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 Our Contracts and Subcontracts. You can also create a Clause to add it to your Clause Library and customize the Clause records view by selecting specific columns for display.

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

Audience

• Contracts Suite Users

Prerequisites

• Ensure that Contracts Suite - Sales Cloud Edition is already installed and configured. The version of this package must be 2025.1 or higher.

Searching and Adding Clauses

Notes:

• The renaming of AFFARS to DAFFARS has been incorporated for Clauses with a revision date of July 2023 or later, in accordance with the Department of Defence 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.

1. Navigate to an Our Contracts record page using App Launcher.
   

2. Go to the Clauses tab.
   

3. Specify the Clause Type and Clause Keyword (Number or Title), and then click Search.
   Notes:

   • Depending on your Clause Type selection, the Secondary Clause Type selection may be enabled or disabled based on availability. For example, if you select Clause Type as State and Local, you can choose any U.S. state as the Secondary Clause Type.

   • You can also select the Show Archived Clauses checkbox to view all the Clauses that have been marked as Archived in search results.
     Search results are displayed as per your specified search criteria.

4. Select the Clauses that you want to add to the Our Contract record by clicking the plus icon, and then click Save and Close.

   NOTE

   The 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.

   The Clauses are added. Similarly, you can add other Clauses.

Editing Clauses

NOTE

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

1. Click the pencil icon to edit a Clause record.
   

2. Edit field details and click Save.
   The following Clause Flow options are available:

   Option	Description
   None	Implies the added Clause will be automatically associated with both its child Our Contract records and Subcontracts.
   Does Not Flow	Implies the added Clause will NOT be automatically associated with any of its child Our Contract records or Subcontracts.
   Flows to SubKs	Implies the added Clause will be automatically associated with all its child Subcontracts.
   Flows to BOTH	Implies the added Clause will be automatically associated with both its child Our Contract records and Subcontracts.
   Flows to TOs	Implies the added Clause will be automatically associated with all its child Our Contract records.

Removing Clauses

NOTE

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

Deleting a Clause When the Contract is in 'Draft'

When the Record Status field on the Contract is set to Draft, the following occurs when deleting a Clause:

1. Click the delete icon.
   

2. Click OK on the confirmation message.
   The Clause is deleted.

Removing a Clause When the Contract is not in 'Draft' and Approved

When the Record Status field on the Contract is set to any value other than Draft, the following two scenarios occur when deleting a Clause:

When the Current Open Mod is Different From the Mod in Which the Clause was Added

1. Click the delete icon.
   

2. Click OK on the confirmation message.
   The Clause is removed and moved to the Removed Clauses section.
   

When the Current Open Mod is Same as the Mod in Which the Clause was Added

1. Click the delete icon.
   

2. Click OK on the confirmation message.
   The Clause is deleted and is not moved to the Removed Clauses section.

Viewing Clauses

NOTE

The changes made by a user to their View only affect their View of the table and do not impact other users' Views.

1. Click Arrange Columns to customize the column view of your Clause records.
   The Manage Clause Table Columns popup window opens.

2. Select the fields that you wish to view as columns, click the right arrow icon, and then click Done.
   Notes:

   • You can rearrange the order of the selected fields to be displayed as columns using the upward and downward arrow icons.

   • You can choose a maximum of up to 10 fields to be added as columns.

   • You can also remove a selected field by clicking the left arrow icon.

   The selected field displays as a column for all your Clause records.
   

Creating Clauses

1. Click New Clause.
   

   NOTE

   If a user does not have the Clause Create permission, then the New Clause button will be disabled.

2. Specify details such as Number and Clause Type, along with other optional details, and click Save. Note that the Revision Date and Archived fields are visible in this window.
   The Clause is created.

   NOTE

   When Contract Clauses are added to a Contract with Record Type field value as IDIQ and the Clause Flows field is left blank or has a value of Does Not Flow, then Flows to TOs is assigned by default. For all other Contract record types, the default value set by your admin is assigned to the Clause Flows field by default.

   

   IMPORTANT

   If a user has the Clause Create permission but does not have the Contract Clause Create permission, then the following Warning! message will display.

   

3. When creating a Clause its corresponding Clause record is added to the Clause Library. To view this record, navigate to Clauses using App Launcher and open your newly created Clause record.
   Notes:

   • The Revision Date and Archived fields are visible on this page.

   • Alternatively, you can mass upload Clauses into your Clause Library either locally or by using an Excel file provided to you by TechnoMile Support.

Clause Flowdown on Updates

When the Parent Contract field of a Contract record is updated, the Contract Clauses from the parent automatically flow down to the child record without generating duplicates. This applies for Subcontracts and Proposals as well.

Using Clauses on Subcontracts

Similarly, perform the same steps as listed above to use Clauses on Subcontracts.

Clause Flows from Our Contracts to Subcontracts

Subcontracts Flowdown field

The Subcontracts Flowdown field determines whether or not a particular clause flows down to Subcontracts.

If Subcontracts Flowdown field value is Required, then irrespective of the value that you select in the Clause Flows field, a Clause flows down to its Subcontracts.

Moreover, if the Subcontracts Flowdown field value is either Required when applicable or Optional, then the value that you select in the Clause Flows field determines whether a Clause flows down to its Subcontracts or not.

NOTE

Users need to have permission to manage Clauses to make changes, which should only be done manually on client-created Clauses. TM Library Clauses automatically inherit information from the Clause library and should not be manually modified.

Creating Subcontracts with Flowdown Clauses

1. Navigate to an Our Contract record page using App Launcher and then click Subcontracts in the Related List Quick Links section.
   

2. To create a new Subcontract under an Our Contract record, click New.
   

3. Choose a Record Type and click Next.
   

4. Specify the following mandatory fields and click Save And Activate.

   • Subcontractor Name

   • Subcontract Number

   • Subcontract Status

   • Subcontract Type

   • UEI

   • CAGE Code

   • TA/MOU

   • Workshare Commitment
     
     The Subcontract is created.

5. Go to the Clauses tab. All the Clauses with the Subcontracts Flowdown field specified as Required are cloned into this Subcontract.
   Similarly, you can perform steps 1 - 4 again to create new Subcontracts with Flowdown Clauses.

Viewing Reports on Clauses

1. Navigate to Reports using App Launcher.

2. Click All Folders and then click Contracts Suite Reports.
   

3. To open a report, click on a specific report Name such as All Clauses by Clause Type.
   

All Clauses by Clause Type Report

All Clauses by Clause Type report displays the total record count of Clauses associated with their respective Our Contract records and Subcontracts, grouped by Clause Type.

Similarly, you can open and view all other reports on Clauses as listed below.

All Clauses by Contract Vehicle Report

All Clauses by Contract Vehicle report displays the total record count of Clauses grouped by Our Contract.

All Clauses by Subcontract Report

All Clauses by Subcontract report displays the total record count of Clauses grouped by Subcontract.

Contract Clauses by Clause Type Report

Contract Clauses by Clause Type report displays the total record count of Clauses associated with their respective Our Contract records grouped by Clause Type.

Subcontract Clauses by Clause Type Report

Subcontract Clauses by Clause Type report displays the total record count of Clauses associated with their respective Subcontracts grouped by Clause Type.

All Archived Clauses

All Archived Clauses report shows all the clauses that are archived in the Org.