SAP S/4HANA Cloud for Enterprise Contract Assembly – Frequently Asked Questions

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SAP S/4HANA Cloud for enterprise contract assembly is a cloud solution on SAP Cloud Platform that enables users to manage templates and text blocks for various legal transactions. Enterprise Contract Assembly also integrates with SAP S/4HANA for enterprise contract management to generate and view virtual documents based on these templates.

To learn more about the product, visit the product page on the SAP Help Portal.

Following is a list of frequently asked questions:

• How can I create a new template?

See the following topic in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:

Creating a Template

• How can I create a new text block?See the following topic in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:
  
  

  Creating a Text Block

  
  


• Can I copy an existing template?No. You cannot copy a template and use it to create a new template. You can save a new version of the existing template.


• Can I copy an existing text block?No. You cannot copy a text block and use it to create a new text block. You can save a new version or a new variant of the existing text block.


• How can I replace a text block which is existing in a template?
  
  To replace a text block with a different one, remove it from the template and insert the new text block.For more information, see the following topics in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:Removing a Text Block or Section from a Template
  Inserting a Text Block into a Template
  
  You can also replace a text block with its variant.
  
  For more information, see Switching Between Variants of a Text Block.


• How do I exit the edit mode while working with a template or text block?

Choose < on the top left corner of the app header.

• What is the difference between the Side tool bar, Actions tool bar, and Editing tool bar?The Side tool bar and Actions tool bar give you options to work with the sections and text blocks in a template. The Editing tool bar gives you options to format the text within the text blocks. Following table lists the options provided by the various toolbars:
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  

  Toolbar	Options Provided
  Side tool bar	Create a draft version of the clause Perform various actions such as Archive, Send for Approval, and so on Create a new variant Set status of text block Remove a text block Change the settings of a text block Show variants Show notes Show properties
  Actions tool bar	Create new text block Create new section Insert text block from library Indent text blocks and sections Move text blocks and sections up or down in the template Delete a section
  Editing tool bar	Format text as normal text or title Insert ordered and unordered lists Indent and outdent lists Insert text elements

  
  

• Where can I see the list of templates in which a text block is used?Currently, it is only possible to view the number of templates in which a text block is used.
  In the Manage Templates app, you can view this number in in-line mode or standalone mode:In-line Mode:
  1. Open a template
  2. Choose the properties icon on the left side of the screen to open the Properties tab.
  2. Select a text block within the template and check the Used In Templates property in the Properties tab.
  
  Standalone Mode:
  1. Open a template and choose Show Library. The Text Block Library pane appears on the right side of your screen.
  2. Search and locate the required text block from the available list. Click the text block title to open the text block in a new page.
  3. Choose the properties icon on the left side of the screen to open the Properties tab.
  Check the Used In Templates property in the Properties tab.


• When I create a new version of a text block, will the new version be updated automatically in all the templates where the text block is used?No. After you create a new version of a text block, when you edit a template containing an older version of the text block and select that text block, you will be notified that a new version now exists. You can then choose to see a preview of the new version or use it directly in your template.
  This must be repeated for all the templates where the text block is used.


• Can I create multiple templates or text blocks with the same name?Yes. More than one template or text block can have the same name.
  You can identify a template or text block using the unique ID that is assigned to it, when you create the template or text block. The ID is displayed next to the name of the template or text block.


• What is the difference between in-line mode and standalone mode of a text block?You can work with text blocks in two different modes, as follows:- In-line mode: Editing a template and making changes to the text block within the template view.
  - Standalone mode: Accessing the text block from the Text Block Library and making changes to it.


• What are the actions I can perform on a text block in in-line mode?You can perform the following actions on a text block in in-line mode:- Create a new version
  - Create a new variant
  - Send for Approval
  - Approve and Release
  - Archive
  - Remove text block from template
  - Add notes
  - Change properties


• What are the actions I can perform on a text block in standalone mode?You can perform the following actions on a text block in standalone mode:- Save as a new version
  - Save as a new variant
  - Send for Approval
  - Approve and Release
  - Archive
  - Restore an older version or revision
  - Delete text block from text block library
  - Change properties


• What is the difference between a text block and a section?
  
  
  
  
  
  
  
  
  
  
  
  

  Text Block	Section
  A text block is a passage of text in a template or a document with a specific meaning. For example, a text block can include content related to taxes. Templates contain a combination of text blocks and their variants.	A section contains a title followed by a collection of text blocks. It enables you to group together text blocks that contain related content. For example, your template or document can have a section called "Terms & Conditions" that includes different text blocks related to payment terms.

  
  


• What is the difference between a text block and a clause?
  
  
  
  
  
  
  
  
  
  
  
  
  

  Text Block	Clause
  Passage of text in a template with a specific meaning. Templates consist of combinations of text blocks and their variants. Text blocks can be of different types. Currently, only clauses are supported.	A type of text block that clarifies, defines, or explains the legal subject matter of a template or document. Clauses are the basic elements of an assembled virtual document. Clauses enable legal counsels to organize virtual document content in blocks of text that can be moved and exchanged.

  
   


• Why can't I insert content into the section?You cannot insert content directly into a section. It can contain only a title followed by one or more text blocks.
  You must insert the required content into a text block, which you can then include in the section.


• Why can't I edit the text block?You cannot edit a text block if it is in Replaced, Archived, Released, or Expired statuses.
  In such cases, choose the corresponding option depending on the status:

Text Block Status	Required Steps
Replaced	Choose Restore This Version.
Archived	Choose Reopen.
Released	Choose Edit.
Expired	Choose Extend Validity.

• What is the difference between version and revision?
  
  
  
  
  
  
  
  
  
  
  
  

  Version

  Revision

  A new version of the template or text block is created, when you want to make major changes to the content due to changes in business or legal requirements, changes in government laws, and so on. Only one active draft version can exist at any given time. To create a new version of a template, choose the Save as New Version option from the template header. To create a new version of a text block, choose the Create New Draft Version option in in-line mode or Save as > New Version option in standalone mode.

  Each revision of a template or text block is a snapshot of the changes made at that point of time. To create a new revision of a template or text block, choose the Save option.

  
  


• What is the difference between text block version and text block variant?
  
  
  
  
  
  
  
  
  
  
  
  

  Text Block Version	Text Block Variant
  You can create a new version of a text block, when you want to make major changes to the content due to changes in business or legal requirements, changes in government laws, and so on. For example, changes in tax laws, payment terms, etc, can be incorporated in a new version of the text block.	You can create variants of an existing text block to maintain a set of related text blocks for language or region-specific requirements.

  
  


• How is Auto Save different from regular Save?
  
  
  
  
  
  
  
  
  
  
  
  

  Auto Save	Save
  Every change you make in the draft version of the template or text block is immediately auto saved. Note that, this is a temporary save. If you accidentally exit the template or text block and open it again, you can choose to recover the changes or cancel them. No new version or revision containing the changes is created.	This is a permanent save. Changes are saved as a new revision of the latest draft version.

  
  


• How can I restore an older version or revision of a template or text block?See the following topics in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:Restoring an Older Version or Revision of a Template
  Restoring an Older Version or Revision of a Text Block


• How can I approve a template?
  
  See the following topic in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:
  
  Approving and Releasing a Template 


• How can I approve a text block?See the following topics in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:(In-line Mode) Approving and Releasing a Text Block
  (Standalone Mode) Approving and Releasing a Text Block


• How can I select the approver for a template or text block?When you send a template or text block for approval, anybody who can access it, can approve it.


• How can I delete a template?In the Manage Templates app, open a template and choose Delete from the template header.Note that you cannot recover a template, once it is deleted.


• How can I delete a text block?See the following topic in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:Deleting a Text Block


• What does each template or text block status indicate?
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  

  Status	Description
  Sent for approval	Indicates the template or text block is sent to the approver for checking and approving it.
  Approved	Indicates the approver has checked the template or text block and approved it. It does not contain any errors.
  Released	Indicates the template or text block is approved and its validity period has started.
  Expired	Indicates the validity period of the template or text block is over, or the Valid To date has been crossed.
  Replaced	Indicates a new draft version or revision of the template or text block is available.
  Archived	Indicates the template or text block version has been deprecated and is no longer active.
  Revision Needed	The template goes to this status, if one or more text blocks included in a template go through one of the following scenarios: Text block version used in template has gone to Archived status Validity period of text block is over and it is in Expired status Text block version used in template has been replaced and a new version is now available
  Active	Refers to templates that are in Draft, Approved, Sent for Approval, and Released statuses

  
   


• What is the difference between the Approved and Released statuses for a template?
  

Approved

Released

A template that is in Draft status is checked for the following conditions: At least one text block is included in the template Valid values for all properties Validity period of the template Released status of text blocks included in the template If there are no errors, it is approved. This indicates that the template is ready to be used, but the validity period of the template has not yet started.

If a template is in Approved status, and the validity period has started, it is released. This indicates that the template can now be used to assemble virtual documents.

 

• What is the difference between the Approved and Released statuses for a text block?
  
  
  
  
  
  
  
  
  
  
  
  

  Approved	Released
  A text block that is in Draft status is checked for the following conditions: Valid values for all properties Validity period of the text block If there are no errors, it is approved. This indicates that the text block is ready to be used, but the validity period of the text block has not yet started.	If a text block is in Approved status, and the validity period has started, it is released. This indicates that the text block can be inserted into templates.

  
   


• What does each virtual document status indicate?
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  

  Status	Description
  Pending	Indicates that some input fields or variables in the virtual document are empty.
  Error	Indicates that some variables in the virtual document are empty.
  Completed	Indicates that all the input fields contain values and all the variables are updated correctly.

  
   


• When should I create a new version of a template or text block?You can create a new version of a template or text block when you want to make major changes to the content due to changes in business or legal requirements, changes in government laws, and so on.
  For example, changes in tax laws, payment terms, and so on, can be incorporated in a new version of the template or text block.


• When should I create a variant of a text block?You can create variants of an existing text block to maintain a set of related text blocks.For example, you can have variants for region-specific requirements. The source text block can contain text common to all the regions. Each variant can contain the common text along with changes specific to a region. Similarly, you can create variants of a text block for multiple languages.


• What happens when I set a template to Archived status?When you archive a template, it is no longer available for active use. You cannot choose an archived template to create a virtual document. But the template is still available in the system in Archived status.To use an archived template again, open the template and choose Reopen from the template header. A new version of the template is created in Draft status.


• What is the difference between Archive and Delete?Archiving a template or text block means it is no longer available for active use. Choose Archive to temporarily deactivate a template or text block.
  To use an archived object again, open it and choose Reopen from the header. A new version is created in Draft status.Deleting a template or text block, removes it permanently from the system. The deleted object cannot be retrieved again.


• How can I provide instructions to end users?You can use the Notes feature to add notes or instructions to a template or text block.
  For more information about adding notes, see the following topics in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:Creating Notes for Templates
  Creating Notes for Text Blocks


• How can I insert placeholders in the text blocks, for information that needs to be provided by end users?Text blocks support the use of input fields within the content. Input fields are placeholders for which values can be entered by the user in the virtual document, after the document is generated.
  For more information about inserting input fields within a text block, see the following topic in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:Using Text Elements in a Text Block


• How can I insert placeholders in the text blocks, for information that will be auto-populated from the legal transaction in SAP S/4HANA for enterprise contract management?Text blocks support the use of variables within the content. Variables are placeholders for which values are auto-populated based on the values maintained in SAP S/4HANA for enterprise contract management. The values will be populated when the virtual document is assembled.To know how to insert variables within a text block, see the following topic in the User Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:
  
  Using Text Elements in a Text Block


• What is the purpose of the pagination setting in the Text Block library?You can use the pagination setting to customize the number of text blocks that will be displayed per page.


• Are all clauses stored in one library regardless of the contract type or are there different libraries for different contract types?All available clauses are stored in a single library, namely, the Text Block library.Within the library, you can use the different criteria to search and filter clauses based on different contract types.


• How can I connect two clauses with each other so that they are always used together?Currently this functionality is not available.


• How can I send a draft contract document to a customer?Currently this functionality is not available.


• How can I get a new content type for a template?You cannot create a new content type in Enterprise Contract Assembly. The content types that are created in Enterprise Contract Management, are replicated to Enterprise Contract Assembly, and used here.Only newly created content types are replicated. Changes to existing content types or deletion of content types are not replicated.


• How can I get a new type for a clause?From the launchpad, use the Configure Clause Types app.To know more, see the following topic in the Administration Guide for SAP S/4HANA Cloud for Enterprise Contract Assembly:
  
  Configuring Clause Types


• How can I print a contract template?
  Go to the Manage Templates app and open the required template. Choose Export to Word. The template is downloaded as a word document. You can now print this document.


• Can I edit a template in Word and upload it back into the Manage Templates App?No. Changes made to the downloaded template are only available offline and cannot be exported back to the system.


• How can I see the history of a template or text block?In the Manage Templates app, open the required template or text block and choose Version History from the tool bar.You can view the version history of a template or text block and restore an older version or revision.


• How can I see who changed what in a template?Currently this functionality is not available.


• While editing a text block, when I switch between the inline mode and standalone mode with some unsaved changes, why don’t I see the message to recover unsaved changes every time?The message to recover unsaved changes will be displayed, only when there is a difference in the content between the text block revisions opened in inline mode and standalone mode.If the text block is first edited in inline mode, the changes are recovered in standalone mode, and the user returns back to the same template in inline mode, the message is not displayed. This is because the changes are already available in the inline mode.


• The text block I want to edit is locked by another user? How can I edit it?There are two ways to edit the text block:- Create a variant of the original text block and make your changes.
  For information about creating variants, see the following topics:
  
  (In-line Mode) Creating a Variant of a Text Block
  (Standalone Mode) Creating a Variant of a Text Block
  
  - Refresh the page until the text block is released and available for editing


• How do I know if a text block used in my template has been updated?

1. Open a template and choose Edit.
2. Now, scroll through the template and check each text block.

The text blocks that have changes will be grayed out. Each text block will also display a message indicating that the text block has changed, and include the action needed to update the text block.

• I have opened a text bock for editing in inline mode. How can I edit the same text block in standalone mode?When a text block is open for editing in inline mode, go to the Text Block Library, and open it in standalone mode.- If the text block is opened within the same tab, just choose Edit and start editing the text block.
  
  - If the text block is opened in a new tab, choosing Edit will display a message about acquiring the lock for the text block. Choose Unlock.
  You can now start editing the text block.


• Why am I not seeing the Edit button for the template or text block I want to edit?The template or text block you want to edit is locked by another user. You can see the Edit button after the template or text block is released by the other user.


• When I open the version history for a template or text block, navigate through multiple versions, and then choose the back button (<) from the title bar, I am not taken back to the last version that I viewed. Is this expected?Yes. The back navigation in the title bar works differently from the back navigation in the browser.When you choose the back button (<) on any give screen, you will be taken back to the main object page.
  
  For example, when you open a text block in standalone mode and choose Version History. Then you navigate through multiple versions from the version history. Now, if you choose the back button (<), you will be taken back to the main page where you selected the Version History option.


• Why is the editing toolbar for a text block not appearing when I enter CTRL+E?The editing toolbar will not appear if the cursor is outside the text block. Place the cursor inside the text block and try again.


• When I look at the properties for templates and text blocks, I see that some properties are either missing or do not show any values. Why is this?
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  

  Text Block Property	When is it available?
  Variants	After you save variant and source text block
  Status	After the first save of draft text block
  Used In	After you save the templates that use the text block

  
   
  
  Also, in a template’s Version History pane, only the template status is displayed. The status of the text blocks included in the template is not displayed here.
  
  In a text block’s Version History pane, only the text block status is displayed. The status of the text block’s variants is not displayed here.