COBBLESTONE SOFTWARE

Contract Insight — User Guide

Online Document Editing

07. End Users - Contracts › Contract Attachments › Online Document Editing

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Contract Insight lets you edit a record's Word attachments online, without downloading them first. Editing starts from the file row on a record's Attachments & Templates tab, either from the quick-action icons on the row or from the Edit & collaborate section of the file's Document tools window.

There are three ways to edit online: Collaborative edit ("Edit with colleagues and outside parties at once") opens the file in the Collaborative Online Editor (COE); Edit with VISDOM ("Review, redline and co-edit with VISDOM at your side") opens the file with the VISDOM AI assistant alongside; and Edit in Word opens the file in Word Online once OneDrive is connected. Files that are currently being edited together show an In a joint process tag. Administrators control the COE's sidebars, collaborator invitations and Gateway sign-in in Administration › Application Settings › Collaborative Online Editor.

2. Key Elements

• Row icons: each file row on the Files / Attachments list has a Document tools (briefcase) icon, an Edit with VISDOM icon and a Collaborative edit icon next to Download.
• In a joint process tag: shown under a file name when "People are editing this document together right now".
• Document tools › Edit & collaborate: Collaborative edit, Edit with VISDOM and Edit in Word.
• Connect OneDrive (Document tools › Copies & conversions): must be done before Edit in Word becomes available.
• Collaborative Online Editor settings (Administration › Application Settings, 5 settings): COE Confidentiality Policy, COE Help, COE Website Address, Disable E-Mail Collaborators and Require Customer Contact Login.

3. Opening a Contract's Attachments

1. From the Contract Insight homepage, hover over the Requests/Contracts icon in the left navigation bar.
2. Select Contracts.

3. On the Contracts list, locate the record (use the Search box if needed) and click Manage.

4. On the record, click the Attachments & Templates tab. The Files / Attachments list shows every file attached to the record.

4. Editing a File from the File Row

1. On the Attachments & Templates tab, find the file you want to edit.
2. Click one of the icons next to Downloadon that row:
   • Collaborative edit (screen icon): opens the file in the Collaborative Online Editor, where colleagues and outside parties can edit at the same time.
   • Edit with VISDOM (sparkle icon): opens the file for review, redlining and co-editing with VISDOM at your side.
   • Document tools (briefcase icon): opens the Document tools window with all editing options (see Section 5).
3. Check for an In a joint process tag under the file name. It means people are already editing the document together, so join that process rather than starting a separate edit.

Note: Only Word documents (and .rtf/.txt files) can be edited online. On a PDF row, the VISDOM icon is unavailable and its tooltip explains why.

5. Editing a File from Document Tools

1. On the file row, click the Document tools (briefcase) icon.
2. In the Document tools window, check the file details at the top (file type, version, size and who added it). If someone has the file checked out, you see that here.
3. Under Edit & collaborate, choose how to edit:
   • Collaborative edit: edit with colleagues and outside parties at once in the Collaborative Online Editor.
   • Edit with VISDOM: review, redline and co-edit with VISDOM at your side.
   • Edit in Word: edit the file in Word Online.

4. If Edit in Word is greyed out, OneDrive is not connected yet. Under Copies & conversions, click Connect OneDrive and complete the sign-in, then return to Edit in Word.
5. When you finish, click X to close the Document tools window.

Tip: Hover over any option in the Document tools window to see a short description of what it does.

6. Configuring the Collaborative Online Editor (Administrators)

1. From the Contract Insight homepage, click the Administration icon at the bottom of the left navigation bar.
2. Click Application Settings.
3. In the Categories list, select Collaborative Online Editor.
4. Click Edit content next to COE Confidentiality Policy or COE Help to set the HTML shown in the editor's confidentiality policy and help sidebars.
5. Review COE Website Address, the web address of the COE site. This setting is set and maintained by CobbleStone's system, so do not change it.
6. Switch Disable E-Mail Collaborators on to stop collaborators being invited by e-mail only.
7. Switch Require Customer Contact Login on to require customer contacts to sign in through the Vendor Client Gateway before they can access a collaborative process.
8. Click Save changes, or Discard to cancel all pending changes.

Note: A change in Application Settings takes effect for everyone as soon as it is saved.

7. Quick Reference Summary