one of the easiest ways to negotiate by tracking changes using Microsoft Word's powerful editing capabilities. To ensure that changes are incorporated back into the CLM Advanced contract after a negotiation - so updated values are used to trigger approval workflows, create amendments, and ensure accurate search/reporting - a new Microsoft Word "Add-in" is now available for customers using Microsoft 365. The Add-in works with both desktop and online versions of Microsoft Word.
The Add-in enables CLM Advanced to detect changes to key contract data that have been made in the Word document, and automatically apply updated values to the contract record. When the modified document is checked in following a round of negotiation, updated values are immediately applied and reflected in search and reporting, as well as workflows that trigger based on those values. Without the Add-In, it is still necessary to go back to the CLM Advanced interview and manually update all changed values after checking in a modified Word document.
Using the Add-in
After creating a contract via the CLM Advanced interview process, 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, etc. in the right panel of your Word doc. CLM Advanced UCM fields, as well as any custom fields, are detected by the Add-in. Any fields that are not contained within the document e.g. internal department must still be changed using the interview.
If you did not check-out document, or the document is not a valid CLM Advanced contract, the Add-in will not detect changes.
Click 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. If this type of validation is found, click 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. If a "multiple values found" error displays, click the three dots to the right of the correct value in the Add-In and select Replace All to apply the correct value to all instances of the same field.
Once actions are taken on all validation errors, click the Refresh icon to view the updated Add-in panel.
You may also want to select Remove Field on the Add-in panel in cases where the value of a field has been cleared out (blank). This ensures that a field with no value is not 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 for it to be changed.
To correct an invalid value:
- Select the text that has failed validation in the right panel (January 9th, 2021)
- Correct the text within the document. In this case, the date formatting has not been strictly adhered to and must be changed to remove 'th'.
- Select the Refresh icon in the right panel.
The validation check will be repeated.
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. The new values will be used in searches and reporting, as well as to trigger workflows, where applicable.
Select the contract number of the Click here link in the Add-in to return to the contract in CLM Advanced.
Force Check-in is an option within CLM Advanced in two cases:
- Where 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, Force Check-in can be selected from within the CLM Advanced interface. Force Check-in is available for members of the CheckIn CheckOut Users group.
- Where an administrator needs to check in a document on behalf of another user.
To log out of the Coupa Add-in, select the Setting icon
Select 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.
This enhancement is included with CLM Advanced R29. It is on by default, however access to the Add-in must be assigned by your company's Microsoft 365 admin.