M-Files Contract Management Guide to Common Views

Transcription

1 M-Files Contract Management Guide to Common Views The common views in M-Files CM make tracking and managing contracts easier than ever. What are views? Views are dynamic folders that allow for quick and easy access of important documents. M-Files CM comes with pre-configured Common Views for accessing your content. Each view has built-in permissions as outlined in each section below. In any view, the current logged-in user will only see the documents and content they have permissions to access. Contracts and documents may be available in different views at different times of their lifecycle or based on their changing permissions. However, since views are dynamic filters, a document can appear in many views at one time. However, there is always only one current copy of any document. For more information on views, refer to the section on Finding Contracts Using Views in the How-To Guide. To create your own views, refer to the Working with Views section in the Configuration Guide. 1

2 Guide Content Contract Library - Active.. 3 Contract Library - All Contracts Contract Work Area.. 3 Milestones & Obligations. 3 Document Library Organization Administration. 4 Reporting Dashboards.. 5 Template Library

3 Contract Library - Active This view displays all contracts that are currently active. Users will only see the active contracts for which they have read permissions. Default Permissions: Contract Readers Sub Views: Active contracts can be accessed in views grouped by the following contract metadata properties: All Active Contracts Contract Category Contract Owner Contract Type Department Organization Related Entity Contract Library - All Contracts The All Contracts view displays all contract documents regardless of their status. This is for users that need to see pending and inactive contracts as well as active contracts. Default Permissions: Contract Approvers, Contract Authors, Contract Reviewers, Contract Managers Sub Views: All contracts can be accessed in views grouped by the following contract metadata properties: All Contracts Contract Category Contract owner Contract Type Department Organization Related Entity Template The All Contracts view also makes use of M-Files View Extensions so by highlighting a contract, you can quickly see any associated milestones, obligations, issues or documents such as attachments or amendments. My Contract Work Area The contract work area is a view that allows you to see all items related to a contract in one easy-to-access area. You will only see contracts that you currently own (your user ID set as the contract owner) in this view. You can drill down into your contract and see all data associated to that contract, grouped by object type. Milestones & Obligations This view displays milestone and obligation objects. Default Permissions: Contract Approvers, Contract Authors, Contract Reviewers, Contract Managers Sub Views: Milestones and Obligations are further grouped into the following views: All Milestones All Obligations By Due Date (Month) By Organization By Organization and Contract 3

4 Document Library The document library is a view to all non-contract documents related to an organization, entity, or contract. This is where you can access documents added as a general document, correspondence, private document, or other document. Default Permissions: All Internal Users Sub Views: All contracts can be accessed in views grouped by the following contract metadata properties: Document Category and Document Type Document Date (By Month) Organization Organization and Document Type Created by Me - This view shows all documents where the system has the Created By property as the current logged in user. Owned by Me - This view shows all documents where the Document Owner property is set to the current logged in user. Waiting to be Classified This view is further grouped into: o In Validation Queue - All documents that have been through the Capture Processing workflow and are waiting to be classified o Unclassified Documents - Any document that was saved as Unclassified. These documents are also waiting to be reviewed and classified. Organization Administration This view allows you to access and manage all contextual content related to your contracts such as organizations, projects and contract types. Default Permissions: All Internal Users Sub Views: Manage Assets Manage Contract Types Manage Departments Manage Document Types Manage Employees Manage External Contacts Manage Organizations Manage Products Manage Projects Manage Properties Manage Services 4

5 Reporting Dashboards Reporting Dashboards are dynamic views into important and timely information such as expiring contracts. Due to the dynamic nature of these views, the information presented is always updated in real time. Contracts Expiring in 60 Days - Shows active contracts for which the expiration date is less than 60 days away. Contracts Expiring in 120 Days - Shows active contracts for which the expiration date is less than 120 days away. Contracts in Progress - A snapshot of all contracts that are pending review or signature(s) along with their status. Milestones Due in 60 Days - All milestones with a due date that is less than 60 days away. My Contracts - A snapshot of all contracts for which the current logged-in user is the Contract Owner. Non-Standard Contracts - A list of all contracts that have been tagged as non-standard. Typically, this means the language in a pre-approved template was changed for a specific reason. Open Issues - A list of all Issues that are currently open and pending resolution. Recently Inactive Contracts - A list of all contracts that have gone inactive in the last 60 days due to either expiration or being marked as inactive. Template Library This view is where users can access templates for the creation of new contracts. Default Permissions: Template Managers, Contract Authors, Contract Managers Sub Views: Active Templates are grouped by the following All Active Templates By Category By Department By Contract Type In addition to the Active Template views, there are two views that are only accessible to users in the Template Managers group. Draft Templates A list of all templates in their draft state regardless of status. Templates can be completed for review or an existing template can be revised using the draft templates in this view. These draft versions of a template are not the same documents that users will see in the Active Template view. This is done so that users can continue to use version 1 of a template while version 2 is being revised or reviewed. Inactive Templates Lists all templates that have been marked as inactive or previous versions of currently active templates. 5

6 Check Out Our Other References Guides for M-Files CM Contract Metadata Guide Metadata is key to getting the most out of M-Files. This guide breaks down the properties in the metadata card and shows you how you can use them to their fullest potential. Permissions Guide Part of what makes M-Files CM unique is how it keeps documents secure. So please note that if you're having trouble opening, changing, or doing anything with a document, then it is possible that the permission settings do not allow you to do so. This guide walks you through the built-in permissions and how you can use them to secure your content. Versioning Guide M-Files maintains a full audit-trail of your documents. This guide shows you the various way M-Files tracks versions of your contracts and documents, and the different ways you can interact with document versions. 6