In the ‘Revision proposals’ section under ‘View contract’, you can make revision proposals on active contracts as well as view and edit the proposals and revisions already made. The purpose of the revision proposal process is to make the necessary changes to the content of an active contract. The revision proposal can be targeted at specific terms and conditions of an active contract as well as contract attachments (items that will be included in the actual contract document). In other regards, a contract item can be edited using the ‘edit’ feature.


Preparing a revision proposal and accepting or rejecting the revisions 

A revision proposal is always first made in the form of an internal proposal, which the person in charge of contract or the system administrator can then accept or reject. The changes made via a revision proposal will be versioned on the ‘History’ tab.


Add new revision proposal 


a) To create a revision proposal, click ‘Create revision proposition’



b) In the overview view, click ‘Add’ under ‘Revision proposals’




Click ‘Create revision proposition’ or ‘Add’ to create a revision proposal: 

  • Basic information 

  • Contract attachments 

  • Terms and conditions 

  • Send


Note! The revision proposal can only be saved when at least one need for revision targeted at specific terms and conditions or contract attachment has been defined in it.


Basic information: 

Enter a name and description for the revision proposal on the ‘Basic information’ tab 

  • Name 

  • Description



Contract attachments: 
 
From the ‘Contract attachments’ tab, you may select the contract attachment(s) to which you want to assign the change proposal and propose changing or replacing the existing attachments. 

  • Propose adding a new attachment: 

    • In the resulting window, upload a file from your computer or use drag and drop to add the file to the upload window 

  • Propose replacing an attachment: 

    • Click ‘Propose replacing this attachment’ 

    • In the resulting window, upload a file from your computer or use drag and drop to add the file to the upload window 

  • Propose removing an attachment: 

    • Click ‘Propose removing this attachment’

  • Comment the revision proposal: 

    • Click ‘Comment the proposition’ 

    • Enter your comments and click ‘Save’ 

  • Cancel the revision proposal: 

    • Click ‘Cancel revision proposal’


When the revision proposal has been saved, the proposed changes to contract attachments are saved on the revision proposal. 



Terms and conditions: 
 
In the ‘Terms and conditions’ tab, you may propose revisions directly to the structured contract segments.

  • Propose adding new terms and conditions: 

    • Click ‘Propose adding a new terms and conditions’ 

    • In the ‘Create new terms and conditions’ window that appears, define the data type, name and content for the terms and conditions 

  • Propose adding new terms and conditions from contract records: 

    • Click ‘Suggest adding a terms and conditions from library’ 

    • From the pop-up window displayed, select the terms and conditions you want to add 

  • Propose new value:

    • Click ‘Propose new value’ 

    • Make the necessary changes and click ‘Save’ 

    • The modification notice now displays the old and new content side by side 

  • Propose removing a segment: 

    • Click ‘Propose removing this segment’ 

  • Comment the revision proposal: 

    • Click ‘Comment the proposition’ 

    • Enter your comments and click ‘Save’ 

  • Cancel the revision proposal: 

    • Click ‘Cancel revision proposal’ 


When the revision proposal has been saved, the proposed changes to terms and conditions are saved on the revision proposal. 



Sending the revision proposal 


When you have entered the revision proposals concerning contract attachments and/or terms and conditions you want to make, click ‘Save’ to save our revision proposal. 


  • After saving, the revision proposal is sent to the person in charge of the contract for information 

  • Enter a subject and description for the revision proposal 

  • Click ‘Send the revision for review to the person(s) in charge of the contract’ to send the revision proposal for approval to the persons in charge of the contract 



Viewing, editing and removing revision proposals 


To view and edit revision proposals:

  • Click ‘Edit’ 

  • Make the necessary changes and click ‘Save’



Removing a revision proposal 

Only an incomplete revision proposal can be removed. 

  • Click ‘Remove’



Accepting and rejecting a revision proposal and change notifications 


Revision proposals are addressed to the person in charge of contract, who can accept or reject specific items in the revision proposal and state the reasons for their decision. The person in charge of contract may accept the changes, in which case a new version of the contract is created, or reject all changes and leave the contract as is.  The revision proposals are also displayed on the ‘History’ tab. 


Accepting a revision proposal 

Users may accept or reject individual revision proposal segments and state the reasons for their decision. 

Select the revision proposal you want to process from the list and click ‘Edit’


Accepting specific terms and conditions or contract attachments 

  • Select the item you want to process 

  • Click ‘Accept’ 

  • Enter your reasoning if applicable and click ‘Accept’



Rejecting specific terms and conditions or contract attachments 

  • Select the item you want to process 

  • Click ‘Reject’ 

  • Enter your reasoning if applicable and click ‘Reject’



Accept/reject 

When the revision proposals have been processed, the final contract amendment will be made based on the processing on the ‘Accept/Reject’ tab 

Note! Accepting a revision proposal will change the content of the contract immediately 

  • Click ‘Accept and change contract’ or ‘Reject and leave contract as is’ 

  • After the final acceptance/rejection of the changes, the person in charge may add their reasoning and confirm the contract amendment 

  • When the contract amendment had been accepted, the system will notify the user that a change has been made and the person in charge may proceed to announce the change



Restoring changes 

  • The previous version of the contract can be restored after making a change 

  • This is done separately for each accepted revision proposal by undoing the changes accepted with the revision proposal concerned 

  • Click ‘Revert and change contract’ 

NOTE! Restoring a revision proposal will change the content of the contract immediately



Change notification 

Announcing an accepted change 

  • Add recipients 

  • Attachments 

  • Contract pdf document 

  • Message subject and accompanying text * 

    • When you have filled out the necessary details, click ‘Send message’