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Creating and configuring additional contract types

In the Contract types area you can add further configuration parameters to the stored contract types.

You can create additional lists, such as "Costs", for certain contract types.

Please also refer to the following chapters:

Creating contract types

Contracts can be classified by contract types. It is possible to assign different fields to the contract types.

Create the term:

  1. Open the Site settings.

  2. Open the Term Store Management under Site Administration. 

    • Alternatively, you can switch to terminology storage management via the contract management administration interface (contracts-config) in the SharePoint Administration area.

  3. In the Term Store Management Tool open the TAXONOMY TERM STORE of the site collection.

  4. Select the term set ecsContractTypeTerm.

  5. Create a new term by clicking on the term set ecsContractTypeTerm and selecting Create term.

  6. Enter a new name for the term.

  7. Optional: Assign a default label for additional languages by selecting the appropriate language.

  8. Save the new term.

  9. Delete the site data from the memory of your web browser to directly display the changed configuration.

Assigning specific fields to contract types

This step is optional.

It is assumed that the SharePoint columns have already been created previously at the main level of the site collection. Please refer to the chapter Which field types are supported in d.velop contracts for Microsoft 365? in the FAQ.

Open the Site settings.

  1. Open Site content types under Web Designer Galleries. 

    • Alternatively, you can switch to the site content types via the contract management administration interface (contracts-config) in the SharePoint Administration area.

  2. Select Create.

  3. Assign the following properties:

    • Name: Any name.

    • Description: Any description.

    • Select parent content type from: ecsContract.

    • Parent content type: ecsContractContentType.

    • Create this site content type. Select an existing group or create a new group.

    You will be redirected to the administration page of the new site content type.

  4. Add the desired columns.

Define the site content type in the previously created term in the Term Store Management Tool.

Store content type in the Term Store Management Tool:

  1. Open the Site settings.

  2. Open the Term Store Management under Site Administration.

  3. In the Term Store Management Tool open the TAXONOMY TERM STORE of the site collection.

  4. Select the term set ecsContractTypeTerm.

  5. Select the term created in the step above.

  6. Under Advanced, add the Local custom property with the property name ContentType with the value of the title of the site content type you created in the previous step.

  7. Save the new term.

  8. Delete the site data from the memory of your web browser to display the changed configuration directly.

Add the site content type to the existing contract libraries:

  1. Open the settings of the document library Contracts0 or ecsContracts0.

  2. Select Add from existing site content types below the Content types.

  3. Select the Site content type from the Available site content types and add it.

  4. Confirm the selection with OK.

Repeat this process for all libraries whose name begins with Contracts.

Configuring the column order

You can set the order of the columns in the contract details using the order of the content types. The settings of the content type gallery are usually applied to the list content types. If the order is not applied, you must manually set the order in the Contracts0 list, as this list defines the order.

This is how it works 

  1. Open the settings of the document library contracts0 or ecsContracts0.

  2. Select the desired content type under Content types.

  3. Click Column order below the columns.

  4. Adjust the column order as desired.

  5. Confirm the selection with OK.

Note

Empty the contract management cache to apply the changes immediately. 

For additional information, see chapter: Clearing the cache

Using templates to create contract types

In the Contract type templates area under Contract types, you can add pre-defined contract types to your contract management instance.

This is how it works: 

  1. Select the desired contract type.

  2. Click Details. A detailed view opens that shows all the fields that are created with this contract type.

  3. Click Add to instance to add these contract types to your instance.

The contract type is then created in the background. You can close the page if you wish. The contract type will be available to you after a short time.

Configuring contract types in the configuration interface

You can make the following settings for each contract type:

  • Define custom lists

  • Add additional fields to be displayed in the document list

  • Sort the documents in the document list

You have two options for configuration. You can choose between the configuration interface or the advanced configuration (JSON file).

Configuring using the user interface - This is how it works 

  1. Click New or select an existing configuration and select Edit.

  2. From the Select contract types drop-down menu, select the contract types to which this configuration will apply.

  3. Use the Select custom lists drop-down menu to select the additional lists that will be available for contracts of this type.

  4. Use the Additional fields for document list drop-down menu to select the additional columns to display in the document list.

  5. Select the Column for sorting drop-down menu and Sorting the document list to sort the documents in the document list.

  6. Click Save.

Configuring with extended configuration (JSON file) - This is how it works 

  1. Click Extended configuration.

  2. Perform the configuration in the JSON file, which opens in a separate panel.

  3. Please refer to the following chapters regarding the configuration:

Parameter for configuring contract types

You can make the following settings for each contract type:

  • applyToContractTypeTermIds: The expression IDs (Term IDs), of the contract types to which the customLists are added. You can find the ID of the expression in the terminology memory management.

  • customLists:

    • listName: The name of the list, without the number at the end.

      Create the following lists for the sample configuration:

      • CustomNotes0

      • CustomNotes1

      • ecsCosts0

      • ecsCosts1

    • isList: This parameter must currently always be "true".

  • documentDetails: This section refers to the document list within the contract view.

    • additionalFields: Additional fields for the document list are configured here.

      • name: Internal name of the field to be displayed in addition.

    • orderby: Can be optionally specified to customize the default sorting of documents in a contract.

      • fieldname: Internal name of the field to sort by.

      • direction: Specifies whether to sort in ascending ("asc") or descending ("desc") order.

See also the chapter Including additional lists.

Example of configuring contract types

In this sample configuration for the contract types, you will learn how to add more lists to the contract types. These lists are displayed when viewing the contract.

Example configuration for contract types

[
    {
        "applyToContractTypeTermIds": [
            "c607e213-fbe1-40f2-test-3ebee18dfbd8",
            "0ebfda0f-046a-479c-test-eca81328c367"
        ],
        "customLists": [
            {
                "listName": "ecsCosts",
                "isList": true
            }
        ]
    },
    {
        "applyToContractTypeTermIds": [
            "6a2fbb47-56b3-4649-test-c182b9b0863c"
        ],
        "customLists": [
            {
                "listName": "CustomNotes",
                "isList": true
            }
        ],
                "documentDetails": {
            "additionalFields": [
                {
                    "name": "Created"
                },
                {
                    "name": "Modified"
                }
            ],
            "orderby": {
                "fieldname": "Modified",
                "direction": "ascending"
            }
                }
    }
]

Create the lists as described in the chapter Including additional lists.