Contract Document Templates - managing versions and volume

[Former Member]

We are in a process of implementing SAP CLM on both procurement and sell side as our contract system.

We are facing problems when it comes to overview and guidance of choosing right contract document template. We will at the end of the day end up with houndreds of contract document templates due to different needs of different divisions, local language versions etc.

When choosing the contract document template - only a search functionality is available. But we need to guide people to only a select few relevant contracts. For instance:

A kea account manager needs to ship a sales agreement to a customer. We will want him to choose relevant division, relevant country, relevant language - which will give maybe 3-5 possibilities that have been developed. Eg. for China there will be a local template in Chinese/UK language for that division. If none are available - the seller must use the generic versions available to all (eg. generic version in English).

How is this best done in SAP CLM?. Having sellers to scroll down a looong list to a relevant contract template is a recipy for failures to be made.

I welcome any response on this topic - Thx.

Casper

[vikram_shanmugasundaram · Accepted solution]

Hi Casper,

One way to approach this would be to add additional filters on the picker page. Based on your explanation of the requirement, it seems like Division, Country, Language, etc could be the filters on the template selection picker page. The end user can use the filters to narrow down the results.

To add the filters, you would have to create a new query definition and add it to the query group.

Hope this helps.

Regards,

Vikram

[Former Member · Accepted solution]

Hi Vikram

Thank you for input and solution.

We will need to both have the filters / tags at the contract document templates and in the search functionality as you describe as a solution. How to change the fields available for the contract document templates when they are created? Eg. how to add Sell-side/Buy-side/ Division, Country, Language filters.

Thank you in advance.

Casper