User Guide for SAP Enterprise Contract Assembly

PUBLICDocument Version: SHIP – 2022-09-07

User Guide for SAP Enterprise Contract Assembly

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Content

1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52.1 Launching Apps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82.2 Accessing SAP Companion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

3 Working with Manage Legal Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103.1 Creating a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113.2 Inserting a Text Block into a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133.3 Creating a New Version of a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143.4 Changing Status of a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Understanding Statuses and Actions for a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163.5 Approving and Releasing a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163.6 Restoring an Older Version or Revision of a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173.7 Archiving a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193.8 Changing Properties of a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203.9 Creating Notes for a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213.10 Exporting a Template to an Offline Word Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223.11 Removing a Text Block or Section from a Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223.12 Applying Template Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233.13 Applying Text Block Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243.14 Understanding Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Creating a Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Applying a Layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Customizing a Layout Using a CSS File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

3.15 Text Blocks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32Creating a Clause. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Creating a Signature Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Editing a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Using Text Elements in a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40(In-line Mode) Creating a New Version of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47(Standalone Mode) Creating a New Version of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . 48(In-line Mode) Creating a Variant of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49(Standalone Mode) Creating a Variant of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Switching Between Variants of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51(In-line Mode) Changing Status of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51(Standalone Mode) Changing Status of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

2 PUBLICUser Guide for SAP Enterprise Contract Assembly

Content

(In-line Mode) Approving and Releasing a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

(Standalone Mode) Approving and Releasing a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Restoring an Older Version or Revision of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

(In-line Mode) Archiving a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

(Standalone Mode) Archiving a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Changing Properties of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Creating Notes for a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Understanding Conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

(In-line Mode) Assigning Alternatives for a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

(In-line Mode) Editing Alternatives for a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Viewing Alternatives for a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Managing Text Block Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Deleting a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

4 Working with Manage Text Blocks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

4.1 Creating a Clause. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

4.2 Creating a Signature Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

4.3 Editing a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

4.4 Using Text Elements in a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

4.5 Changing Properties of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

4.6 Creating a New Version of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

4.7 Creating a Variant of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

4.8 Changing Status of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

4.9 Approving and Releasing a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

4.10 Restoring an Older Version or Revision of a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

4.11 Archiving a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

4.12 Deleting a Text Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

5 Working with Virtual Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

5.1 Editing Input Fields in a Virtual Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

5.2 Refreshing a Virtual Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

5.3 Using Alternatives in a Virtual Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95

5.4 Using Cross-references in a Virtual Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

5.5 Understanding Text Block Groups, Text Block Rules and Move Text Block. . . . . . . . . . . . . . . . . . . . . 97

5.6 Understanding Statuses and Actions for a Virtual Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

User Guide for SAP Enterprise Contract AssemblyContent PUBLIC 3

1 Introduction

SAP Enterprise Contract Assembly is a cloud solution that enables you to create and manage templates and text blocks that can be used for producing virtual documents used in various transactions. You can also edit specific fields in the virtual documents.

SAP Enterprise Contract Assembly provides features that enable you to do the following:

• Create templates based on a set of properties such as content type, governing law, and so on. Manage the complete life cycle of the templates by performing various actions such as Approve, Reopen, Restore, and so on.

• Create different types of text blocks. Insert these text blocks into the templates, as required. Manage the complete life cycle of the text blocks by performing various actions such as Approve, Reopen, Restore, and so on.

• Structure the content in the text blocks using different formatting options. Use text elements such as input fields and variables in the text blocks.

• Create variants of existing text blocks.• Create and manage conditions for text blocks within a template.• Assign and manage alternatives for text blocks within a template.• Apply rules for templates and text blocks within templates.• Organize the text blocks within a template into groups.• Integrate with SAP S/4HANA for enterprise contract management, and enable SAP S/4HANA for

enterprise contract management to generate and view virtual documents based on the templates available in Enterprise Contract Assembly. Also, edit specific fields in the virtual documents.

• Work with conditions and alternatives in virtual documents.• Export templates and virtual documents to Microsoft Word, and use them offline.

This user guide gives you detailed information about using the apps in the SAP Enterprise Contract Assembly solution.


Introduction

2 Getting Started

Before you start using SAP Enterprise Contract Assembly, ensure the prerequisite is met and you are familiar with the commonly-used terminology.

Prerequisites

You have an SAP Enterprise Contract Assembly user account in either trial or productive version.

For more information, see the Administration Guide for SAP Enterprise Contract Assembly.

Terminology

Term Definition

alternative text block A released version of a text block that is assigned as a possible replacement for a text block used in the template. Within the virtual document, the user can choose to replace an existing text block with one of of its alternatives.

area Used for authorizations between SAP S/4HANA for enterprise contract management and Enterprise Contract Assembly.

category Categories classify text blocks and legal templates in Enterprise Contract Assembly. The categories are created and maintained in SAP S/4HANA for enterprise contract management. Refer to the documentation of Categories in SAP S/4HANA for enterprise contract management for more details.

class Defines the use of the text block within a template.

Examples: clause, signature block, footer, header, and so on

clause A class of text block that clarifies, defines, or explains the subject matter of a template or virtual document.

Clauses are the basic content of an assembled virtual document. Clauses enable legal counsels to organize virtual document content in blocks of text that can be moved and exchanged.

User Guide for SAP Enterprise Contract AssemblyGetting Started PUBLIC 5

https://help.sap.com/viewer/4c795dac855d49139956de1511572545/SHIP/en-US

https://help.sap.com/viewer/ff01156df84f470cb46483b8a0ba0b79/latest/en-US/9281bcb9d8554aeb8fb11c396d7dd1ef.html

Term Definition

clause type Describes the subject matter of the clause.

Examples: preamble, termination, customer support, liability, and so on

condition Contains one or more expressions and resulting actions defined for a text block present in a template. When a virtual document is generated based on the template, if a condition is met, the action defined for that condition is executed on the text block.

content type Specifies the purpose of a document that is assigned to a legal transaction.

Examples: General Terms and Conditions, Amendment, and so on

document A document is included as part of legal transactions in SAP S/4HANA for enterprise contract management.

Document creation is triggered in SAP S/4HANA for enterprise contract management by choosing templates that are available in Enterprise Contract Assembly. The document is then assembled and displayed in Enterprise Contract Assembly.

governing law The system of law according to which a contract is to be construed or interpreted.

input field Represents fields for which values will be entered by the user in the virtual document, after the document is generated.

CautionInput fields are open for entering any kind of data. In order to support data protection and privacy, please do not enter any personal identifiable data, such as personal email id, phone numbers, and so on.

legal content All content that is created by or exchanged between legal departments of the parties involved in a legal transaction.

Examples: contracts, policies, non-disclosure agreements, and so on

obligation Requirement or legal bond which must be fulfilled by one or more parties.

owner Person responsible for a template or text block.

revision Every save to a version of a template or text block creates a new revision.


Getting Started

Term Definition

rule Indicates how text blocks should behave in the document and what actions you can perform on the text blocks. Rules are applied in the template and followed in the virtual document.

signature block A class of text block that contains the details of signing party/parties who will verify and sign the document.

signature header Indicates the nature of consent given by the signing party within the context of the template or document.

Examples: accepted by, agreed by, and so on.

signer Person who is authorized to sign the document on behalf of the signing party.

signing party The legal entity or party who is involved in the legal transaction.

Examples: a company, a department within the company, an individual like the legal counsel, and so on.

template A template for legal content consists of references to text blocks and its structure is determined by the legal requirement and business context.

text block Passage of text in a template or a document with a specific meaning. Currently, two classes of text blocks are supported, namely, clauses and signature blocks.

Templates consist of combinations of text blocks and their variants.

text block variant A variant of a text block is created to reuse it in different business scenarios.

You can maintain the variants of a text block as a set of related text blocks.

For example, you can have variants of a clause or signature block for region-specific requirements. The source clause or signature block can contain text common to all the regions. Each variant can contain the common text along with changes specific to a region.

text element A placeholder that is defined within the content of a text block. It will be populated when the virtual document is generated.

Examples: input fields, variables

variable Represents fields for which values will be automatically populated based on the values maintained in the SAP S/4HANA for enterprise contract management system. The values will be populated when the virtual document is generated.


Term Definition

version Allows for maintaining a history of the changes made to templates and text blocks. Only one draft version can exist at any given time.

Statuses

Status Definition

sent for approval This status indicates the template or text block is sent to the approver for checking and approving it.

approved This status indicates the approver has checked the template or text block and approved it. It does not contain any errors.

released This status indicates the template or text block is approved and its validity period has started.

expired This status indicates the validity period of the template or text block is over, or the Valid To date has been crossed.

replaced This status indicates a new draft version or revision of the template or text block is available.

archived This status indicates the template or text block version has been deprecated and is no longer active.

pending This document status indicates that some input fields or variables in the virtual document are empty.

error This document status indicates that some variables in the virtual document are empty.

completed This document status indicates that all the input fields contain values and all the variables are updated correctly.

2.1 Launching Apps

To launch an app, log in to the SAP Fiori Launchpad, and choose the required tile.

The following apps are available for Enterprise Contract Assembly:

• Manage Legal Templates - Enables you to create and maintain templates and text blocks, edit them as required, and manage their complete lifecycle.

• Manage Text Blocks - Enables you to create and maintain text blocks, edit them as required, and manage their complete lifecycle.


Getting Started

2.2 Accessing SAP Companion

SAP Companion on the UI provides quick reference information to help you complete your tasks.

Procedure

1. Launch the app from the SAP Fiori Launchpad.

2. Click on the top right corner of the title bar.

SAP Companion is now enabled and available for you to use.


3 Working with Manage Legal Templates

The Manage Legal Templates app enables you to create and manage templates and text blocks.

Clicking the Manage Legal Templates app opens the template list view. This view displays the templates that are already existing in the system and are in various stages of their life cycle, denoted through corresponding statuses. In this page, you can search, filter, and create templates. You can search or filter templates using template name, content type, categories, governing law, language, validity dates, and owner of the template.

Choose a template to open the object page of that template. Following are the components of the template page:

• Template Header: This section of the template contains details such as Name, ID, version, and revision. It also displays the Lock icon and Auto Save details. Depending on the status and mode of a template, the header also displays buttons for various actions such as, Edit, Send for Approval, Show Library, and so on.

• Template: A template for legal content consists of references to text blocks and its structure is determined by the respective legal requirement and business context.

• Text Block: A text block is a passage of text in a template or a document with a specific meaning. Templates consist of combinations of text blocks and their variants and/or versions.

• Text Block Library: Lists all the text blocks that are available in the system. Text blocks that are in different statuses are available in this library. You can search for a text block and insert it from the library into a template. You can also view a text block in its standalone mode.

• Text Elements Library: Lists all the text elements that are available in the system. You can search and insert a text element from the library into a text block.

• Properties: This tab displays all the properties of a template. You can also select any text block contained in that template and view its properties. In the edit mode of a template, you can edit the properties of a selected template or a text block existing in that template.Additionally, the text block properties pane displays the Used in, Variants, Condition, and Alternatives sections.The Used in section displays the number of templates in which this text block is used.The Variants section displays the number of variants that exist for the text block, and the source text block, if it is different from this text block. Clicking on the number displays the available variants.The Condition section displays whether a condition is configured for the text block. You can navigate from here to the Conditions page.The Alternatives section displays the number of alternatives assigned to a text block. Clicking on the number displays the assigned alternatives.

• Messages: This tab displays success, warnings, information, and error messages that are generated by the system, while you work with a template or the contained text blocks.Clicking on any text block error message in this tab will move the focus to the corresponding text block in the template.

• Notes: This tab displays all the notes maintained while working with a template. It also displays notes maintained for text blocks included in the template.

• Template Structure: This tab displays the structure of the selected template. The template structure displays all the sections, sub-sections, and text blocks of a template. Click on a text block to navigate to it without scrolling through the template. Additionally, the structure pane contains the options for template rules and text blocks rules. Use these options to apply rules to templates and text blocks.


Working with Manage Legal Templates

It also includes the Text Block Groups tab which enables you to create and manage groups.• Side Tool Bar: The options in this tool bar are specific to a text block. You can use these options to do the

following:• Create a new draft version• Perform various actions such as Archive, Send for Approval, and so on• Create a new variant• Create and manage a condition• Assign and manage alternatives• Set status of text block• Remove a text block• Change the settings of a text block• Show variants• Show notes• Show properties

• Editing Tool Bar: The options in this tool bar enable you format the content in the text blocks and insert text elements.

3.1 Creating a Template

A template for legal content contains multiple text blocks. Its structure is determined by the respective legal requirement and business context.

Prerequisites

You can view the templates and the text blocks, and work on them. If you cannot view the template or text blocks, or perform any actions on them, it means you do not have the required authorizations. Contact the administrator to get the authorizations.

Procedure

1. Sign in to the SAP Fiori Launchpad and launch the Manage Legal Templates app.

You can see the list of templates available in the system.

2. Choose (Create Template).3. Enter a name for the template and select the required values for the following properties:

User Guide for SAP Enterprise Contract AssemblyWorking with Manage Legal Templates PUBLIC 11

Property Description

Name Name of the template.

Content Type Describes the purpose of the template.

Categories Classifies the template. You can choose different categories as required. You can search for categories in the Select Categories pop-up. Categories marked as Selectable in SAP S/4HANA for enterprise contract management can only be selected here.

NoteFor multiselectable categories more than one node belonging to the root category can be assigned and selected. While for the categories that are not multiselectable, only one node can be selected and assigned.

Governing Law Indicates the system of law according to which a contract is to be construed or interpreted.

Language Indicates the language in which the template will be created.

You can create a template in various languages. The drop-down lists all the supported languages.

Description Free-text field where you can provide generic information about the template.

This field is optional. It is editable in display mode also.

Valid From Indicates the date when an approved template can be released for using in documents.

Valid To Indicates the date when the validity period of the template expires.

Owner Indicates the user who is responsible for the content in the template.

While creating a template, the creator's name is displayed by default. If the owner is a different user, you can change the name here.

NoteThe Valid From and Valid To properties are pre-populated. You can change the dates as required.

4. Choose Create.

A new template is created and displayed.



3.2 Inserting a Text Block into a Template

Insert a text block that is present in the Text Block Library into the template.

Prerequisites

• The template is in draft status.If it is a released template, create a new draft version and edit it.

• You have created one or more text blocks.See Creating a Clause [page 32] and Creating a Signature Block [page 34].

• You can view the templates and the text blocks, and work on them. If you cannot view the template or text blocks, or perform any actions on them, it means you do not have the required authorizations. Contact the administrator to get the authorizations.

Procedure


You can see the list of templates available in the system.2. Select the template you want to modify and open it.3. Choose Edit to modify the template.

The template is locked and cannot be edited by another user.4. Open the Text Block Library using one of the following methods:

• 1. Click (Add) either from the Actions bar or the end of the template.2. Choose Insert Existing Text Block from Library from the drop-down.

The Text Block Library pane appears on the right side of your screen. The text blocks are filtered based on the template properties and displayed. You can clear the filter criteria to view all the text blocks available in the library.

• Choose Show Library from the template header.The Text Block Library pane appears on the right side of your screen.

5. Search and locate the required text block from the available list. Select the check box next to the text block title.

A preview of the text block appears in the template at the cursor position.6. Choose Insert.

The text block is inserted into the template at the cursor position.7. Save your changes.

To save your changes to the current version of the template, choose Save. Or, to save the changes in a new version of the template, choose Save As New Version.


NoteIf you close the template without saving your changes and open it again, you can choose Recover Changes to recover the unsaved version or Cancel Changes to discard the changes.

3.3 Creating a New Version of a Template

Learn how to create a new version of a template.

Prerequisites

The template is in draft status.

If it is a released template, create a new draft version and edit it.


Procedure


You can see the list of templates available in the system.2. Select a template you want to modify and open it.3. Choose Edit to modify the template.

The template is locked and cannot be edited by another user.4. Make the necessary modifications such as adding or editing text blocks, adding or editing sections, and so

on.5. Choose Save as New Version in the template header.

The existing version is set to Replaced status and changes are saved as a new version. The new version will be in Draft status and is available in the Manage Legal Templates list page. The older versions can be accessed by clicking Version History.



3.4 Changing Status of a Template

Learn how you can change the status of a template.

Prerequisites


Procedure


You can see the list of templates available in the system.2. Select a template you want to modify and open it.

NoteDepending on the status of the template, only the valid actions corresponding to that status are displayed.

3. Choose the required action in the template header.

After the action is executed successfully, the template status is changed.


3.4.1 Understanding Statuses and Actions for a Template

Learn about the various statuses applicable for templates and how each status of a template corresponds to different actions for a user.

3.5 Approving and Releasing a Template

You must approve a template and release it, before it can be used to create documents.

Prerequisites

The template is in draft status.


Context

When you want to approve and release a template, several conditions are validated.

Following are examples of some conditions that are checked:

• At least one text block is included in the template



• Valid values for all properties• Validity period of the template• Released status of text blocks included in the template

If there are no errors, the template is approved. If the validity period has started, it is released immediatly. Otherwise, it is released on the Valid From date.

Procedure


You can see the list of templates available in the system.2. Select a template you want to modify and open it.3. Choose Approve + Release to release the template.

3.6 Restoring an Older Version or Revision of a Template

You can restore an older version or revision of a template. Depending on the status of the template, the steps required to restore a version or revision will vary.

Prerequisites


Procedure


You can see the list of templates available in the system.2. Open a template you want to restore.3. Depending on the status of the template, follow the corresponding steps to restore it.

Template Status How to Restore?

Replaced Choose Restore this Version in the template header.


Template Status How to Restore?

Draft, Sent for Approval, Approved, Released, Revision Needed

1. Choose Version History in the template header.All versions and revisions of the template are displayed.

2. Select the required version or revision.You can see a preview of the selected version or revision in the left pane.

3. Choose Restore.

Archived 1. Choose Reopen in the template header.A new version of the template is created in Draft status.


3. Select the required version or revision that is not in Archived status.You can see a preview of the selected version or revision in the left pane.

4. Choose Restore.

Expired 1. Choose Extend Validity in the template header.2. Set new validity dates for the template, and choose

Save.The template returns to Released status.



5. Choose Restore.

The restored version or revision now appears as the latest draft with a new version number. If you replaced a released version of the text block, it will continue to be in Released status until the newly created draft version is released. For other statuses, the replaced version is moved to Replaced status.



3.7 Archiving a Template

Learn how you can archive a template.

Prerequisites


Context

When you archive a template, it is deprecated, but it is still available for further use.

You can reopen an archived template if you want to use it again.

Procedure


You can see the list of templates available in the system.2. Open a template you want to archive. Choose Archive from the template header.

The template is moved to Archived status.

NoteTo use the archived template again, open the template and choose Reopen from the template header.

A new version of the template is created in Draft status.


3.8 Changing Properties of a Template

Learn how you can modify the properties of a template.

Prerequisites

The template is in Draft status.


Procedure



The template is locked and cannot be edited by another user.

4. Choose (Properties) on the left side of the screen to open the Properties tab.5. Change the values as required.

NoteAll the properties can be edited only in the first draft version of the template. After the first version is approved and released, the Content Type cannot modified for subsequent draft versions.

6. Save your changes.





3.9 Creating Notes for a Template

You can create notes for a template. You can also edit or delete these notes.

Prerequisites


Procedure



NoteYou can add notes to a template in any status.

3. Choose (Notes) on the left side of the screen to open the Notes tab.

• You can add a new note.• You can edit an existing note.

4. To add a new note, choose (Add).

The Add Note pop up opens.5. Enter the required information in the text field and choose Add.

The new note is created and displayed. You can now Edit or Remove this note.


3.10 Exporting a Template to an Offline Word Document

You can download a template to your local system in the form of a word document.

Prerequisites


Procedure


You can see the list of templates available in the system.2. Open the template that you want to export to a word document.3. Choose Export to Word in the template header.

The template is downloaded and available as a word document.4. Click the downloaded document to open it and start modifying the content offline.

NoteChanges made to the downloaded document are only available offline and cannot be exported back to the system.

3.11 Removing a Text Block or Section from a Template

Learn how you can remove a text block or section from a template.

Prerequisites





Procedure




4. Choose the text block or section you want to remove and click .

Remember

• If you remove a text block from a template, it is still available in the Text Block Library for further use in the same template or a different one.

• If you remove a section from a template, it is not available for further use.

5. Confirm removal of the text block or section.6. Save your changes.



3.12 Applying Template Rules

You can apply rules to all the text blocks in a template from the app Manage Legal Templates. The rules applied to the template are followed in the virtual documents.

Prerequisites



Procedure


You can see the list of templates available in the system.2. Select a template to which you want to apply rules and open it.3. Choose Edit to modify the template.4. Choose Template Structure and click on Template Rules.5. Choose Can insert existing text blocks from library to allow users to add text blocks from the library in the

virtual documents. Text blocks can be added at the end of the virtual document.6. Choose Apply.7. Save your changes.

3.13 Applying Text Block Rules

You can apply rules to the individual text blocks within a template from the Manage Legal Templates app. The rules applied to the text blocks are followed in the virtual documents.

Prerequisites


Procedure


You can see the list of templates available in the system.2. Select a template to which you want to apply rules and open it.3. Choose Edit to modify the template.

The template is locked and cannot be edited by another user.4. Choose Template Structure.5. Select the text blocks where you want to apply rules.6. Choose Text Block Rules.7. In the pop-up, choose the required rules.



RememberWhen you apply any rule to a text block, the rule is automatically applied to its alternatives also.

Text Block Rule Icon What Does the Rule Mean?

Can remove text block Indicates the text block is optional.

It means you can remove the text block from the virtual document. Text blocks for which this rule is not applied cannot be removed from the document.

Cannot change text block position Indicates that the location of the text block in the virtual document is fixed.

It means you cannot move the text block to a different position in the document structure.

8. Choose Apply.9. Save your changes.

In the Template Structure tab, the (Rules Applied) icon is displayed next to text blocks for which rules have been defined. Clicking the icon displays the rules that have been applied to that text block.

When you try to apply new rules to a text block that already has rules applied to it, then system asks for a confirmation about clearing the existing rules. If you confirm, then the existing rules are discarded, and new rules are applied to the text block.

3.14 Understanding Layouts

You can create custom layouts comprising of a default layout section and various styles, and apply these layouts to your templates and virtual documents.

The applied layout defines the appearance of the template. When a virtual document is generated based on the template, the content is displayed as per the defined layout.

When you download the template or virtual document to your local system as a word document, the same look and feel is maintained in the word document as well.


Sections Present in a Layout

Section Description Is it mandatory? Is it repeated on all pages?

Header Text that appears at the top of the page.

Typically includes the date, template name, page number and so on.

Simple variables and input fields can be included in the header.

RememberAfter you insert a header in the template and save the changes, you cannot edit the header. If you need to make changes to the header, you must remove it and insert a new header.

No Yes

Can be different on odd and even pages.

Logo A visual image or symbol that appears next to the header.

No Yes

Title Short text that describes or identifies the content of a template.

No No

Body The main content of the template.

Yes No.

Content runs for several pages as required.



Section Description Is it mandatory? Is it repeated on all pages?

Footer Text that appears at the bottom of the page.

Typically includes date, template name, page number and so on.

Simple variables and input fields can be included in the footer.

RememberAfter you insert a footer in the template and save the changes, you cannot edit the footer. If you need to make changes to the footer, you must remove it and insert a new footer.

No Yes

Can be different on odd and even pages.

Style defines the appearance of a template and the virtual document that is generated based on it. You can define the formatting and style for the overall template and individual styles for the sections as well. Examples of style elements include font type, font size, and so on. You can customize the style elements using the CSS file.

A layout exists in one of the following states:

Layout States

State Description

Created Indicates that a new layout has just been generated using either the Copy or Create options.

RememberYou can edit a layout only in Created state.

Active Indicates that the layout is ready to be applied to a template.

When you choose Activate on the header the layout goes to this state. Layouts that are in Created or Inactive states can be moved to Active state. All users can view the list of active layouts and apply them to any template.

You cannot edit a layout that is in Active state.


State Description

Inactive Indicates that the layout cannot be applied to any template.

When you choose Inactivate on the header the layout goes to this state. Layouts that are in Active state can be moved to Inactive state. But templates to which the layout was applied when it was in Active state are still valid.

You cannot edit a layout that is in Inactive state.

Related Information

Creating a Layout [page 28]Applying a Layout [page 29]Customizing a Layout Using a CSS File [page 30]

3.14.1 Creating a Layout

You can create a layout for a template and define style-related settings within it.

Context

You can create a layout using one of the following options:

• Copy: Allows you to use the current layout as source and create the new layout based on it.• Create: Allows you to choose the source layout from the complete list of existing layouts and create the

new layout based on it.

Procedure


You can see the list of templates available in the system.2. Choose a template and open it.3. Choose Layout from the template header.

The layout that is currently applied to the template is displayed.

4. Create a new layout by choosing Copy or Create from the header.

The new layout is created and displayed in Created state.



5. Choose Edit from the header to make changes to the layout.

RememberYou can edit a layout only in Created state. DefaultECALayout is the default layout. It is always in Active state. You cannot edit or delete it.

6. After completing the changes, choose Save.7. Choose Activate to set the layout to Active state.

It is now ready to be applied to any template.

If you want to temporarily disable an active layout and prevent other users from applying it, choose Inactivate from the header. The layout will be set to Inactive state.

When you again want to make the layout available for users, choose Activate.

If you want to permanently remove the layout, choose Delete from the header.

Related Information

Understanding Layouts [page 25]Applying a Layout [page 29]Customizing a Layout Using a CSS File [page 30]

3.14.2 Applying a Layout

After you create a layout, you can apply it to your template. When a document is generated based on the template, the document will be displayed as per the layout that has been defined.

Prerequisites

Layout is created and set to Active state.

Context

DefaultECALayout is the default layout that is applied every time a new template is created. You can change it by choosing a different layout from the list of active layouts.


Procedure


You can see the list of templates available in the system.2. Select the template for which you want to apply the layout and open it.3. Choose Edit to modify the template.

The template is locked and cannot be edited by another user.4. Choose a layout using one of the following methods:

• In the editing tool bar, choose a layout from the dropdown.• Open the Properties pane and choose a layout from the Template Layout dropdown.

The selected layout is applied to the template.5. Save your changes.

Related Information

Understanding Layouts [page 25]Creating a Layout [page 28]Customizing a Layout Using a CSS File [page 30]

3.14.3 Customizing a Layout Using a CSS File

You can download the default CSS file present in the layout and edit it to make additional cutomizations to your layout.

Prerequisites

• The layout you want to edit is in Created state.• You are familiar with editing CSS files

Context

Every layout includes a default CSS file that contains the style configurations of the layout and its default layout section. You can make some changes to the formatting related settings such as Amount Format, Date Time Format, Data Type Alignment, etc on the UI. In order to customize further, you can download the default CSS file and make changes to it. You can use the customized CSS file in various layouts.



NoteIf you need a copy of the default CSS file at any time, open the default layout (DefaultECALayout) and download a copy of the file from it.

Procedure


You can see the list of templates available in the system.2. Choose a template and open it.3. Choose Layout from the template header.

The Layouts page displays the layout that is currently applied to the template.4. Choose Change from the layout header and select the layout you want to edit.5. Edit the layout. Go to the Files section and choose Download.

The default CSS file is downloaded to your local system.6. Edit the file.

The CSS file is organized into different style areas such as Section, Text Block, Table, and so on.1. In the CSS file, within the Section area, go to the defaultECALayoutSection sap-eca-section-title CSS

class.2. Make changes to the various properties, as required.3. Save the changes in your local system.

7. Upload the edited CSS file in the Files section.8. After completing the changes, choose Save.9. (Optional) Choose Activate to set the layout to Active state.

It is now ready to be applied to any template.

Related Information

Understanding Layouts [page 25]Creating a Layout [page 28]Applying a Layout [page 29]


3.15 Text Blocks

A template comprises of different classes of text blocks.

You can create a text block based on a list of properties and manage its complete lifecycle by performing different actions on it. All the available text blocks can be accessed from the Text Block Library.

You can work with text blocks in two different modes, as follows:

• In-line mode: Editing a template and making changes to the text block within the template view.• Standalone mode: Accessing the text block from the Text Block Library and making changes to it.

Following are the different classes of text blocks that are available:

• Clause: A block of text that explains the subject matter of a template or document. Clauses enable legal counsels to organize document content in blocks of text that can be moved and exchanged. A template or document typically contains multiple clauses. You can create clauses in in-line and standalone modes.

• Signature block: A block of text that contains the details of signing party/parties who will verify and sign the document. You can create signature blocks only in in-line mode.

3.15.1 Creating a Clause

You can create a clause in in-line mode and standalone mode.

Procedure


You can see the list of templates available in the system.2. Create a clause using one of the following methods:

• In in-line mode:1. Open a template and choose Edit.

Note that the template should be in Draft status to edit it.

2. Click (Add) either from the Actions bar or the end of the template. Choose Create New Text Block New Clause .

3. In the pop-up that appears, provide the required values for the following properties:


Title Name of the clause.




Type Describes the subject matter of the clause.

You can choose the type from a list of custom clause types created using the Configure Clause Types app.

Categories Classifies the clause. You can choose different categories as required. You can search for categories in the Select Categories pop-up. Categories marked as Selectable in SAP S/4HANA for enterprise contract management can only be selected here.



Language Indicates the language in which the clause will be created.

You can create a clause in various languages. The drop-down lists all the supported languages.

In in-line mode, the template language is selected, by default. It cannot be changed. In standalone mode also, the template language is selected by default. You can choose a different language, if required.

Description Free-text field where you can provide generic information about the clause


Valid From Indicates the date when an approved clause can be released for using in the document.

Valid To Indicates the date when the validity period of the clause expires.

Owner Indicates the user who is responsible for the content in the clause.

While creating a clause, the creator's name is displayed by default. If the owner is a different user, you can change the name here.

4. Choose Create.The clause is created and inserted into the template. It is also added to the Text Block Library.


5. Choose Save to save your changes.

• In standalone mode:1. Open a template and choose Show Library.2. In the Text Block Library, choose (Create Text Block).

The New Clause pop-up appears, where you must provide a suitable title and select the required values for all the properties.

3. Choose Create.The clause is created and added to the Text Block Library.

3.15.2 Creating a Signature Block

You can create a signature block only in in-line mode.

Procedure


You can see the list of templates available in the system.2. Open a template and choose Edit.Note that the template should be in Draft status to edit it.

3. Click (Add) either from the Actions bar or the end of the template. Choose Create New Text Block New Signature Block .

4. In the pop-up that appears, provide the values for the following fields:

Field Description

Signature Block Alignment The direction in which information about the various signing parties is aligned within the signature block.

If you choose Horizontal, the signing parties information is displayed in a row. If you choose Vertical, the information in displayed in a column.

Title Name of the signature block.



Field Description

Categories Classifies the signature block. You can choose different categories as required. You can search for categories in the Select Categories pop-up. Categories marked as Selectable in SAP S/4HANA for enterprise contract management can only be selected here.


Governing Law The system of law according to which a contract is to be construed or interpreted.

Language The language in which the signature block will be created.

You can create a signature block in various languages. The drop-down lists all the supported languages. By default, the template language is selected. You can choose a differ-ent language, if required.

Description Free-text field where you can provide generic information about the signature block.


Valid From The date when an approved signature block can be released for using in the document.

Valid To The date when the validity period of the signature block expires.

Owner Indicates the user who is responsible for the content in the signature block.

While creating a signature block, the creator's name is displayed by default. If the owner is a different user, you can change the name here.

Also, add atleast one signing party and provide the values for the following fields:

Field Description

Signature Header Indicates the nature of consent given by the signing party within the context of the template or document.

For example, accepted by, agreed by, rejected by, and so on.


Field Description

Signing Party's Name The name of the legal entity or party who is involved in the legal transaction.

For example, a company, a department within the company, an individual like a legal counsel, and so on.

Number of Signers Indicates the number of people who are authorized to sign the document on behalf of the signing party.

Signer's Details Displays a list of options that can be used to gather information about the signers:• Name: Signer's name

• Title: Signer's designation• Department: Signer's department within the organi

zation• Place: Signer's location at the time of signing the

document• Date: Date when the signer signs the document

CautionThese options are open for entering any kind of data. In order to support data protection and privacy, please exercise caution while entering personal indentifiable data.

5. Choose Create.

The signature block is created and inserted into the template. It is also added to the Text Block Library.6. Choose Save to save your changes.

3.15.3 Editing a Text Block

You can edit a text block in in-line mode and standalone mode.

Prerequisites

The template and text block are in Draft status.

Procedure





2. Open a text block for editing using one of the following methods:

• In in-line mode:1. Open a template and choose Edit.2. Select the text block you want to modify by placing the cursor inside the text block area.

• In standalone mode:1. Open a template and choose Show Library. The Text Block Library pane appears on the right side of

your screen.2. Search and locate the required text block from the available list. Click the text block title to open

the text block in a new page.3. Choose Edit from the header.

The text block is locked and cannot be edited by another user.3. Use the options present in the editing tool bar to edit and format the content in the text block. You can also

insert text elements from here.

NoteThe changes made to a text block appear in all the templates where the text block is used.



NoteIf you choose not to save your changes, you can choose Recover Changes to recover the unsaved version or Cancel Changes to discard the changes.

Related Information

Understanding the Options in the Editing Tool Bar [page 37]

3.15.3.1 Understanding the Options in the Editing Tool Bar

The editing toolbar provides options to format the content in the text blocks, insert tables, hyperlinks, text elements, and so on.

Options in the Editing Tool Bar

Option Icon What it Does?

Undo Reverses changes done to the content in the text block.



Redo Restores changes to the content in the text block, that were reversed using Undo.

Choose Style Formats content in the text block as normal text or heading.

If you choose Heading, the selected text appears bold and centered as a heading.

Bold Makes the content bold.

Italic Makes the content appear in italics.

Strikethrough Crosses out content.

Underline Underlines content.

Subscript Makes the content appear below the line.

Superscript Makes the content appear above the line.

Remove Formatting Removes all the formatting and displays the text in the original format.

Align Left Aligns the content of the text block to the left margin.

Align Right Aligns the content of the text block to the right margin.

Center Aligns the content of the text block in the center.

Justify Distributes the content evenly so that it is aligned with both the right and left margins.

Bulleted List Provides different options to customize the look of the bullet, for a bulleted list.

Numbered List Provides different numbering formats, for a numbered list.

To-do List Inserts a checkbox at the beginning of the line. You can select or unselect the checkbox.

Increase List Indent Increases the level of the list item and moves it away from the margin.

Decrease List Indent Decreases the level of the list item and moves it closer to the margin.




Insert Table Inserts a table into the text block.

Provide the number of rows and columns to insert the table. Within an existing table, you can add additional rows and columns, and merge cells.

Insert Hyperlink Inserts a link to external webpages. The link must be entered in the below format:

http://<url>

NoteWhen you export a template to a word document using the Export to Word option in the template header, the hyperlinks inserted in the template will not appear automatically in the exported document.

Insert Text Elements Enables you insert the following text elements:

• Input field

• Variable• Cross-reference

Move Up Moves the text block above the previous text block in the template structure.

Move Down Moves the text block below the next text block in the template structure.

Increase Text Block Indent Increases the level of the section or text block and moves it away from the margin.

Decrease Text Block Indent Decreases the level of the section or text block and moves it closer to the margin.

Add Adds a new section or text block below the selected section or text block. You can also insert an existing text block from the Text Block Library.

Delete Removes the selected section or text block from the template.

Settings Provides options for displaying the numbering and headings for the sections and text blocks.



Insert Header Adds a header area to the template

Remove Header Removes the header area from the template

Insert Footer Adds a footer area to the template.

Remove Footer Removes the footer area from the template

3.15.4 Using Text Elements in a Text Block

You can insert text elements within the content of a text block. The values for text elements will be populated when the virtual document is generated.

Prerequisites


Procedure


You can see the list of templates available in the system.2. Open a template and choose Edit.3. Select the text block you want to modify by placing the cursor inside the text block area.

NoteYou can insert text elements only in in-line mode.

4. Place the cursor at the position where you want to insert the text element. From the editing tool bar, you can insert the text elements.Following are the available text elements:



Name Description Supported Types How to add it to text block?

Input Field Represents fields for which values will be entered by the user in the virtual document, after the document is generated.


• Date

• Dropdown• Free Text

1. Choose Input Field from the Insert drop down in the editing tool bar.The Text Elements pane appears and the available inputs fields are displayed.

2. Select the required input field and choose Insert.The input field is inserted into the text block.



Variable Represents fields for which values will be automatically populated based on the values maintained in the SAP S/4HANA for enterprise contract management system. The values will be populated when the virtual document is generated.

• Simple Variable: These variables are displayed when you choose the variable type as Simple Variable. You can provide only single values for these variables.

• Category: These variables are displayed when you choose the variable type as Category. You can choose category variables that accept a single value or multiple values.

• Table: These variables are displayed when you choose the variable type as Table. The selected variables are inserted as a simple table in the text block, so that the data is presented in multiple rows in the virtual document.

• Structure: These variables are displayed when you choose the variable type as Structure. Multiple variables are inserted as a simple structure. A structure is a table format with ver

1. Choose Variable from the Insert drop down in the editing tool bar.The Text Elements pane is displayed.

2. Select the type of variable you want to insert in the text block.Depending on the variable type that you select, the corresponding variables are displayed.

3. Click to expand the required variables group.

4. Select the required variables and click Insert.The variables are inserted into the text block.

NoteSome variables can be directly selected and inserted into the text block. For example, variables such as Profile and Governing Law that are part of the LegalDocument group.

Some variables require a mandatory domain value to be selected, in order to insert them into the template. For example, variables such as Rank and User Name that are part of the InternalContacts group require the Contact Type to be selected.




tical alignment, containing the header in the left column and corresponding values in the right column.



Cross-reference Represents one or more links from within a text block to other sections or text blocks within the same template.

NA 1. Choose Cross-reference from the Insert dropdown in the editing tool bar.

2. In the New Cross-reference dialog, provide values for the following fields:• ID: Unique ID for the cross-

reference. This is an internal value for identifying the cross-reference.

• Source Text: Text that is enabled in the source text block, for navigating to the target section or text block.

• Target Type: The type of object to which you want to create the reference. This will be Section or Text Block.

• Reference to: The target object to which you want to create a reference.Depending on the target type that you select, the sections or text blocks present in the template will be displayed in the dropdown. Select the required object for the Reference to field.

3. Choose Add.The cross-reference is inserted into the text block at the cursor position.

After you add a cross-reference, if the target section or text block is removed from the template, an error will be displayed. In such cases, choose another section or text block as the target, or delete the cross-reference, in order to proceed.

RememberWhen you delete a cross-reference from a text block, only the link is removed. The source text will remain in the text block.




To get an overview of all the cross-references in a template, choose from the editing tool bar to view the Manage Cross-references dialog. You can also edit existing cross-references from this dialog.




Related Information

Customizing Table Variables and Structure Variables [page 45]

3.15.4.1 Customizing Table Variables and Structure Variables

Table variables and structure variables that you insert into text blocks can be customized by modifying the settings.

Table Variables:

After you insert table variables into a text block, do the following to customize the table:

1. Choose the (Settings) icon on the top-right side of the table.The Manage Settings dialog is displayed.

2. In the Columns tab, select additional columns or unselect existing columns.

RememberWhen you add additional columns to the table, the settings for all the columns will be reset to the default settings. You must configure the settings again.

3. Choose Apply Selection.The Table tab is now displayed, where you can configure settings for the entire table and the individual columns.

4. Modify the required settings.


Under Basic Information:

Table Name Name of the table.

Table Width Width of the entire table.

Table Alignment Alignment for the entire table.

This setting can be used to align the entire table towards the left, center, or right.

Under Configure Columns:

Header Name of the column

Default Header Indicates if the existing variable name must be used or custom name can be provided.

By default, the existing name is used.

Path Complete path of the variable in the variable catalog.

Width Width of the column.

You can define a different width for each column. If the text is more than the column width, the text would be wrapped, by default.

Alignment Alignment for each column.

This setting can be used to align the text in the column towards the left, center, or right.

5. Choose Summary, if you want to automatically calculate the total for one or more columns present in the table.Under Configure Summary:1. Enable the columns for which you want to calculate the total value.

When you enable one or more columns, an additional row is added to the end of the table to display the total values.

2. Provide a label for the total values in the Summary Name field.3. Modify the alignment for the label in Summary Name Alignment.

All the changes can be seen in the Table Preview section.6. Choose Save.

The changes are saved and the table is displayed as per the modified settings.

Structure Variables:

After you insert structure variables into a text block, do the following to customize the table:

1. Choose the (Settings) icon on the top-right side of the table.The Manage Settings dialog is displayed.

2. In the Variables tab, select additional variables or unselect existing variables.

RememberWhen you add additional variables to the table, the settings for all the variables will be reset to the default settings. You must configure the settings again.



3. Choose Apply Selection.The Table tab is now displayed, where you can configure settings for the entire table and the individual variables.

4. Modify the required settings.

Under Basic Information:

Table Name Name of the table.

Table Width Width of the entire table.

This can be defined in percentage or millimeter.

Table Alignment Alignment for the entire table.

This setting can be used to align the entire table towards the left, center, or right.

Cell Alignment Alignment within the cells in the table.

This setting can be used to align the text within the cells towards the left, center, or right.

Data Section Width Width of the data cells in the table.

Under Configure Variables:

Header Name of the column

Default Header Indicates if the existing variable name must be used or custom name can be provided.

By default, the existing name is used.

Path Complete path of the variable in the variable catalog.

5. Choose Save.The changes are saved and the table is displayed as per the modified settings.

Related Information

Using Text Elements in a Text Block [page 40]

3.15.5 (In-line Mode) Creating a New Version of a Text Block

You can create a new draft version of a text block from within the template in which it is included.

Prerequisites



Procedure



The template is locked and cannot be edited by another user.4. Select a text block by placing the cursor inside the text block.

5. From the side tool bar, choose (Create New Draft Version).

A new draft version of this text block is now available for selection in the Text Block Library.6. Choose Save in the template header, to save the changes.


3.15.6 (Standalone Mode) Creating a New Version of a Text Block

You can create a new version of a text block from the Text Block Library.

Prerequisites

The text block is in Draft status.

Procedure


You can see the list of templates available in the system.2. Open a template and choose Show Library.

The Text Block Library pane appears on the right side of your screen.3. Search and locate the required text block from the available list. Click the text block title.

The text block opens in a new page where you can make changes to the text block.4. Choose Edit from the header.

The text block is locked and cannot be edited by another user. Make required changes to the text block.



5. Choose Save As New Version .

A new draft version of this text block is now available for selection in the Text Block Library.

You can also choose Save As New Variant to save the changes as a new variant of the existing text block.

6. Choose Save in the template header, to save the changes.


3.15.7 (In-line Mode) Creating a Variant of a Text Block

You can create a variant of a text block from within the template in which it is included.

Prerequisites


Procedure




4. Place the cursor anywhere inside the required text block and choose (Create New Variant) from the side tool bar of the text block.

If the icon is disabled, save the changes and try again.5. Enter a title for the variant and if required, change the Governing Law of this variant. By default, the

governing law of the variant text block is the same as that of the original text block.

The Language, Valid From, and Valid To dates remain same as the source text block. You cannot change it for the variants.

6. Decide if you want to use the existing condition for the new variant (if a condition is defined for the source text block).

By default, the condition will be moved to the new variant. If you do not want to move the condition, unselect the Move condition to new variant checkbox. If the condition is not moved, it will be deleted automatically.


7. Choose Create.

A new variant of this text block is created and available in the Text Block Library.8. Save your changes.



3.15.8 (Standalone Mode) Creating a Variant of a Text Block

You can create a variant of a text block from the Text Block Library.

Procedure


You can see the list of templates available in the system.2. Open a template and choose Show Library button in the template header.

The Text Block Library pane appears on the right side of your screen.3. Search and locate the required text block from the available list. Click the text block title to open the text

block in a new page.4. Choose Create New Variant in the text block header.5. Enter a title for the variant and if required, change the Governing Law of this variant. By default, the

governing law of the variant text block is the same as that of the original text block.

The Language, Valid From, and Valid To dates remain same as the source text block. You cannot change it for the variants.

6. Choose Create.

A new variant of this text block is created and available in the Text Block Library.7. Choose Save in the text block header, to save the changes.



3.15.9 Switching Between Variants of a Text Block

You can change the text block variant that is used within a template, by switching between the variants available for the text block.

Prerequisites


Procedure




4. Select the required text block in the template and choose (More) from the side tool bar.5. Choose Show Variants to view the related variants of the text block in the Text Block Library.6. Select the radio button next to the required variant and choose Switch to replace the text block in the

template with the selected variant.

If a condition is defined for a text block, it is specific to the template in which the text block is present. When you replace the text block with its variant, you can choose if you want to move the existing condition to the variant. If the condition is not moved, it will be deleted automatically.

3.15.10 (In-line Mode) Changing Status of a Text Block

Learn how you can change the status of a text block from within the template in which it is included.

Prerequisites



Procedure




4. Place the cursor anywhere inside the required text block and choose (Actions) from the side tool bar of the text block.

NoteDepending on the status of the text block, only the valid actions corresponding to that status are displayed.

5. Choose the required action.

After the action is executed successfully, the text block status is changed.6. Save your changes.



3.15.11 (Standalone Mode) Changing Status of a Text Block

Learn how you can change the status of a text block from the Text Block Library.

Procedure



The Text Block Library pane appears on the right side of your screen.3. Choose the required text block by clicking its title.

The text block opens in a new page where you can make changes to the text block.




4. Choose the required action in the text block header.

After the action is executed successfully, the text block status is changed.

3.15.11.1 Understanding Statuses and Actions for a Text Block

Learn about the various statuses applicable for text blocks and how each status of a text block corresponds to different actions for a user.


3.15.12 (In-line Mode) Approving and Releasing a Text Block

You can approve and release a text block from within the template in which it is included.

Prerequisites


Context

When you want to approve and release a text block, several points are validated.

Following are examples of some points that are checked:

• Valid values for all properties• Validity period of the text block

If there are no errors, the text block is approved. If the validity period has started, it is released immediately. Otherwise, it is released on the Valid From date.

Procedure




4. Place the cursor anywhere inside the required text block and choose (Actions) on the side tool bar.5. Choose Approve + Release to release the text block for using in the document.6. To view the status, select a text block and go to the Properties pane.7. Choose Save in the template header, to save the changes.




3.15.13 (Standalone Mode) Approving and Releasing a Text Block

You can approve and release a text block from the Text Block Library.

Prerequisites


Context

When you want to approve and release a text block, several points are validated.

Following are examples of some points that are checked:



Procedure




The text block opens in a new page where you can modify the attributes of this text block.4. Choose Approve + Release to release the text block for using in the document.


3.15.14 Restoring an Older Version or Revision of a Text Block

Learn how you can restore an older version or revision of a text block.

Procedure




The text block opens in a new page where you can make changes to the text block.4. Restore the text block by using one of the following methods:

• If the version you opened is in Replaced status, choose Restore this Version from the text block header.• 1. If the version you opened is in any other status other than Replaced, choose Version History in the

text block header.All versions and revisions of the text block are displayed.


3. Choose Restore and confirm the action in the pop up.


3.15.15 (In-line Mode) Archiving a Text Block

You can archive a text block from within the template in which it is included.

Prerequisites


Context

When you archive a text block, it is deprecated, but it is still available in the text block library for further use. You can archive a text block in any status.



You can reopen a text block if you want to use it again.

Procedure




4. Place the cursor anywhere inside the required text block and choose (Actions) on the side tool bar.5. Choose Archive from the options to archive the text block.6. To view the status, select a text block and go to the Properties pane.

NoteFor a template in Released status, if you set the status of the text block included within it as Archived, then status of the template changes to Revision Needed. For more information, see Understanding Statuses and Actions for a Text Block [page 53].

3.15.16 (Standalone Mode) Archiving a Text Block

You can archive a text block from the Text Block Library.

Context

When you archive a text block, it is deprecated, but it is still available in the Text Block Library for further use. You can archive a text block in any status.


Procedure


You can see the list of templates available in the system.2. Open a template and choose Show Library button in the template header.

The Text Block Library pane appears on the right side of your screen.


3. Choose the required text block by clicking its title. The text block opens in the standalone mode.4. Choose Archive from the header to archive the text block.5. To view the status, go to the Properties pane.


3.15.17 Changing Properties of a Text Block

You can modify the properties of a text block in in-line mode or in standalone mode.

Prerequisites


Procedure


You can see the list of templates available in the system.2. Change the properties of a text block using one of the following methods:

• In in-line mode:1. Open a template and choose Edit.2. Select the text block you want to modify by placing the cursor inside the text block area.3. Choose on the left side of the screen to open the Properties tab.4. Change the values in the required fields.

• In standalone mode:1. Open a template and choose Show Library. The Text Block Library pane appears on the right side of

your screen.2. Search and locate the required text block from the available list. Click the text block title to open

the text block in a new page.3. Choose Edit from the header.

The text block is locked and cannot be edited by another user.4. Choose on the left side of the screen to open the Properties tab.5. Change the values in the required fields.






3.15.18 Creating Notes for a Text Block

You can create notes for a text block. You can also edit or delete these notes.

Procedure



3. Choose the (Notes) button to open the Notes tab.

• You can add a new note.• You can edit an existing note.

4. Place the cursor anywhere inside the required text block and navigate to the Text Block tab in the Notes pane.

Remember• You can add notes to a text block in any status.• You cannot add notes to a text block in standalone mode.

5. To add a new note, choose (Add) in the Notes tab.

The Add Note pop up opens.6. In this window, enter the required information in the text field and choose Add.

The new note is created and displayed. You can now Edit or Remove this note.

To view the notes for a text block, choose (More) from the side tool bar and then select Show Notes.

3.15.19 Understanding Conditions

A condition contains expressions and resulting actions defined for a template or a text block used in the template. Template and text block conditions are specific to the template.

By default, a condition will contain one ‘If’ expression block. Within a condition you can do the following:


• Add one or more ‘Else If’ expression blocks• Add an Else expression block• Add expressions as individual rows inside each expression block• Group rows• Use the following operators in an expression, as applicable:

• Is Equal To• Is Not Equal To• Is Greater Than• Is Less Than• Is Greater Than or Equal To• Is Less Than or Equal To• AND• OR• Contains Any• Contains All• Contains Only

Template Conditions

If the condition is defined for a template, you can choose the Insert below text blocks action.

For this action, you must select the text blocks that must be included in the template and specify the position of these text blocks in the template.

By default, the new text blocks will be added to the end of the template. You can position them anywhere in the template such that the fixed position rule applied on other text blocks is not impacted.

If the condition is executed successfully, the text blocks will be inserted into the document as defined in the condition.

Text Block Conditions

For such conditions, you can choose one of the following actions:

• Replace this text block with below text blocks:For this action, you must choose the text blocks that will replace the selected text block and the position of these new text blocks in the template. The text block that is being replaced may or may not have fixed position.By default, the new text blocks will be present in the same position as the text block they are replacing. The first text block will be the parent text block and subsequent ones will be displayed as child text blocks. You can rearrange the new text blocks in any order such that:• They are located next to each other• The position of the other fixed text blocks in the template is not changed

• Remove this text block:If the condition is executed successfully with this option, the text block will not be present in the displayed document.

How Does the Conditions Functionality Work When Different Actions are Performed on the Template or Text Block?



If the condition is defined for a text block within the template:

Action Result

A new version of template is created The existing conditions are automatically copied to the new version.

You can delete the conditions, as required.

A new version of text block is created When the new version is used in the template, the existing condition is automatically moved to the new version.

A new variant of the text block is created By default, the condition will be moved to the new variant.

If you do not want to move the condition, unselect the Move condition to new variant checkbox.

If the condition is not moved, it will be deleted automatically.

Text block in template is switched with its variant You can decide if you want to move the condition to the new variant.

If the condition is not moved, it will be deleted automatically.

Text block is removed from the template Corresponding condition is deleted.

Template is deleted All existing conditions are deleted.

When a virtual document is generated based on the template, the defined conditions will be executed. If a condition is met, the action specified in the condition will be performed. The original text block will be retained in the virtual document in the following scenarios:

• The condition could not be executed due to issues in receiving the values for the variables from the backend.

• The condition is executed but none of the rules specified in the If and Else If expression blocks are met, and no Else expression block is defined.

Examples:

• If variable A = A1 then replace original text block in template with text block BIf <Document Version = 0204> use text block BHere, Variable A is< Document Version> and A1 is <0204>.

• If variable A is not equal to A1 or variable B = B1 then replace original text block in template with text block DIf <Legal Entity ID is not equal to 1234> or <Legal Entity Name = XYZ Publishers> use text block DHere, Variable A is< Legal Entity ID>, A1 is <1234>, Variable B is <Legal Entity Name>, and B1 is <XYZ Publishers>.

• If variable A = A1 then replace original text block in template with text block B else use text block CIf <Price Protection = Yes > use text block B else use text block CHere, Variable A is <Price Protection> and A1 is <Yes>.

• Nested Ifs: If (expression) then use text block X else if (…)If< Payment Terms = 30 days> then use text block X else if <Payment Terms = 90 days> use text block Y else if (…)

Here, Expression is <Payment Terms = 30 days>.


3.15.19.1 Creating a Condition for a Template

You can create a condition at the template-level to insert text blocks into the document.

Prerequisites


• The template is not in Released status.• You know the valid values for the variables to be used in the condition.• You have finalized the template structure.

RememberAfter defining a template condition, do not perform the following actions on any text block present in the template:• Remove a text block from the template• Increase the indent for a text block• Decrease the indent for a text block• Move a text block up• Move a text block down• Add a new text block• Switch between the variants of a text block

It will result in the condition not getting executed correctly.

• You have finalized the fixed position rule for text blocks present within the template, as required.

RememberMaking any changes to the fixed position rule after defining the template condition will result in the condition not getting executed correctly.

Procedure



The template is locked and cannot be edited by another user.4. Choose Conditions from the template header. The Conditions page is displayed.



Note

If a condition already exists for the template, the (Condition Applied) icon is displayed for the template. In such cases, you can edit or delete the existing condition. For more information, see Editing a Condition [page 67].

5. Select the template name in the Template Structure pane on the left. Choose Add Condition Create Condition .

6. Within the block, do the following, as required:1. Choose All or Any .2. Add rows and define an expression in each row.

To define an expression, insert a variable from the text elements pane, select an operator from the dropdown (depending on the variable that is selected, the operator list varies), and provide valid values.If you choose quantity-related variables, in addition to choosing the operator and providing values, you must manually enter a valid Unit of Measure or UOM for the quantity in the empty field next to the value. Some examples are kg, mm, ml, and so on.If you choose amount-related variables, in addition to choosing the operator and providing values, you must choose a valid currency type for the amount. In the empty field next to the value, select the icon and choose the required currency from the dialog.

3. Choose Add Group, to organize the expressions in groups.4. Choose the Insert below text blocks action and select the new text blocks that should be inserted if the

condition is met.By default, the new text blocks will be added to the end of the template.Go to (Settings) and arrange the position of the new text blocks such that they do not impact the fixed position of other text blocks. After changing the positions as needed, choose Validate to check if the changes are fine or Apply to save the changes to the text block positions.

Remember• Do not delete the text blocks used in the condition from the Text Block Library.• To avoid duplications, ensure that the text blocks already present in the template are not used in

the condition and vice versa.

7. (Optional) Choose Add Expression to add one or more Else If expression blocks.

Within each block, repeat step 6.8. (Optional) Choose Add Else Expression to add the Else expression block as the last block in the condition.

Select the text blocks that should be inserted, if the defined expressions are not met.9. Save your changes.

Instead of creating a new condition, you can also copy conditions that already exist in the same template or in other templates. For more information, see Copying a Condition [page 68].


3.15.19.2 Creating a Condition for a Text Block in the Template

You can create a condition for a text block from within the template in which it is included.

Prerequisites


• The template is not in Released status.• The text block is included in a template.• You know the valid values for the variables to be used in the condition• You have finalized the fixed position rule for text blocks present within the template, as required.

RememberMaking any changes to the fixed position rule after defining the template condition will result in the condition not getting executed correctly.

Procedure



The template is locked and cannot be edited by another user.4. Choose the text block for which you want to create the condition using one of the following methods:

• If you want to see all the text blocks used in the template in a single place and work with conditions for these text blocks:1. Choose Conditions from the template header.

The Conditions page is displayed.2. Choose the required text block from the Structure pane on the left.

• If you are working on a text block within the template and want to work with conditions for that text block:Select the text block and choose (Condition) from the side tool bar of the text block.The Conditions page is displayed.



Note

If a condition already exists for the text block, the (Condition Applied) icon is displayed for the text block. In such cases, you can edit or delete the existing condition. For more information, see Editing a Condition [page 67].

5. Choose Add Condition Create Condition .

Provide a name and description for the condition.

By default, an If expression block is included in the condition.6. Within the block, do the following, as required:

1. Choose All or Any .2. Add rows and define an expression in each row.

To define an expression, insert a variable from the text elements pane, select an operator from the dropdown (depending on the variable that is selected, the operator list varies), and provide valid values.If you choose quantity-related variables, in addition to choosing the operator and providing values, you must manually enter a valid Unit of Measure or UOM for the quantity in the empty field next to the value. Some examples are kg, mm, ml, and so on.If you choose amount-related variables, in addition to choosing the operator and providing values, you must choose a valid currency type for the amount. In the empty field next to the value, select the icon and choose the required currency from the dialog.

3. Choose Add Group, to organize the expressions in groups.4. Choose the action that must be performed if the condition is met. If you are replacing the existing text

block, choose the new text blocks that should replace it. You can go to (Settings) and rearrange the position of the new text blocks such that they are located next to each other and do not impact the fixed position of other text blocks. After changing the positions as needed, choose Validate to check if the changes are fine or Apply to save the changes to the text block positions.

Remember• Do not delete the text blocks used in the condition from the Text Block Library.• To avoid duplications, ensure that the text blocks already present in the template are not used

in the condition and vice versa.

7. (Optional) Choose Add Expression to add one or more Else If expression blocks.

Within each block, repeat step 6.8. (Optional) Choose Add Else Expression to add the Else expression block as the last block in the condition.9. Save your changes.

Instead of creating a new condition, you can also copy conditions that already exist in the same template or in other templates. For more information, see Copying a Condition [page 68].


3.15.19.3 Viewing a Condition

You can view the conditions created for a template or the various text blocks in a template through the Conditions option in template header or Properties pane.

Prerequisites


Procedure


You can see the list of templates available in the system.2. Select the template for which you want to view the conditions.3. You can access the conditions in two ways:

• Through the Conditions option:1. Choose Conditions from the template header.

The Conditions page is displayed.2. Choose the template name or the required text block from the Template Structure pane on the left,

to view the condition that is configured.• Through the Properties pane:

1. Choose (Properties) on the left side of the screen to open the Properties tab.2. Choose the required text block from the template.

The properties of the selected text block will be displayed in the tab.3. Scroll down to view the conditions-related information.4. Select View Condition.

The Conditions page is displayed with details of the existing condition.



3.15.19.4 Editing a Condition

You can edit a condition existing for a template or a text block present within the template.

Prerequisites

1. You can view the templates and the text blocks, and work on them. If you cannot view the template or text blocks, or perform any actions on them, it means you do not have the required authorizations. Contact the administrator to get the authorizations.

2. The template is not in Released status.3. The text block is included in a template4. You know the valid values for the variables to be used in the condition

Procedure



The template is locked and cannot be edited by another user. Within the template, the (Condition Applied) icon appears for each text block for which a condition is defined.

4. Choose the text block for which you want to edit the condition using one of the following methods:

• If you want to see all the text blocks used in the template in a single place and work with conditions for the template or its text blocks:1. Choose Conditions from the template header.

The Conditions page is displayed.2. Choose the template or the required text block from the Template Structure pane on the left.


5. Make changes to the existing condition. Or, copy a condition from the Conditions Library and replace the existing condition with it.

For more information, see Copying a Condition [page 68].

You can also delete the condition.6. Save your changes.

If you deleted the condition, you will be redirected back to the template page.


3.15.19.5 Copying a ConditionYou can copy a condition for a template or text block from the conditions existing withing the same template or from other templates.

Prerequisites:


• The template is not in Released status.• The text block is included in a template.

Procedure:

1. Sign in to the SAP Fiori Launchpad and launch the Manage Legal Templates app.You can see the list of templates available in the system.

2. Select the template you want to modify and open it.3. Choose Edit to modify the template.

The template is locked and cannot be edited by another user.4. Choose the text block for which you want to copy the condition using one of the following methods:

• If you want to see all the text blocks used in the template in a single place and work with conditions for the template or its text blocks:1. Choose Conditions from the template header.

The Conditions page is displayed.2. Choose the template or the required text block from the Template Structure pane on the left.


Note

If a condition already exists for the template or text block, the (Condition Applied) icon is displayed next to it. In such cases, you can edit or delete the existing condition. For more information, see Editing a Condition [page 67].

5. If there is no condition present for the selected template or text block, choose Add Condition Copy Condition from Library .Alternatively, if a condition is already present, choose Show Condition Library from the header.The Conditions Library is displayed.

6. From the drop-down, choose whether you want to copy a condition from the same template or other templates.Depending on your selection, the conditions that fulfill the various properties are displayed.

7. Select the required condition and choose Copy.A copy of the condition is created with a unique id and displayed.

8. Make changes to the copied condition, as required.For a template condition, by default, the Insert below text blocks option is used. You must choose the text blocks to be inserted. For a text block condition, by default, the Replace this text block with below text blocks option is used. For this option, you must choose the text blocks that will replace the existing text blocks. Additionally, the Remove this text block option is also available in the dropdown.



Remember• Do not delete the text blocks used in the condition from the Text Block Library.• To avoid duplications, ensure that the text blocks already present in the template are not used in

the condition and vice versa.


3.15.20 (In-line Mode) Assigning Alternatives for a Text Block

An alternative text block is a released version of a text block that is assigned as a possible replacement for a text block used in a template.

Prerequisites:



Context:

The alternatives assigned for a text block are specific to the template in which the text block is included.

How Does the Alternatives Functionality Work When Different Actions are Performed on the Template or Text Block?

Action Result

A new version of template is created The existing alternatives are automatically copied to the new version.

You can delete the alternatives, as required.

A new version of text block is created When the new version is used in the template, the existing alternatives are automatically copied to the new version.

A new variant of the text block is created The alternatives will be removed for the original text block.

You must re-assign the alternatives for the new variant.

Text block in template is switched with its variant The alternatives will be removed for the original text block.

You must re-assign the alternatives for the switched variant.

Text block is removed from the template Corresponding alternatives are deleted.

Template is deleted All existing alternatives are deleted.

When an alternative is assigned to a text block, a risk level must be provided. The risk level indicates the impact of the alternative if it is used in the virtual document. Following are the risk levels:

• Low• Medium• High


• Very High

Procedure:


2. Select the template you want to modify and open it.3. Choose Edit to modify the template.

The template is locked and cannot be edited by another user.4. Select the text block for which you want to assign the alternatives and choose the (Alternatives)icon

from the side tool bar of the text block.5. Choose Assign Alternatives.

The Text Block Library is displayed. Text blocks that meet the following criteria are listed and can be assigned as alternatives:• Status is Released• Language, Type, and Class are same as the selected text block for which you want to assign the

alternativesWhile assigning a text block as an alternative, consider the following points:• A text block cannot be assigned as an alternative to more than one text block in the same template• A text block that is assigned as an alternative cannot be inserted as a text block in the same template.• A text block that is already included in a template cannot be assigned as an alternative to another text

block included in the same template.6. Select the required text blocks and choose Assign.

The Manage Alternatives pop-up is displayed.7. Choose a suitable risk level for each text block.

You can sort the alternatives based on the risk level. Choose Sort By Risk Level to automatically sort the alternatives from low to very high risk level. Use the , , , and options to manually sort the alternatives.

8. Choose Apply.The selected text blocks are assigned as alternatives.

3.15.21 (In-line Mode) Editing Alternatives for a Text Block

You can edit the alternatives assigned to a text block from within the template in which the text block is included.

Prerequisites





Procedure




4. Select the text block for which you want to edit the alternatives and choose the (Alternatives)icon from the side tool bar of the text block.

5. Choose Show Alternatives.The Alternatives Library is displayed. Text blocks that are assigned as alternatives to the selected text block are listed here.

6. Choose Manage Alternatives to make changes to the alternatives.7. In the Manage Alternatives pop-up, you can change the risk level for alternatives and remove existing

alternatives.

You can also sort the alternatives based on the risk level. Choose Sort By Risk Level to automatically sort the alternatives from low to very high risk level. Use the , , , and options to manually sort the alternatives.

8. Choose Apply, after making the required changes.

The changes are applied to the alternatives of the selected text block.

3.15.22 Viewing Alternatives for a Text Block

You can view the alternatives assigned to various text blocks in a template through the Properties pane.

Prerequisites



Procedure




2. Select the template for which you want to view the alternatives.

3. Choose (Properties) on the left side of the screen to open the Properties tab.4. Choose the required text block from the template.

The properties of the selected text block will be displayed in the tab.5. Scroll down to view the alternatives-related information.

The number of alternatives assigned to a text block is displayed. Clicking on the number displays the assigned alternatives.

3.15.23 Managing Text Block Groups

A group is a collection of two or more related text blocks that are part of the same template. Any texts blocks existing within a template can be part of a group.

Prerequisites:



Context:

How Does the Groups Functionality Work When Different Actions are Performed on the Template or Text Block?

Action Result

A new version of template is created The existing groups are automatically copied to the new version.

You can delete the groups, as required.

An older version or revision of template is restored The existing groups are also restored to the new version.

An older version of template is reopened The existing groups are available in the reopened version.

A new version of text block is created You must add the new version to the template, and then add it to the group.

A new variant of the text block is created The variant replaces the original text block in the group.

Text block in template is switched with its variant The variant replaces the original text block in the group.

Template is deleted All existing groups are deleted.

Procedure:


2. Select a template you want to modify and open it.3. Choose Edit to modify the template.

The template is locked and cannot be edited by another user.4. Choose (Template Structure) to open the Structure tab.



5. Choose Text Block Groups Create .The New Group dialog is displayed.

6. In this window, enter a name for the group.7. From the template structure, select the text blocks that must be included in the group.

NoteA text block cannot be part of more than one group.

8. Choose Create.The new group is created and displayed.

All groups present in a template are displayed in the Text Block Groups tab. You can expand any group, to view the text blocks that are included in it.

To change the text blocks that are included in a group, select the required group, and choose Edit.

To delete a group, select the required group and choose Delete.

3.15.24 Deleting a Text Block

Learn how you can delete a text block.

Prerequisites

• The text block is not used in any template.• The text block does not have any variants.• The text block is not assigned as an alternative to any other text block.• The text block is not part of any group.

Procedure

1. Sign in to the SAP Fiori Launchpad and launch the Manage Templates app.


The Text Block Library pane appears on the right side of your screen.3. Search and locate the required text block from the available list. Click the text block title to open the text

block in a new page.4. Choose Delete from the text block header.


RememberYou can delete a text block only in standalone mode. Once deleted, the text block is no longer available in the text block library and cannot be retrieved.

5. Choose OK in the confirmation pop-up.



4 Working with Manage Text Blocks

The Manage Text Blocks app enables you to create and manage text blocks.

Clicking the Manage Text Blocks app opens the text block list view. This view displays the text blocks that are already existing in the system and are in various stages of their life cycle, denoted through corresponding statuses. This page also lists the text blocks that are created in the app Manage Legal Templates. In this page, you can search, filter, and create text blocks. You can search or filter text blocks using text block name, type, governing law, class, variants of, language, categories, and validity dates of the text block.

Choose a text block to open the object page of that text block. Following are the components of the text block page:

• Text Block Header: This section of the text block contains details such as Name, ID, version, and revision. It also displays the Lock icon and Auto Save details. Depending on the status and mode of a text block, the header also displays buttons for various actions such as, Edit, Create New Variant, Archive, Show Library, Delete, and Version History.

• Properties: This tab displays all the properties of a text block. In the edit mode of a text block, you can edit the properties of a selected text block.Additionally, the text block properties pane displays the Used in and Variants sections. The Used in section displays the number of templates in which this text block is used. The Variants section displays the number of variants that exist for the text block, and the source text block, if it is different from this text block. Clicking on the number displays the available variants.

• Messages: This tab displays success, warnings, information, and error messages that are generated by the system, while you work with a text block.

• Show Library: The options in this library enables you add input fields and variables in the text blocks.

NoteText blocks can also be created using the app Manage Legal Templates.

4.1 Creating a Clause

You can create a clause from the app Manage Text Blocks.

Prerequisites

You can view the text block and work on it. If you cannot view the text block or perform any actions on it, it means you do not have the required authorizations. Contact the administrator to get the authorizations.

User Guide for SAP Enterprise Contract AssemblyWorking with Manage Text Blocks PUBLIC 75

Procedure

1. Sign in to the SAP Fiori Launchpad and launch the Manage Text Blocks app.

You can see the list of text blocks available in the system.

2. Choose (Add) and select New Clause.3. In the pop-up that appears, provide the required values for the following properties:


Title Name of the clause.

Type Describes the subject matter of the clause.

You can choose the type from a list of custom clause types created using the Configure Clause Types app.

Categories Classifies the clause. You can choose different categories as required. You can search for categories in the Select Categories pop-up. Categories marked as Selectable in SAP S/4HANA for enterprise contract management can only be selected here.



Language Indicates the language in which the clause will be created.

You can create a clause in various languages. The drop-down lists all the supported languages.

In in-line mode, the template language is selected, by default. It cannot be changed. In standalone mode also, the template language is selected by default. You can choose a different language, if required.

Description Free-text field where you can provide generic information about the clause


Valid From Indicates the date when an approved clause can be released for using in the document.

Valid To Indicates the date when the validity period of the clause expires.


Working with Manage Text Blocks


Owner Indicates the user who is responsible for the content in the clause.

While creating a clause, the creator's name is displayed by default. If the owner is a different user, you can change the name here.

4. Choose Create. The clause is created and can be viewed in the Manage Text Blocks app and in the Text Block Library.


4.2 Creating a Signature Block

You can create a signature block from the app Manage Text Blocks.

Prerequisites


Context

Procedure


You can see the list of text blocks available in the system.

2. Choose (Add) and select New Signature Block.3. In the pop-up that appears, provide the values for the following fields:


Field Description

Signature Block Alignment The direction in which information about the various signing parties is aligned within the signature block.

If you choose Horizontal, the signing parties information is displayed in a row. If you choose Vertical, the information in displayed in a column.

Title Name of the signature block.

Categories Classifies the signature block. You can choose different categories as required. You can search for categories in the Select Categories pop-up. Categories marked as Selectable in SAP S/4HANA for enterprise contract management can only be selected here.


Governing Law The system of law according to which a contract is to be construed or interpreted.

Language The language in which the signature block will be created.

You can create a signature in various languages. The drop-down lists all the supported languages. By default, the template language is selected. You can choose a different language, if required.

Description Free-text field where you can provide generic information about the signature block.


Valid From The date when an approved signature block can be released for using in the document.

Valid To The date when the validity period of the signature block expires.

Owner Indicates the user who is responsible for the content in the signature block.

While creating a signature block, the creator's name is displayed by default. If the owner is a different user, you can change the name here.

Also, add atleast one signing party and provide the values for the following fields:



Field Description

Signature Header Indicates the nature of consent given by the signing party within the context of the template or document.

For example, accepted by, agreed by, rejected by, and so on.

Signing Party's Name The name of the legal entity or party who is involved in the legal transaction.

For example, a company, a department within the company, an individual like a legal counsel, and so on.

Number of Signers Indicates the number of people who are authorized to sign the document on behalf of the signing party.

Signer's Details Displays a list of options that can be used to gather information about the signers:• Name: Signer's name

• Title: Signer's designation• Department: Signer's department within the organi

zation• Place: Signer's location at the time of signing the

document• Date: Date when the signer signs the document

CautionThese options are open for entering any kind of data. In order to support data protection and privacy, please exercise caution while entering personal indentifiable data.

4. Choose Create.

The signature block is created and can be viewed in the Manage Text Blocks app and in the Text Block Library.


4.3 Editing a Text Block

You can edit a text block from the app Manage Text Blocks.

Prerequisites




Procedure


You can see the list of text blocks available in the system.2. Open a text block that you want to edit.

3. Choose Edit.4. Use the options present in the editing tool bar to edit and format the content in the text block. You can also

insert text elements from here.

NoteThe changes made to a text block appear in all the templates where the text block is used.




Related Information

Understanding the Options in the Editing Tool Bar [page 37]

4.4 Using Text Elements in a Text Block

You can insert text elements within the content of a text block. The values for text elements will be populated when the virtual document is generated.

Prerequisites





Procedure


You can see the list of text blocks available in the system.2. Open a text block and choose Edit.3. Place the cursor at the position where you want to insert the text element. From the editing tool bar, you

can insert the text elements.Following are the available text elements:


Input Field Represents fields for which values will be entered by the user in the virtual document, after the document is generated.


• Date

• Dropdown• Free Text

1. Choose Input Field from the Insert drop down in the editing tool bar.The Text Elements pane appears and the available inputs fields are displayed.

2. Select the required input field and choose Insert.The input field is inserted at the cursor position.



Variable Represents fields for which values will be automatically populated based on the values maintained in the SAP S/4HANA for enterprise contract management system. The values will be populated when the virtual document is generated.

• Simple Variable: These variables are displayed when you choose the variable type as Simple Variable. You can provide only single values for these variables.

• Category: These variables are displayed when you choose the variable type as Category. You can choose category variables that accept a single value or multiple values.

• Table: These variables are displayed when you choose the variable type as Table. The selected variables are inserted as a simple table in the text block, so that the data is presented in multiple rows in the virtual document.

• Structure: These variables are displayed when you choose the variable type as Structure. Multiple variables are inserted as a simple structure. A structure is a table format with ver

1. Choose Variable from the Insert drop down in the editing tool bar.The Text Elements pane is displayed.

2. Select the type of variable you want to insert in the text block.Depending on the variable type that you select, the corresponding variables are displayed.

3. Expand the required variables group.

4. Select the required variables and click Insert.The variables are inserted into the text block.

NoteSome variables can be directly selected and inserted into the text block. For example, variables such as Profile and Governing Law that are part of the LegalDocument group.

Some variables require a mandatory domain value to be selected, in order to insert them into the template. For example, variables such as Rank and User Name that are part of the InternalContacts group require the Contact Type to be selected.




tical alignment, containing the header in the left column and corresponding values in the right column.


To save your changes to the current version of the text block, choose Save. Or, to save the changes in a new version of the text block, choose Save As New Version.


Related Information

Customizing Table Variables and Structure Variables [page 45]

4.5 Changing Properties of a Text Block

You can modify the properties of a text block from the app Manage Text Blocks.

Prerequisites



Procedure


You can see the list of text blocks available in the system.2. Open a text block and choose Edit.


3. Change the properties of a text block by choosing on the left side of the screen to open the Properties tab.

4. Change the values in the required fields. You can only update values for the following fields:5. Save your changes.

To save your changes to the current version of the text block, choose Save. Or, to save the changes in a new version of the text block, choose Save As New Version.

NoteIf you close the text block without saving your changes and open it again, you can choose Recover Changes to recover the unsaved version or Cancel Changes to discard the changes.

4.6 Creating a New Version of a Text Block

You can create a new version of a text block from the app Manage Text Blocks.

Prerequisites



Procedure


You can see the list of text blocks available in the system.2. Open a text block and choose Edit.3. Make changes as required.

4. Choose Save As New Version .

A new draft version of this text block is now available in the appManage Text Blocks.

You can also choose Save As New Variant to save the changes as a new variant of the existing text block.



4.7 Creating a Variant of a Text Block

You can create a new variant of a text block from the app Manage Text Blocks.

Prerequisites



Procedure


You can see the list of text blocks available in the system.2. Open a text block and choose Edit.3. Make changes as required.

4. Choose Save As New Variant .

A new draft version of this text block is now available in the app Manage Text Blocks.

You can also choose Save As New Version to save the changes as a new version of the existing text block.

4.8 Changing Status of a Text Block

Learn how you can change the status of a text block from the app Manage Text Blocks.

Prerequisites



Procedure


You can see the list of text blocks available in the system.2. Choose the required text block by clicking its title.



3. Choose the required action in the text block header.

After the action is executed successfully, the text block status is changed.

4.9 Approving and Releasing a Text Block

Prerequisites



Context

When you want to approve and release a text block, several conditions are validated.

Following are examples of some conditions that are checked:





Procedure


You can see the list of text blocks available in the system.2. Choose the required text block by clicking its title.3. Choose Approve + Release to release the text block for using in the document.

4.10 Restoring an Older Version or Revision of a Text Block

Learn how you can restore an older version or revision of a text block from the app Manage Text Blocks.

Prerequisites


Procedure


You can see the list of text blocks available in the system.2. Choose the required text block by clicking its title.



3. Restore the text block by using one of the following methods:

• If the version you opened is in Replaced status, choose Restore this Version from the text block header.• If the version you opened is in any other status other than Replaced, choose Version History in the text

block header.All versions and revisions of the text block are displayed.1. Select the required version or revision.

You can see a preview of the selected version or revision in the left pane.2. Choose Restore and confirm the action in the pop up.



4.11 Archiving a Text Block

You can archive a text block from the app Manage Text Blocks.

Prerequisites


Context

When you archive a text block, it is deprecated, but it is still available in the app Manage Text Blocks for further use. You can archive a text block in any status.


Procedure


You can see the list of text blocks available in the system.2. Choose the required text block by clicking its title.3. Choose Archive from the header to archive the text block.4. To view the status, go to the Properties pane.




4.12 Deleting a Text Block

Learn how you can delete a text block from the app Manage Text Blocks.

Prerequisites

• The text block is not used in any template.• The text block is not locked by any other user.• The text block does not have any variants.• You can view the text block and work on it. If you cannot view the text block or perform any actions on it, it

means you do not have the required authorizations. Contact the administrator to get the authorizations.

Procedure


You can see the list of text blocks available in the system.2. Choose the required text block by clicking on it.3. Choose the Delete option from the text block header.

RememberOnce deleted, the text block is no longer available in the app Manage Text Blocks and cannot be retrieved.

4. Choose OK on the confirmation pop-up.


5 Working with Virtual Documents

A virtual document may be included as part of a legal transaction in SAP S/4HANA for enterprise contract management.

Virtual document creation is triggered in SAP S/4HANA for enterprise contract management by choosing templates that are available in Enterprise Contract Assembly.

When a virtual document is generated based on the template, the conditions defined for the template and its text blocks will be executed.

Following are the supported actions:

• Insert one or more text blocks• Replace a text block with one or more text blocks• Remove a text block

The original text block will be retained in the virtual document in the following scenarios:

• The condition could not be executed due to issues in receiving the values for the variables from the backend.

• The condition is executed but none of the rules specified in the If and Else If expression blocks are met, and no Else expression block is defined.

To know more, see the following topics:

• Understanding Conditions [page 59]• Creating a Condition for a Text Block in the Template [page 64]• Viewing a Condition [page 66]• Editing a Condition [page 67]• Copying a Condition [page 68]

The generated document is displayed based on the layout that is applied to the template.

After the document is generated, you can do the following in the document:

• Edit the input fields in the document using Enterprise Contract Assembly. To know more, see Editing Input Fields in a Virtual Document [page 92].

• Add or remove text blocks from a virtual document and change the position of text blocks. These operations depend on how template rules and text block rules are configured. To know more, see the following topics:• Applying Template Rules [page 23]• Applying Text Block Rules [page 24]• Understanding Text Block Groups, Text Block Rules and Move Text Block [page 97]

• Work with alternatives assigned to text blocks in the document. To know more, see Using Alternatives in a Virtual Document [page 95].

• Work with cross-references added to text blocks in the document. To know more, see Using Cross-references in a Virtual Document [page 96].


Working with Virtual Documents

• Work with text block groups in the document. To know more, see Understanding Text Block Groups, Text Block Rules and Move Text Block [page 97].

• Change the layout that is currently applied to the document, by choosing one of the active layouts from the dropdown at the top of the document.

• Download the virtual document to your local device in word format. The document structure and content including the hyperlinks, variables, and so on are maintained in the downloaded document

When you add or remove text blocks from the document, or switch between alternatives, you must choose Refresh Document to get the values for variables from the SAP S/4HANA for enterprise contract management system. It is recommended to add or remove text blocks, and switch the alternatives, before editing the input fields and variables in the virtual document.

Following are the components of the virtual document page:

• Virtual Document Header: This section of the virtual document contains details such as Name and Version number. Depending on the status and mode of a document, the header displays buttons for various actions such as, Edit, Refresh Document, Show Overview , Export to Word, and so on. In addition, the header also displays the last saved details and Document Status .Document status indicates the status of the complete document. It could be Pending, Error, or Completed. .

• Virtual Document: The virtual document is assembled based on the selected template and displayed.• Properties: This tab displays all the properties of a document. When the document is in edit mode, you can

edit its name and description.• Messages: This tab displays success, warnings, information, and error messages that are generated by the

system, while you work with a document.• Document Structure: This tab displays the complete list of text blocks along with the text elements

present in it. When you select a text element in this tab, the focus moves to the selected field in the document.

• Side Tool Bar: The options in this tool bar are specific to a text block. You can use these options to do the following:• Switch alternatives• Remove a text block

Related Information

Understanding Layouts [page 25]Creating a Layout [page 28]Applying a Layout [page 29]Customizing a Layout Using a CSS File [page 30]

User Guide for SAP Enterprise Contract AssemblyWorking with Virtual Documents PUBLIC 91

5.1 Editing Input Fields in a Virtual Document

You can edit the input fields in a virtual document using Enterprise Contract Assembly.

Prerequisites

1. The integration between SAP S/4HANA for enterprise contract management and Enterprise Contract Assembly is done.For more information about the integration, see Connecting to SAP S/4HANA Cloud for legal content in the Administration Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly.

2. The virtual document is created and displayed for editing. If you cannot view the virtual document or perform any actions on it, it means you do not have the required authorizations. Contact the administrator to get the authorizations. For more information about virtual document creation, see Creating Legal Content from Template.

Procedure

1. In the displayed document, choose Edit to modify the input fields in the document.

2. Choose on the left side of the screen, to see the structure of the document.3. Choose the required input field from the Structure pane on the left side of the screen.

The focus moves to the selected field in the document4. Enter the value for the input field.

Press Tab to move the focus to the next input field. This saves the value entered in the input field.

Repeat this step until you have entered values for all the input fields.

NoteWhen an input field used in the document does not exist in the language in which you logged on, the input field label is not available in the respective language. In such cases, the internal name of the input field is displayed.

5. Choose Refresh Document to update the document based on the conditions and update the variables to display latest values.

NoteWhen the conditions defined for a template or its text blocks are executed, one more text blocks present in the template may be removed. When you refresh the document, the removed text blocks will not be included again in the document.

6. Choose Save to save the changes.



https://help.sap.com/viewer/DRAFT/4c795dac855d49139956de1511572545/SHIP/en-US

https://help.sap.com/viewer/DRAFT/e3ab5c17f17e48a8b02372ab747f5358/1909.000/en-US/865cf151e6fd48b884706ab4fbdb8615.html

Remember1. Only after you provide values for all the input fields, and all the variables are updated correctly, the

document will go to Completed status. Until then, the document will be saved only in Pending or Error status.

2. Only after the document moves to Completed status, the Set to Final button will be displayed.3. If the document is in Error status, it indicates that some variables are empty. In such cases, choose

Refresh Document.4. Multiple users can edit the input fields in the document at the same time. But only the latest

changes will be saved in the document. The other changes made before that will be overwritten.

7. Choose Set to Final to move the document to Final status.

After the document is moved to Final status, you cannot edit the document.

5.2 Refreshing a Virtual Document

You can refresh a virtual document to get the latest values for variables and update the text blocks based on defined conditions.

Prerequisites

1. The integration between SAP S/4HANA for enterprise contract management and Enterprise Contract Assembly is done.For more information about the integration, see Connecting to SAP S/4HANA for enterprise contract management in the Administration Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly.


Context

When a virtual document is getting generated, the conditions defined for the template and its text blocks will be processed. Depending on how the conditions are met, the text blocks included in the document are updated.

Also, the variables included in the text blocks of a template in Enterprise Contract Assembly, are replaced with the corresponding values when you generate the virtual document. The values for the variables are retrieved from the SAP S/4HANA for enterprise contract management system and displayed when you view the generated document.




After you generate the document, it may be possible that the values for some or all of the variables included in the document have changed. To ensure that the document contains the latest text blocks and values for variables, refresh the document.

NoteWhen the conditions defined for a template or its text blocks are executed, one more text blocks present in the template may be removed. When you refresh the document, the removed text blocks will not be included again in the document.

Procedure

1. In the displayed document, choose Edit.2. Choose Refresh Document.

After you confirm the warning message in the pop-up window, the refresh of document starts in the system.

After the refresh is completed, depending on how the conditions were fulfilled, the text blocks included in the document may be different. The variables in the document will also display the latest values.

If some or all of the variable values are not retrieved correctly, the Document Status will be set to Error or Pending status. In that case, try refreshing the document again. If the values are still not retrieved from the Enterprise Contract Management system and you have the Expert Editor authorization, you can provide the values.

For category variables, the values can be selected from drop-down.

For table variables, if any values are missing in the table, apart from providing the missing values, the Add Row button will be enabled for adding new rows. Right-clicking in any cell within the table also provides the below options:• Insert Row Above• Insert Row Below• Duplicate Row• Delete Row

After making the required changes to the table variable, choose Save.

When identical table variables (tables with the same set of columns) are used multiple times in different text blocks in a document, any changes to the values in one occurence of the table variable will automatically get updated in all the other occurences. If one or more columns in a table are enabled to display the total value, depending on the values that are retrieved from the Enterprise Contract Management system, the total value is calculated and displayed in the last row.

For structure variables, the variables data is displayed as a simple structure in the document. A structure is a table format with vertical alignment, containing the header in the left column and corresponding values in the right column. When identical structure variables (structures with the same set of variables) are used multiple times in a document, any changes to the values in one occurence of the structure variable will automatically get updated in all the other occurences.

If any text blocks in the document are switched with their alternatives, the switched alternatives will be maintained in the document even after it is refreshed.



NoteWhen any operation such as refresh, recreate, or restore is in progress, the document cannot be edited.

5.3 Using Alternatives in a Virtual Document

After a virtual document is generated, you can view the alternatives assigned to the text blocks in the document and switch between the alternatives.

Prerequisites:



Context:

Within a template, you can assign text blocks as alternatives to other text blocks and provide a risk level for each alternative. The risk level indicates the impact of the alternative if it is used in the document. Following are the risk levels:

• Low• Medium• High• Very High

After the document is generated, you can view the alternatives assigned to each text block and switch between the alternatives.

When you switch between alternatives, you must choose Refresh Document to get the values for variables from the SAP S/4HANA for enterprise contract management system. It is recommended to switch the alternatives, before editing the input fields and variables in the virtual document.

RememberRemoving an optional text block from the document will also remove its alternatives.

Procedure:

1. In the displayed document, choose Edit.2. (Optional) Choose Show Overview in the virtual document header. The (Alternatives Assigned)

information icon appears for all text blocks that have alternatives. When you click the icon, the assigned alternatives are displayed in the Alternatives Library. This enables you to quickly see which text blocks in the document have alternatives assigned to them.Choose Hide Overview to hide the information icon.




Also, within the Alternatives Library, the Alternatives of drop-down displays all the text blocks in the document that have alternatives. You can choose any text block from the drop-down to quickly navigate to it.

3. Select the text block that you want to switch with its alternative and choose the (Switch Alternatives) icon from the side tool bar.The Alternatives Library is displayed with the alternatives assigned to the selected text block.

4. Check the Risk Level and choose the alternative that you want to use in the document.5. Choose Switch.

The selected alternative replaces the original text block in the document. The original text block now appears in the Alternatives Library with the Risk Level as No Risk (Main Text Block).


5.4 Using Cross-references in a Virtual Document

A cross-reference enables you to link one text block to another related section or text block for more information. You can then navigate from the source text block to the related section or text block within the same document. After a virtual document is generated, the cross-references that were added to the text blocks in the template are displayed as links in the document.

Prerequisites:



Context:

A cross-reference can be used to navigate easily from one text block to another related section or text block for more information. When the document is in display mode, the cross-references are displayed as links.

A cross-reference link will be broken if the target section or text block has been removed from the document or it has been replaced because of any condition or alternatives defined for the target text block. If any cross-reference in the document is broken and the document is in edit mode, you can update the cross-reference by choosing a different target.

Procedure:

1. In the displayed document, choose Edit.2. Choose to view the Manage Cross-references dialog.

A complete overview of all the cross-references in the document is displayed in this dialog. You can search the list based on Source Text Block Name or Target Name.

3. Look for invalid cross-references for which the Target Name displays theTarget Not Founderror.





4. Select each invalid cross-reference and click Edit.5. In the Edit Cross-reference dialog, choose a valid section or text block for the Reference To field.6. Save the change.

Repeat the steps to fix all the invalid cross-references. The document can be moved to Final status only after fixing all the invalid cross-references.

5.5 Understanding Text Block Groups, Text Block Rules and Move Text Block

Text Block Groups

A text block group is a collection of text blocks that are part of the same document. It enables you to view all related text blocks in a single place. Groups are created in the template and used in the virtual document.

Within a legal template, you can create a group and assign two or more text blocks that contain related information to the group. When a parent text block is part of a group, all its child text blocks are also part of the same group. Additionally, one or more child text blocks can be part of another group as well.

When you create a virtual document based on the template, you can view all the text block groups in the document and also see the text blocks present in each group. When you try to delete a text block from the group, the entire group along with the other text blocks present in the group will be deleted.

To view the text blocks groups present in the document:

1. In the displayed document, choose Edit.2. (Optional) Choose Show Overview in the virtual document header. The (Groups) information icon

appears for all text blocks that are assigned to groups.3. For the required text block, choose (Show Group) from the side tool bar.

Within the Structure pane on the left, the Text Block Groups tab displays all the groups in the document. The selected text block’s group is highlighted.

Text Block Rules

You can apply rules to individual text blocks existing within a template. The rules that are applied in the template are followed in the virtual document. These rules indicate how text blocks should behave in the document and what actions you can perform on the text blocks.

Following are the currently supported rules:


Can remove text block Indicates the text block is optional.

By default, text blocks cannot be removed from the virtual document.

When this rule is applied to a text block, it means you can remove the text block from the virtual document.



Cannot change text block position Indicates that the location of the text block in the virtual document is fixed.

By default, all text blocks in the document are flexible.

When this rule is applied to a text block, it means you cannot change the position of the text block within the virtual document.

To see the rules applied to various text blocks, edit the document and choose Show Overview in the virtual document header.

If you want to delete any text block in the document, consider the following:

Cannot change text block position rule is applied to maintain fixed position for text blocks in the document

Deleting any text block will insert an empty placeholder in its position and the numbering will remain unchanged to maintain the fixed position.

Cannot change text block position rule is not applied for any text blocks in the document

Deleting any text block will update the numbering in the document structure.

Move Text Block

By default, all text blocks in a document are flexible. You can use the (Move Text Block) option to change the position of text blocks in the document structure. This includes the following actions:

• Increasing the indent for text blocks• Decreasing the indent for text blocks• Moving text blocks up• Moving text blocks down

If the position of a text block has been fixed by applying the Cannot change text block position rule to it, you can move the other text blocks in the document such that the position of the fixed text block is not changed.

5.6 Understanding Statuses and Actions for a Virtual Document

Learn about the various statuses of virtual documents and how each status corresponds to different actions for a user.

Current Status Possible Future Statuses Possible Actions

Edit Mode Pending • Completed

• Error

• Save

• Refresh Document



Current Status Possible Future Statuses Possible Actions

Completed Final • Set to Final

• Save


Error • Pending• Completed

• Save



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User Guide for SAP Enterprise Contract Assembly

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