Clause Management User Guide

Change Summary

Overview

You can use TechnoMile's Contracts Suite Clause Management feature to search, select, and add specific Clauses for review on all your Contracts and Subcontracts. You can also create a Clause to add it to your Clause Library.

You can also use the Key Clauses feature to select specific Clauses from your Clause Library for review on all Contracts, Proposals, and Subcontracts.

This document is a step-by-step guide on how you can use Clauses on Contracts, Proposals, and Subcontracts.

Audience

• Contracts Suite Users

Prerequisites

• Ensure that TechnoMile’s Contracts Suite is already installed and configured. The version of this package must be 2026.1 or higher.

Search and Add Clauses from Clause Library

NOTES:

• AFFARS is now renamed to DAFFARS for Clauses with a revision date of July 2023 or later, in accordance with the Department of Defense guidelines.

• DAFFARS Clauses with a revision date prior to July 2023 will remain named as AFFARS but will be marked as archived once the Clause Library is updated.

• Users can still add these archived versions to Contracts as AFFARS Clauses.

• Clause Type search drop-down has been updated to display all Agency Clause Types with the release version 2025.2 or later.

1. Login to your Microsoft Dynamics instance.

2. Go to Contracts and open a Contract Record.
   

3. Go to the Contract Clauses tab and click Search Clauses.
   

4. To view Clauses of a specific type, select an option from the Select Clause Type drop-down. You can then refine the results by entering a Revision Year or Alternate. To find a specific Clause, search using a Clause Keyword (Number or Title).Search results display based on your specified search criteria.
   

   NOTE:

   • Secondary Clause type field is enabled only when the Select Clause Type field is set to State and Local.
     

   • You can also select the Show Archived Clauses checkbox to view all the Clauses that have been marked as Archived in search results.

5.  Select the Clauses that you want to add to the Contract record and click either Save and Close or Quick Save.

   NOTES:

   • Quick Save adds the Clause and allows you to continue adding more Clauses.

   • Save and Close saves the Clause and closes the window.

   • Revision Date column in this window displays the month and year when the government last made an update to the Clause Summary of a Clause record.

   Clause is added.
   Similarly, you can add other Clauses by repeating steps 4 and 5.

Edit Clauses using Form

NOTE:

You can edit only the Clauses within a Contract (Contract Clauses and Contract Specific Clauses) and not the Clauses in the Clause Library.

1. On the Contract Clauses tab of a Contract record, select a Contract Clause record and click the pencil icon to edit the record.

2. Edit field details such as Flow Down and click Save & Close.The following Flow Down options are available:

Edit Clauses using Contract Clauses tab

You can also edit the Flow Down field value of a Contract Clause directly on the Contract Clauses tab. Note that exactly the same field .i.e. only Flow Down is editable in the grid view, which is also editable on the form page of a Contract Clause record.

1. On the Contract Clauses tab, select a Contract Clause, click under its Flow Down column, and select a value such as Subcontract.
   
   Flow Down value is updated for the selected Contract Clause.
   Similarly, you can edit multiple column field values of a Contract Specific Clause directly on the Contract Clauses tab. Note that exactly the same fields (mentioned below) are editable in the grid view, which are also editable on the form page of a Contract Specific Clause record.

2. Select a Contract Specific Clause and click under any of its editable column fields such as Number, Clause Type Name, Title, Revision Date, and Flow Down to edit their respective values.
   
   Column field values such as Clause Type Name and Flow Down are updated for the selected Contract Specific Clause.
   

   You can identify non-editable fields in the grid by hovering over a field value as highlighted below.
   

Remove Clauses

NOTE:

You can remove only the Clauses within a Contract (Contract Clauses) and not the Clauses in the Clause Library.

Delete Clauses when Contract is in Draft

When a Contract is set to Draft, the following occurs when deleting a Clause:

3. On the Contract Clauses tab of a Contract record, select a record and click Delete Contract Clause. 

4. Click Delete on the confirmation message.
   Clause is deleted.

Remove Clauses when Contract is not in Draft

When a Contract is set to any value other than Draft, the following occurs when deleting a Clause:

1. Select a record and click Remove. 

2. Click OK on the confirmation message.
   

3. Click OK again.
   Clause is deleted and is moved to the Removed Clauses section. The Contract Clause record's Mod Removed field is updated with the most recent Modification, Date Removed field is set to the current date and time, and Clause Flows field is changed to Does Not Flow. 

   NOTES:

   • To restore a Clause from the Removed Clauses section, click Restore.

   • When a Clause is restored, the Mod Removed and Date Removed fields are cleared, while the original Mod Added and Date Added field values are retained and remain unchanged.

   • If the values for Mod Added and Mod Removed fields are identical or both fields are blank, the system allows the user to delete the Contract Clause record.

   • To delete the Clause record, select the Clause record, click Delete Contract Clause, and confirm the action by clicking Delete.

     

     

Create Contract Specific Clauses and Contract Clauses

There are two types of Clauses:

• Contract Clauses: Brought from the Clause Library

• Contract Specific Clauses: Newly created and not part of the Clause Library

1. On the Contract Clauses tab of a Contract record, click New Contract Clause.
   

2. Specify details and click Save and Close.
   Contract Specific Clause is created.

   NOTE:

   To add a Contract Clause instead, enter a value in the Clause Library field. The remaining fields are automatically populated once this value is entered.

   

Create Clauses in Clause Library

1. On a Contract record, click the vertical ellipses icon and then click New Clause.
   

2. Specify details and click Save & Close.
   Clause is created and added to Clause Library.

   NOTES:

   • Fields marked by the red asterisk (*) sign are mandatory.

   • If a user does not have write access to the Clause Library, then the New Clause button will not be visible.

   • You can also create a new Clause by going to Clauses, clicking New, and following steps 1 and 2.
     

Using Proposal Clauses on Proposals

1. Go to Proposals and open a Proposal record.
   

2. Go to the Proposal Clauses tab and click Search Clauses.
   You can perform the same steps as listed in the Search and Add Clauses from Clause Library section to use Clauses on Proposals.

Using Subcontract Clauses on Subcontracts

1. Go to Subcontracts and open a Subcontract record. 
   

2. Go to the Subcontract Clauses tab and click Search Clauses.
   You can perform the same steps as listed in the Search and Add Clauses from Clause Library section to use Clauses on Subcontracts.

Clause Flow Down from Parent to Child Contracts

The Clause Flow Down feature ensures that important Clauses from a Parent Contract are automatically applied to related Child Contracts (such as Task Orders or Subcontracts). When the Parent Contract field of a Contract record is added or updated, the Contract Clauses from the Parent automatically flow down to the Child record without generating duplicates.

Configure Clauses for Flow Down

To create flow down Clauses:

1. Open a Contract record and go to the Contract Clauses tab.

2. Open the Clause you want to configure for Flow Down.

3. In the Flow Down drop-down, select the Child Contract Type to which this Clause should flow down. For example, Subcontract or Task Order. 

4. Click Save & Close.
   Clause's Flow Down field is updated. 

Manually Add/Update Parent Contract Field

Parent Contract field on a Contract record (such as a Task Order or Subcontract) can be manually added or updated to trigger the flow down of related Clauses.

Task Orders

The steps below demonstrate how Clauses from the assigned Parent Contract flow down to the Task Order record and how updating the Parent Contract field causes Clauses from the new Parent Contract to flow down as well,

1. Open a Contract record.

2. Go to the Task Orders tab and click New Contract to create a new Task Order record (Child Contract record).
   

3. Specify the required details and click Save. 

4. Open the new Task Order record.
   

5. Go to the Contract Clauses tab.
   You will see the Clause that has automatically flown down from the Parent Contract.
   

6. Go to the General tab of the Task Order record, update the Parent Contract field, and click Save.
   

7. Go back to the Contract Clauses tab.
   You will now see Clauses that have flown down from the newly updated Parent Contract.

   NOTE:

   Clauses from the previous Parent Contract are not automatically removed. If they are no longer needed, you must delete them manually.

   

Subcontracts

The steps below demonstrate how Clauses from the assigned Parent Contract flow down to the Subcontract record:

1. Open a Contract record.

2. Go to the Subcontracts tab and click New Subcontract to create a new Subcontract record (Child Contract record).
   

3. Specify the required details and click Save. 

4. Open the new Subcontract record.
   

5. Go to Subcontract Clauses tab.
   You will see the Clause that has automatically flown down from the Parent Contract.
   

6. Go to the General tab of the Subcontract record, update the Contract Name field, and click Save.
   

7. Go back to the Subcontract Clauses tab.
   You will now see Clauses that have flown down from the newly updated Parent Contract.

   NOTE:

   Clauses from the previous Parent Contract are not automatically removed. If they are no longer needed, you must delete them manually.

   

Use Case

When creating a new Contract record using Transform Copilot, the Parent Contract field is not available during the initial creation, so Clauses from the Parent do not flow down automatically. After the Contract is created, you can manually add the Parent Contract to the record, and the related Clauses will flow down to the Child Contract without creating duplicates.  

View Contract Clauses Associated with a Contract Mod

The Contract Clauses tab on a Contract Mod enables you to track all Clause-related activities specific to that Modification. This includes Clauses that have been added or removed.

To view Clauses specific on a Mod:

1. Open a Contract record.

2. Go to the Contract Mods tab and open a Mod record for which you want to view the associated Clauses.
   

3. Go to the Contract Clauses tab.
   All Clause-related activities specific to the Mod display.