© 2010 Ariba, Inc. All rights reserved.

Style Mapping and Document Properties – Ariba Contracts Professional – Session Two

Jasna Sadikovic– Solution Consultant

International Dial In Number: 404.631.6015Toll-Free Dial In Number (U.S and Canada): 866.240.5149

Conference Code: 770.772.8575#

© 2010 Ariba, Inc. All rights reserved.

• Document template design• Bookmarking• Importing a new main agreement into Contracts Pro• Recommended steps to building a new document

template• Document template creation demo• Recording Link: https://

aribameetings.webex.com/aribameetings/lsr.php?AT=pb&SP=EC&rID=47695697&rKey=59b5677f367afa98

Session One – Summary

© 2010 Ariba, Inc. All rights reserved.

Session Two – Agenda

• Style Mapping – What is it?• Document Properties in Ariba – What they are?• Recommended steps for Style Mapping and

Document Properties• Demonstration

Style Mapping Document Properties

© 2010 Ariba, Inc. All rights reserved.

Managing Your ContractsContract Workspace

© 2010 Ariba, Inc. All rights reserved. © 2010 Ariba, Inc. All rights reserved. 4

What is a contract in Ariba?What is a contract in Ariba?• Overview – High level information

about the contract such as description, who “owns” the contract, data to track/report/…

• Contract Attributes: Who the contract is with, agreement date, Amount…

• Term Attributes: Effective/Expiration dates, Notifications…

• Tasks: The process used to put the contract in place & manage ongoing activities

• Documents: All documents associated with the contract

• Team: All those who collaborate on the contract

It’s much more than just a document!

It’s much more than just a document!

Contract “Project”Contract “Project”

OverviewOverview

Contract AttributesContract

Attributes

Term Attributes

Term Attributes

TasksTasks

DocumentsDocuments

TeamTeam

AnalysisAnalysisRepository, Management

& ComplianceRepository, Management

& Compliance

What is Style Mapping?• Enables you to enforce a uniform corporate look and feel for contract

documents. • With style mapping, you link Microsoft Word format styles to sections and

clauses in Main Agreements and/or Contract Addendums.

Supported in Ariba• 1 Section

1.1 Clause 1.2 Clause 1.1 Sub-Section

– 1.1.1 Sub-Section» 1.1.1.1 Clause» 1.1.1.2 Clause

• 2 Section

NOT Supported in Ariba• 1 Section

1.1 Clause 1.2 Clause

– 1.2.1 Sub-Clause (not supported) 1.1 Sub-Section

– 1.1.1 Sub-Section» 1.1.1.1 Clause» 1.1.1.2 Clause

• 2 Section

What are Document Properties?

• Defined as fields containing contract data/attributes, which can be dynamically provided a.k.a. ‘pushed’ in Word files. There are Read-Only or Editable Fields

– Read Only Fields: The system pushes contract attribute value from Workspace to Word document. If a modification occurs in Word, the change is not reflected in contract attribute.

– Editable Fields: The system pushes the attribute value from Workspace to Word document as well; however if a modification occurs in Word, the corresponding change is updated in the contract attribute.

© 2010 Ariba, Inc. All rights reserved.

Contract Attribute = Fields on the Overview screen of the Workspace

Read Only Fields (Document Properties)

• Contract ID • Contract Status • Contract Title • Commodity • Region • Client• Buyer Name • Buyer Address - Lines (the street address lines) • Buyer Address - City • Buyer Address - State • Buyer Address - Postal Code • Buyer Address - Country Name• Supplier Name • Supplier Address - Lines (the street address lines) • Supplier Address - City • Supplier Address - State • Supplier Address - Postal Code • Supplier Address - Country Name

Read Only Fields may be inserted multiple times in a document.

For example, Supplier Name may be needed at the beginning of a

Main Agreement/Contract Addendum as well as bottom in the

signature box.

Editable Fields (Document Properties)

• Agreement Date • Effective Date • Expiration Date

Editable Fields may be inserted only once in a Main

Agreement or Contract Addendum. For example, the

Effective Date can either reside at the beginning,

middle or the end of an agreement.

© 2010 Ariba, Inc. All rights reserved.

• Develop a Style Mapping template in Word

• Feel free to utilize the attached one and modify as necessary.

To enable Style Mapping in Word, select Format > Styles and Formatting.

Click on the style you want to modify i.e. Content 1 or Title 1, select the arrow pointing down, followed by Modify…

– Pick the Font and Font Size– Under Format button, you may change Paragraph

settings, Numbering, etc.

Style Mapping Example

Recommended Steps for Style Mapping

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Recommended Steps for Style Mapping

Once the Main Agreement or Contract Addendum is uploaded, on the Outline View, select Set Up Style Mapping. Ideally the loaded document is style mapped (refer to previous slide).

Clicking each radio button under Sections, select the Style of your choice. On the right hand side, the system will bold out which section you’re currently style formatting.

The Styles will be displayed once selected.

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Recommended Steps for Document Properties i.e. Fields

Next, the Document Properties fields will be set up. From Actions, select Set Up Document Properties (You may have to generate the document by opening it up in Word before properties can be set up.)

From the right hand side windows, select the fields you’d want to be available in Word by selecting the field name i.e. Customer Name, and clicking on the double arrow pointing to the left.

Repeat the action for each field you’d like to be added. Click OK.

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Recommended Steps for Document Properties i.e. Fields

Open the Main Agreement or Contract Addendum in Word. Set the cursor where field is to be added. In this example it will be the Customer Name. From the Insert menu, select Field.

On the Field Names list, scroll a little until you see DocProperty. Select caCustomer, and click OK.

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Recommended Steps for Document Properties i.e. Fields

Next, we’ll add the address for the Customer Organization. Repeat the same action for inserting the Field, and DocProperty.

The four CorporateAddress fields, namely Lines, City, State and Postal Code are automatically alphabetized. This means, the order they will be added in Word changes. A typical address is written as follows: Organization Name (caCustomer) Address (Lines) City, State, Postal Code

In Word, Corporate Address fields are listed in the order below, and you will insert each field separately:1. City (place the cursor and add the field SECOND)2. Lines (place the cursor and add the field FIRST)3. Postal Code (place the cursor and add the field FOURTH)4. State (place the cursor and add the field THIRD)

You may also color highlight each field.

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Recommended Steps for Document Properties i.e. Fields

The Editable fields, namely Effective and Expiration dates, are placed at the bottom of the Word document. These will have to be cut and pasted in a desired location. Also, remember, they can only be utilized once in a document unlike the Read Only fields.

Click on one of the grey brackets to view the field name. Cut it, scroll up, place the cursor to the chosen location and paste. Repeat the same for the second field.

In addition, one additional Editable field can be added as well, which is Execution Date; however in this example we left it out.

Once all fields are aligned, accept all changes in Word, save and close the document.

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Recommended Steps for Document Properties i.e. Fields

Ariba will recognize the changes made. Click on What do you want to do? question, followed by Update the Contract Workspace with your changes.

Click Save.

Click Done.

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Recommended Steps for Document Properties i.e. Fields

On the template screen, click on Create My Test Project.

Populate the required fields, including Customer, Effective and Expiration dates (fields just added in Word). Click on Create Test.

Once the Workspace is generated, in the Documents area, click on the Word icon of the Main Agreement or Contract Addendum and open it. All yellow highlighted text are the contract attribute values pushed into the Word document. Once again, please note, these style mapping and document properties guidelines apply for both Main

Agreement and Contract Addendum.

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Style Mapping and Document Properties Demonstration

• Set up Style Mapping Open Workspace template, Load Main Agreement, Outline View,

Actions, Set up Style Mapping• Open the Agreement in Word and close• Set up Document Properties i.e. Fields

View Details of Main Agreement, Outline View, Actions, Set Up Document Properties

Open Agreement in Word, place cursor in desired spots and add Read Only Fields

– Color highlight the fields Copy and Past Effective and Expiration Fields

• Create a Test Project