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User Manual - CobbleStone Systems Corp.

1. IP Address and Port Settings Speciy IP address and port settings for the new Web site Enter the IP address to use for this Web site 4ll Unassigned All Unassigned 10 1 1 75 10 1 1 868 10 1 1 950 Host Header for this site Default Mone For more information see the IS Documentation Back Next gt Cancel 12 Click Browse and select the location of the program files Example C inetpub wwwroot CMTS Web Site Creation Wizard Web Site Home Directory The home directory ig the root of your Web content subdirectories Enter the path to your home directory Path Browse M Allow anonymous access to this Web site Cancel 13 The access permissions must allow Run Scripts such as ASP 13 CobbleStone Systems Corp All rights reserved Web Site Creation Wizard Web Site Access Permissions What access permissions do you want to set for the home director Allow the following IY Read IY Run scripts such as ASP T Execute such as ISAPI applications or CGI T write Browse Click Next to complete the wizard lt Back Cancel Click Finish Web Site Creation Wizard Ea You have successfully completed the Web Site Creation Wizard Click Finish to continue 4 Back rancel 14 Configure Front Page server extensions on Web 15 Right click on Web 16 Roll over All Tasks link 17 Select Configure S
2. 4 Execute the aspupload exe file provided in the installation email 5 Open Internet Explorer and type http localhost append the IS directory above if needed into the address bar and click Go 6 You will be prompted for a username and password they are as follows or as assigned by our tech team prior to setup a Username contract b Password master 7 Once into the system you can change the administrator password and add users 8 Refer to IS Configuration Documentation provided or email support CobbleStoneSystems com for HS Configuration Assistance denotes D as the CD ROM Drive or alternative path to the Contract Web data files Installing the Contract Web E Mail Notification System Contract WEB supports an automated email notification feature Contract Web requires that the Windows SMTP e mail services be started to permit e mail services Be sure to set your HS Web SMTP Mail settings as indicated in your Microsoft IIS documentation SMTP should be running on the Web and Database Server if your installation has two servers NOTE Be sure that the servers that host the Contract Web application can resolve your organizations e mail address domain locally Overview of Contract Web E mail Notification Options Below is an overview of three email options for the Contract Web system Option Overview Task and Contract emails are emailed using MS SQL Server DTS Jobs that run each night The SQL J
3. File Export The report has been successtilly exported download here 68 CobbleStone Systems Corp All rights reserved Security Contract Web supports the ability to run two different security modes individual and departmental Individual security mode enables each user to view edit and manage the contracts assigned to them via the Employee drop down field in the Contract Details Screen This mode is useful for organizations that would like each user to view and manage their own contracts Departmental security mode enables departments or like organizational units to share contracts within departments This mode is useful for originations that would like teams to share the contract management process To switch the Security Method that Contract Web runs under you must have administrative privileges Select Security Method from the Other menu Select either Individual or Departmental from the list then select the Save Changes button as seen below security Method Security Wethoad Field Manager Ad hoc Report Creator Departmental Report Manager lndimwidual lene menig E Departmental User Mlanual Emal emeak cave Changes Additional User Security Options The Additional User Security Options offer the administrations of the system to assign additional management authority to non admin level users Additional Users Security Option
4. ee Enter First Contact aaa ackLeaherMendacuinaes ier Fit Canact Bomen OO eerca AUTO AIR OF MACON 108 Blue Rock Services Corp 54 lue Rock Services Cor Enter First Contact anon Financial Services 45 o00 220 0200 800 220 0226 Sandra Bernardino CEQ Enterprises 109 Enter First Contact Tip You can select on the e mail link to send an e mail to the contacts entered Upon selecting the name from the list the details form will appear Menu Company Info Employees Locations Departments El Vendors Customers Add VendonvCustamer VendonCustamer List Purchase Orders Contracts Vendor Customer Manager _ Alpha Mega Corp fi ea Sunny Side Road Philadelphia IPA Accounthumber 32435 2001 Other EN Country Fhone 1 Contacti EA a e ontacts ied See pee ee Ne ontact 38 CobbleStone Systems Corp All rights reserved My Diary and Calendaring Contract Web includes a web based calendar The calendar displayed expiring contracts based on end dates The calendar can be used to keep notes and track appointments for your users lenu My Calendar amp Diary Contracts are displayed by End Date Your calendar is displayed after you log in or by select the My Calendar link oompany Info Employees Add Employee Employee List fly Cale pes Locations Depart ments Contracts Expiring e E ee EAR You can also ad
5. The Ultimate Web based Contract Management Solution User Manual The Information in this document is subject to change without notice Any example companies organizations products people and events depicted herein are fictitious No association with any real company organization product person or event is intended or should be inferred No part of this document may be reproduced stored in or introduced into a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise or for any purpose without the express written permission of CobbleStone Systems Inc 2000 2007 CobbleStone Systems Inc All rights reserved 2 CobbleStone Systems Corp All rights reserved This documentation is dedicated to the software developers contract professionals and CobbleStone Systems employees who worked hard to provide a robust user friendly Enterprise Contract Management Software Solution 3 CobbleStone Systems Corp All rights reserved Contents ABDOU DS IN LAIN earen AA AAA AAA ET 6 O EA a EIE TE TIAE T ITE TEE TE T TEE TEE TEE TET TE T T TETE T T 7 yy SICH ee CU ie Ie IES eoan EEA shea ge cecan elu atsestamatessecenesooamuus tan ca cenecmenaeanne 8 Server Requirements in a non hosted environment e esessssssssssessettererssssssssssssseeeterreesssssssssssseeerereo 8 Workstation Regue Menis sirae E e EEE E iaae e a RAEE 8 Optional ReCOmimenGau Ons 22 2 4 eee saeva
6. 4 Enter in the Field Name Field Type select from list Field Length and Default Value as seen above NOTE You can select the following field types from the list box text integer money date or drop down l Text The text field type can be used to save characters or a mix of characters and numbers The text field type will create a varchar data type in the underlying table Integer The integer field type can be used to save integer numeric values This can be used for whole numbers Money The Money field type can be used to create a field that can save currency data Date The Date field type can be used to create custom fields that can save dates Dates should be formatted as mm dd yy or mm dd yyyy Drop Down The Drop Down field type can be used to create a custom field that contains list items to pick from Enter the list items separated by commas in the default value box 5 Once all fields are entered select the Save button and the custom fields will be saved NOTE The system will not permit duplicate custom field names After the custom field is created you will return to the Field Manager Form where your custom fields will be displayed You can manage your Drop Down list items and your fields from this interface Advanced Field Notes 61 All user defined custom fields are saved to the table source with the prefix of u_ appended to the field name The end user will not see the u_ prefix T
7. They may find that it is inefficient to use a standard filing system via filing cabinets Contract Management Tracking Software provides a simple solution to solve these problems CobbleStone Systems Contract Web contract management software provides a web based enterprise solution to the contract management process It is installed on a network server and can be accessed by an Internet browser like Microsoft Internet Explorer and be used on a Local Area Network LAN and Wide Area Network WAN in a multi user environment Contract Web is a highly robust and scalable contract management tool developed to industry standards utilizing advanced web and database technologies It is based on years of market research industry experts and client input It is an enterprise solution that offers unprecedented flexibility and functionality It offers common functions such as user name and password security the ability to track key dates of contracts notes track sub tasks and milestones it provides advanced notification and it enables scanned images and files to be attached to each contract It offers advanced functionality such as the ability to add user defined fields and a custom ad hoc query tool Contract Web enables organizations to effectively manage contracts reduce contract management costs and streamline workflow all to save you and your organization money Our proven system can save you thousands even millions of dollars by automatin
8. via the Find Contract option on the Contracts menu Select the search criteria from the Contract Find screen and select the corresponding button as seen below Contract Find Departments Vendors Select your Search Criteria and click the corresponding button Purchase Orders El Contracts Contract Categories Contract Status Expiring Setting Add Contract Find Contract Edit Contract Contract Reports Expiring Contracts Other Details amp Product a You search results will be displayed as seen below i ID Title st tt End Employee Vendor Amount 1 PHOENIX CONTRACT 12 20 2000 12 20 2001 MK Supplies Inc 123 22 335G Consultin 1 24 2001 1 24 2002 me e Tatallark Development a je e Network System stem 2001 252002 Lamb Mrs Mrs Packing Bel Bell e e a a e e Jo p samecon fiosam vasama as tains a Z EE vam e e e JO Ec E a e Lamb Mrs MK SuppliesInc 5 pennaenn Glass Manufacturing Contract 3 5 2001 11 3 2001 oo Taralvlark Development S4200 9 11 00 542002 9 11 00 T nant Nifen har cd aaasan ta a a Tas To view or edit a contract select the contract name from the results 58 CobbleStone Systems Corp All rights reserved Vendor Login Contract Web supports the ability to assign username and passwords to vendors customers as discussed in the Vendor Customer sections This functionality permits a contract administrator to enable vendors t
9. Do you want to configure Your mail server settings now Yes We recommend that you configure mail now Until vou do this users of this server Will encounter errors when they try to use features that require a mail server IF you decide not to configure mail now vou should use the server administrator tools to do z0 az soon as possible Tee Cancel 10 Click Finish Server Extensions Configuration Wizard x Completing the Server Extensions Configuration Wizard Tour server is being configured for use with the Server Extensions Depending on the number of files your web server contains this could take along time Please be patient These websites will be configured 10 1 1 777 El 17 CobbleStone Systems Corp All rights reserved Installation of Contract Web Files and the SQL Server Database 1 Copy contents of Contract Web asp IIS files provided in the installation email To the IIS directory created above NOTE These files will be e mailed to you 2 In MS SQL and MS SQL Enterprise Manager Restore the contract web database from the Contract Web SQL database backup file that was provided in your installation files To learn more about restoring a database refer to your MS SQL documentation 3 Update the database connection string in the global asa file in your Contract Web HS Web Directory Set the correct database name database server user name and password for your database
10. Other 31 a lt i CobbleStone Systems Corp All rights reserved Employee and User Management Below is an overview of the security and user modes that are available in Contract Web To assign users and employee permissions select the Add Employee link located under the Employees menu option Menu Employee Manager Company Info Add Employee Employee List Locations Depart ments Vendors Customers Trutials Purchase Orders Contracts Title Contracts Administrator Other Department Finance g Manager Carrolli Michael Next enter the employee s name department username password and other security settings as required More detail related to Employee and User security 1s described below Admin Users The highest security level is entitled an Admin administrator user An Admin user is indicated by assigning the Admin field on an employee record to True Admin users can see and manage all contracts vendors employees control lists ad hoc reports and custom fields with full delete and modify access regardless of which security mode the system is set to All other users that are not Admin users or those users with the Admin setting set to false are referred to non admin users in this document Non admin Users Non admin users are those users that have the Admin setting in the employee screen set to False Non admin
11. User Manaseme mt snasta a E R 32 Additional User Security Opn hcu ciaanttsi botanic havens car reins ho eee 33 Vendor Customier Mana cement wii scious ites cates cin a seen coe aoc eee ee enn 36 Add V End Ors CUStOMENS 55 0 ss serine Soencsantonsacuoeciiatenaedoees stasmeieh donate nude sasee aera merase 36 Add Additional Contacts to Vendors CustOMetrs ccccccccsssssssessseeeeccceeececeeeeeeaaeeeesesseeeeeeeeeeeeeeeeaaaaeaeesees 37 View and Edit V endors Customers sienien en E A O E a N 38 My Diary and Calendaring sesetan cin ieee enn Soot Geen 39 Contract Management oeseri a E a E a A 40 Contract CalecOnies ane a a a E O R EA 40 Contract T VCS onenn ne a a EE EA 41 Contract Templates sre a E aia nlite ES 42 CONTI EO tAS Seen n T E O NE 44 NIEWOr Edit C Ontracl Status enata ee a e T E NO ENN 44 Contact OCCU NCE oasian e a T A A O AT 45 Contact Occurrence Calculators n a TON 45 Addim AC ONLEACE mocna r a a E a N a TN 47 Contract Pantry ce Edit FOr pi 2s c5 visi causes a ox ead adeeb Aueatiul A N eae marae 47 Adding a Contract Sub Tasks or Milestones ccccccccccccsssssseeeseeeeecccececeeeeeeaaaesseeeseseeeeeeeeeeseeseaaaasesenees 48 Rec rina Contact Taski snape a a a a a S 48 Loading and Assigning Templates to a Contract ssesesssssssseeseeeereessssssssssssseeterrresssssssssssseerrrreresessss 51 CoE CONT a 6 keener emer rere re ere cee Tew arer teeter terete cre nan ey ner Teen ary Cer ne er ieee E S 52 Calculate Oc
12. When you are finished with your ad hoc customer report select the Create Create Report Clear Report button _ Create Report Clear 7 Ifthe ad hoc query created can be parsed your results will be displayed 63 CobbleStone Systems Corp All rights reserved 8 To clear your search values select the Clear button Create Report Clear Advanced Ad hoc Reports Below are some more advanced reporting and querying tips e Dates If you are searching on dates you can use the keyword getDate without quotes to indicate the current date e Dates You can use the getDate keyword and add or subtract days as your criteria For example use getDate 60 without quotes as your criteria to find all contracts that are expiring over 60 days from the current date e GetDate Returns the current system date e SubQueries The equals where criteria support sub queries This means that a sub query can be entered in as a criteria value Tip to ensure that your SQL can be parsed test it in the custom report builder 64 CobbleStone Systems Corp All rights reserved Saving Ad hoc Queries and Reports To save an ad hoc report select Save Report from the Report Results Screen as seen below Se Select the Next button The following screen will be displayed Custom Ad hoc Report select Contract ID Employee ID Contract Title Contract Start Date Contract _End Date Contract Amount Contract Des
13. menu Next select the name of the Department that needs to be viewed or edited Menu Company Info Employees Locations Purchase Orders Contracts Management 202 Contracts Department List Dep arimeni Mame Accounts Payable fou Accounts Recievables fu Adminstration 2 Construction 6 Contracts Administration 16 Upon selecting the name from the list the details form will appear Menu Company Info Employees Locations Departments Add Department Deparment List VYendors Custamers Furchase Orders Contracts Other Logout 29 Departments Manager DepartmentLD Bo o Department Account Recievable 00 EnteredBy nae DateEntered 6 4 2002 3 03 59 PM 0 EditedBy DateEcited A Actrre YH True Building x CobbleStone Systems Corp All rights reserved Employee and User Management Add Employees and Users To add a new employee and user you must have administrative permissions An employee becomes a user when the employee entered is assigned a username and password and the appropriate permissions To add a new user select Add Employee from the Employee menu as seen below Then enter the new employee and user information and save the new user information Menu Employee Manager Company Info El Employees Add Employee Employee List z hay Calander Locations Departments VWendors Custamers Purchase O
14. setting is 90 then contracts that are expired past their end date will show on the expiring report for 90 days after their end date This setting can be changed by a system administrator Contracts Contract Categories amas a Contract Expiring History Setting Contract T E This setting will set the length of time in days a contract will show in the Expiring Contracts view Contract Occurrence Expiring Setting For example if you set this to 30 the expiring contracts will show until thirty days past due Add Contract Find Contract 90 Edit Contract Contract Reports Save Cancel 46 Expiring Contract CobbleStone Systems Corp All rights reserved Adding a Contract Contract Entry amp Edit Form Before entering contracts into the system be sure the contract administrator entered all departments vendors employees locations contract types and status information as discussed above To add contracts into the system select the Add Contract menu from the Contracts menu The contract entry form will appear oo LEH Berghe F Leper nell erica Caer ered a Version Purohiae Oichera Cobi hae Contract Categories Conteacg Sater si Expiting Heartien 3 Add Cariri Fingal onde act Edi janira Cen E p Oe Click Add Hew Contract e F per Wet F Pi Contract Information a E o ea
15. the EXE nightly the Task Schedule should run on an local service account or admin account Option 1 To install the Contract Expiring and Task Expiring Notification Service note the notification service are SQL DTS Jobs in SQL Server E 3 Open SQL Query Analyzer Connect to the CMWEB database you created restored above Open the Contract_Expiring_Emailer sql file provided change the connection string information as needed and execute the code in SQL Query Analyzer Open the Task_Expiring_Emailer sql file provided change the connection string information as needed and execute the code in SQL Query Analyzer NOTE be replace the return email address with a monitored email address located in the following line ob NewMail From Contract Task Expiring lt notice cobblestonesystems com gt Hence change notice cobblestonesystems com to some_email yourcompany com Option 2 and 3 To install the Contract Web E mail Notification and Alert Module without the use of SQL DTS please e mail support CobbleStoneSystems com for the installation files for the Contract Web Email Notification installation files and instructions Windows 2003 Server and IIS 6 0 If Windows 2003 Server will be used to host the IIS Service for the Contract Web Application there are several settings that must be set Enable Parent Paths on the ITS Virtual Directory 1 From the IIS server that hosts Contract Web Open the Intern
16. the results The results may be e mailed as discussed below 66 CobbleStone Systems Corp All rights reserved E mailing Ad hoc Queries Contract Web includes the ability to e mail custom queries by select E mail Report from the Custom Query Results form Email Report The following screen is displayed Enter the e mail address of the send in the from field and the e mail address of the recipient in the to field as seen below Email Report Form il mnastasi gbcglobal co l To email info gbeglobal cam Oooo ooo Valid e mail addresses required Select the Send button to send the report Note The contract web server must be running Windows Simple Mail Transfer Protocol SMTP to utilize Contract Web s e mail system 67 CobbleStone Systems Corp All rights reserved Exporting Ad hoc Query Results Contract Web includes the ability to export query results to a wide variety of standard formats The export function can be used to analyze data with standard programs like Microsoft Excel and Microsoft Access To export ad hoc query results select the export type from the list and select export as seen below Excel warg Text est Cherry H Rich Text 1e Hill Tab Delimited Text HTML vveb Format The system will notify the user that the file was exported and display a link to download the file as seen below Select the download here link to download the file
17. users have restricted access in the system depending on which security mode the system is to Each security mode is discussed later in this document Non admin users cannot add delete or modify Vendors Employees and control lists such as Types Categories Departments Types and Locations Non admin users are permitted to view in read only mode all control lists such as Departments Vendors Categories Types and Locations System Security Modes Contract Web offer two overall security modes Individual mode and Departmental mode Changing the security mode of the system is discussed below The first security mode is Individual security mode The second security mode is 32 CobbleStone Systems Corp All rights reserved Departmental The administrator of the system can change the security mode by selecting Maintenance link located under the Other menu Once on the maintenance screen select the Security Method link Next select either Departmental or Individual and select the Save button Individual Security Mode The Individual security mode enables an organization to limit access by user This means that non admin users can only access contracts that are assigned to them specifically the Employee field on the Contract record is set to the user s name Each non admin user in this mode will be limited to accessing those contracts assigned to them via the Employee field on each
18. 10 CobbleStone Systems Corp All rights reserved 5 Right Click on IIS 6 Select New 7 Then Click on Web Site a Sei yiees 2 Default SMTP Virtual Server Running H E Indexing Service See Internet Information 3 Default NNTP Virtual Server Running EA Default FTP Site 9 Backup Restore Configuration E H Administration we Restart IIS a ae e FTF Site rl II Tasks H Web Site E view b SMTP Virtual Server oe NNTP Virtual Server ee Refresh H 4 Default SMTP virt Export List Default NNTP Wirt 7 4 Properties lew Web Site Help Click Next Welcome to the Web Site Creation Wizard This wizard will help you create a new Web site on this computer Click Next to continue Back Cancel 1 CobbleStone Systems Corp All rights reserved 8 Enter the description of your web 9 This is an arbitrary title and can be whatever you wish Click Next 7 Web Site Creation Wizard Web Site Desciption Describe the Web site to help administrators identity it 10 Program must use TCP Port 80 Web Site Creation Wizard IP Address and Port Settings Specify IP address and port settings for the new Web site All Unassigned Sol por tis Web ste saoula use Meraut 445 lt Back nees Cancel_ 12 CobbleStone Systems Corp All rights reserved 11 Select an IP address you can do this at a later date if you so choose Web Site Creation Wizard
19. CONTRACT TRANSACTIONS Name Description Acct Code ContractID Hours Credit Debit Row Sum Gemma r C E ol_soe ssn sno ion Sah Eel A TE 125 00 Your transactions will display as 3 00 125 00 0 00 2 00 0 00 25 00 625 00 seen here Your analysis against lt o0 8125 00 85 590 36 16536 Budget Analysis Amount Actual Sum of Transactions 5 465 36 Budget Balance 494 534 64 56 CobbleStone Systems Corp All rights reserved Adding Contract Fields and Sections Contract Web supports the ability to add unlimited fields and sections to individual contracts This can be used to add additional fields to individual contracts or customize the contract template assigned to the contract To add fields and section select the Add Field or Section button from the Contract Details screen Enter in the field label and values From the contract screen select Add Field or Section Add Field or Section Add Field Label or Section Name Title Add in the Field or Section Name and the Field or Section Text Select Save Your newly added Section or field will show up at the bottom of the contract screens as displayed here Other Contract Fields Sections or Notes Add Section add section rediti 57 CobbleStone Systems Corp All rights reserved Finding Contracts You can find contracts in the system in many ways The easiest way to find a contract is
20. E when using the between clause be sure to enter a starting value and an ending value with the work and in the center The between clause will only be considered in your query on field types of money dates and numbers o greater than Use the greater than where clause for making exact searches that are greater than the value you enter For example to find all contracts with a Contract Amount greater than 5 000 select the greater than item as the Where Clause and enter in 5000 without commas in the Criteria Value field NOTE Only single criteria values will be considered in the query The greater than clause will only be considered in your query on field types of money dates and numbers o less than Use the less than where clause for making exact searches that are less than the value you enter For example to find all contracts with a Contract Amount less than 5 000 select the less than item as the Where Clause and enter in 5000 without commas in the Criteria Value field NOTE Only single criteria values will be considered in the query The less than clause will only be considered in your query on field types of money dates and numbers o not equal to Use the not equal to where clause for making exact searches or entering items that do not match the criteria that is entered NOTE When searching on currency values do not enter the comma as a value the comma is a reserved word for separating list items 6
21. and select Add Contract Occurrence Contracts Contract Categories Contract Occurrence List Contract Status Contract Type a Uccurrence Hame Contract Occurrence Expiring Setting Annual 10 Add Contract Bi Yearly 5 Find Contract Find Contec Five Year B Edit Contract Contract Reports Wonthl 1 Expiring Contracts Lluarterly Contract 3 Contract A sts ae Semi Annual 2 2 Waintenance Other Add Contract Occurrence Enter in the Occurrence Name and Occurrence Value and Select Save Contract Occurrence Calculator The occurrence value is a divider that can be used to calculate payment schedules For example if there is a hundred dollar contract that occurs monthly the monthly value would be 120 12 10 This feature is discuss later in the manual Contracts Contract Categories Contract Oceurren Ce Contract Status seensct ape Occurence Mame Annual Contract Occurrence Expiring Setting Cecurrence Value idiider for aroa contract wahie fi 2 Add Contract aE True Find Contract Edit Contract Save Delete Cancel Contract Reports 45 CobbleStone Systems Corp All rights reserved Contract Expiring Setting Contract Web support the ability to display contracts that are expiring The Contract Expiring Setting is the number of days that a contract is display on the expiring report after it has expiring For example if the expiring
22. arty which is treated by the 41 CobbleStone Systems Corp All rights reserved Contract Templates ContractWEB supports the ability to create contract templates and apply inherent the templates to contracts when they are entered to streamline the contract creation process Contract Templates are linked to Contract Types After entering Contract Types you can add templates that will be associated with each Contract Type For example Confidentiality Type may have a template created and linked to it To add Template within a Type of Contract select the Template button from the Contract Type details form Contract Type ha Book Author Agreement m p Delete Cancel Upon selecting the Template button you will be presented with the template manager form seen below ES IE WYSIWG Editor DW amp 4 uage m 42 CobbleStone Systems Corp All rights reserved You may enter the text for the contract template in the editor as seen above The editor supports full formatting and copying and pasting from MS Word and other applications To save the template select the save icon ll You may preview the template by selecting the printer icon When creating an actual contract record you can utilize the template by selecting the load template link on the Contract entry form 43 CobbleStone Systems Corp All rights reserved Contract Status ContractWEB supports the ability to track contracts by
23. contract Non admin users cannot add delete or modify Vendors Employees and control lists such as Types Categories Departments Types and Locations Departmental Security Mode The Departmental mode enables an organization to limit non admin user access by the department that the users and contracts are assigned to For example this mode enables an administrator to assign users to their appropriate departments As each contract is entered in the system the contract is also assigned to a department The Departmental mode only allows non admin users to view and access contracts that are assigned to the departments they belong too Each non admin user account can be set to a read only status by setting the ReadOnly field on the employee record to True The ReadOnly setting will limit the user by NOT enabling the user to change contract data ultimately removing the save and delete buttons from the Contract screens Non admin users cannot add delete or modify Vendors Employees and control lists such as Types Categories Departments Types and Locations Additional User Security Options The Additional User Security Options offer the administrations of the system to assign additional management authority to non admin level users Additional Users Security Options are assigned to a user on a per user basis via the Employee Manager screen The following steps describe how to access the Additi
24. contract creation purposes For example types of contracts may be Contractor Agreement Confidentiality Agreement Software Agreement and or Lease Agreement To enter Contract Types select Contract Types from the Contracts menu option Select the Add Contract Types button and enter the Type name Select Save to save the information entered Menu Contract Type Company Info Employees ype Name Confidentiality Disclosure Agreement Locations Departments Wendors Customers Save Delete Cancel Purchase Orders El Contracts Contract Categories Template Sections Add Template Section Contract Stat a l Background jain Seen eee eee Gl and Company intend to engage in commurcations actiihes regarding the subjectis and for the eerie Satine purpose s summarized in Exhibit A In the course of these commumcations and activites GI and a Company may disclose or deliver to each other certain Confidential Information defined below GI and Se eee Company have entered into this Agreement in order to ensure the confidentiality of the Confidential Edit Contract Information Contract Reports 2 Definitions edit Expiring Contracts Contract Requests Maintenance Other 2l Confidential Information edit Confidential Information means any scientific techrucal trade or business information possessed obtained by developed for or given to the disclosing p
25. contract status For example a Contract Status may be Open Closed Canceled Renewed or Pending To add a Contract Status select Add Contract Status from the Contract Status details form Contracts Contract Categories Contract Status Contract Type Contract Oecurrence Expiring Setting Contract Status Open Add Contract True Edit Contract Contract Reports Save Delete Cancel Expiring Contracts Contract Requests Contract Status Find Contract View or Edit Contract Status To view or edit a Contract Status select Contract Status from the Contracts menu option Select the Status name to display the Status Details form Contracts Contract Categories Contract Status List Contract Status Contract Type Se eee Status Hame Active Expiring Setting Active 3 True Add Contract 7 SIS Awaiting Customer Execution 35 True Find Contract False ot ee Closed False Contract Reports Contract sent 13 True Eee lle IS ne Te Declined 1 True e Pe eteset Desai ah i z z 44 CobbleStone Systems Corp All rights reserved Contract Occurrence Contract WEB supports the ability to track contract occurrence and assign occurrences to contracts For example a Contract may be occur Monthly Annual Quarterly etc To add a Contract Occurrences select Contract Occurrence from the Contracts menu
26. cription from thlContracts where Employee UD in s 4 Delete Custom Query View Cuery Back Field Manager Bandon Petefremove Abbott Hugh v Add User El Abbot Hugh Alfredo Richard Baca Lucy Backos Dean Bandon Fete From the Custom Ad hoc Report form you can assign individual users permission to run the reports The saved reports will appear in the My Custom Reports screen This option is available from the Other menu option El Other Security Method Field Manager Ad hoc Report Creator Report Mlanager User hdanual Email Support 65 CobbleStone Systems Corp All rights reserved My Custom Ad hoc Reports Queries Once a Contract Administrator creates a custom report and assigned a user the appropriate permission to view and run the report the report will be display on the user s My Custom Ad hoc Report Queries form Navigate to this form the Other menu option as seen below Other Security Wdethad Field hdanager Ad hoc Report Creator Report Wanager Why Ad hoc Reports User anual Email Support Any custom reports assigned to the current user will be displayed as seen below My Custom Ad hoc Report Queries My Custom Ad hoc Reports Queries a E 2 Caltest mun report vendor report min report TaskReport run report PeteBandon s Contracts run report 6 Mark s Report rut report The user can run the report to view
27. crteia m ee ss s s x 3 Contract Amount select criteria 4 Select the Where clause from the where column for the fields you would like to narrow your query by You can select from multiple Where options like equals between greater than less than contains and not equal to NOTE If you do not select a Where Clause criteria the value criteria will not be considered in the query 62 CobbleStone Systems Corp All rights reserved select criteria criteria equals contains select between qreater than less than 5 not equal to o equals Use the equals where clause for making exact searches or entering items in a list using the comma as a list separator NOTE When searching on currency values do not enter the comma as a value the comma is a reserved word for separating list items o contains Use the contains where clause for finding words or phrases in varchar and text fields like a search engine For example if you want to find all contracts that have the word pencil in the product field select contains as the where clause and enter pencil as the criteria o between Use the between where clause for finding values that fall between and including two values For example if you want to find all contracts that have a Contract_End_ Date between 2 2 2002 and 4 2 2002 select between as the where clause and 2 2 2002 and 4 2 2002 as the criteria NOT
28. curence Values a E A 53 ASINE CONTAC S E a a eter i Cees meee Cerne 54 Uploading Images and Attaching Files and Scanned mages ccccccccccccccceeesssseeeseeeeeeeeeeeeeeeeeeeaaeaeeeeees 55 Add and Tracking Financial Information ccccccccccecccccceaeeesesseseeecccceeceeeeeeaaaaessesseseeeeeeeeeeeeeeeaaaaaaeeesnes 56 Adding Contract Fields and SecHonsS sser iiie e EE EE E E E REKEN 57 Endir CONN aCi ee eee E e e E E E 58 4 CobbleStone Systems Corp All rights reserved Custom User Defined Fields Overview ccccsscsscsccscoscosceccsccecscascscescoscscaccscescscascscescescescasescescescass 60 PSU Manage treat gee a toe escent Suter balay ie crates N eee oeTOTG 60 Custom REDO Writer OVENI OW teva riecinnndiey e EE E 62 Adhoc AQUELY BUNI T ogsa hiwhinaaslass bed oauiagawatein bed auninsuslnassadaininemuncelaias 62 Advanced Ad TOC IRE POTS erasian oaedimsnaruad gudssniacuu stein a iets Gud Sebinuateme ded aiaiacme arn eetenge 64 Savins Ad hoc OUCIES ATIC REPON Seran ad eswiiaea iui Gulanaidmsetwin pod csutiaew ebm ded raciiasaarbin eed sieeamaneet aes 65 My Custom Ad hoc ReEpOrlsS QUGHES sepisanan nsualuid pedoaniacia iets bud Sebinduetemedadeinincmaaruneetonge 66 Emmaline Ad hoc QUST Sse easak wrucutan Ged paedasneruas dud sa ueceetoin bad hawk natuelluss bedeaudaine oiads Gud Odeiaduet ua dadaiatnema crn GeteNae 67 SCCUR ccatslavatrtas sed cs uicauuleatied a atetoucnons Sol cekimametnns bad bawiiutea iin bal iud
29. d Customers 3 The Manage Contract Categories security role permits a user to add edit and delete Contract Categories 4 The Manage Contract Types security role permits a user to add edit and delete Contract Types 71 CobbleStone Systems Corp All rights reserved Logging Out To log out of the system select Logout from the left menu Menu Company Into L Employees Add Employee Employee List hiy Calander Locations Departments Wendors Purchase Orders Contracts Other Click here to log out Logout 72 CobbleStone Systems Corp All rights reserved Appendix A Where to find Additional Information CobbleStone Systems Inc Telephone Numbert 006 856 875 0056 CobbleStone Systems Inc Fax Numbet cc scence cece eens 609 482 8023 CobbleStone Systems Inc Web Site http www CobbleStoneSystems com CobbleStone Systems Inc E mail info CobbleStoneSystems com CobbleStone Systems Inc Support support CobbleStoneS ystems com 73 CobbleStone Systems Corp All rights reserved
30. d diary and calendar notes by select the link on the day wending Agency Purchase Orders Contracts Tasks Expiring Legal Notice Other Your calendar will display your expiring contracts and tasks by end date You may go to the contract by select the contract link ogout Tasks Expiring OU Day notice Tasks Expiring Finance notice mie m mA E Sarid 39 CobbleStone Systems Corp All rights reserved Contract Management It is recommended that the Contract Categories Types Status and Occurrence should be entered in by the Contract Administrator before entering in contract data Contract Categories Contract Categories are used to classify contracts into categories for classifications purposes For example a hospital may classify contracts into in network or out of network categories To enter Contract Categories select Contract Categories from the Contracts menu option Select the Add Contract Category button and enter the category name Select Save to save the information entered Contracts Contract Categories Contract Status Contract Category Contract Type Contract Oecurrence z Expiring Setting Add Contract Find Contract Save Cancel 40 CobbleStone Systems Corp All rights reserved Contract Types Contract Types are used to classify contracts into Type for tracking and
31. deanaavedevsdot eden uy EE EE aA E EIEEE 8 Disclamer or W Al Patil yess eee eden aainccs sated asap tudesse eVadeapaneacunad ov ES EEEN 9 IDISClalmieh OF Warnan yese eden aaiaccs E eE R E EE EEN 9 TITS ba MAO Procedures misura a EEE EE EEEE 10 TES Coniieuration ror C OMtraCU WED srra E E N 10 Installation of Contract Web Files and the SQL Server Database c eeseeeseseesescesesrererrerssrrsssreserreresees 18 Installing the Contract Web E Mail Notification System ccccccccccceccccceceeesssseeeseeeeeeeeeeeeeeeeeaaasaeseeees 18 How O LIS THe SyS eha sa a teced a shaataauleced a Moabessastusuedeveatens cous tod a 22 IGS Ti SETS srs arts Gir as A sins Seated son bein daha van Mca bees eatacmedecmateiaasGha des Moateandatauces exanteaa E N 22 Company Imi Oriani 259 cass asics a a E ed Moa teanasuiacacateasaaees 24 Add Your Company Inora onnea otmeases a ead aay a a lacuna manera E 24 Location Manace men career a E E E a ESE 26 AUA LOCION meee a E es guctes MaMa oeanaes 26 View and EdC LOCAIONS rren a E E E Zh Department Manase meit cweir a bas sonieesaawaccandseswensea E E 28 AdO parne n Sereni a a r a e E 28 view anod Par Depar EnS een a Ae ale O a a a is ce uta 29 Employee and User Manage mehtesinarsunion nea a a a a E laa 30 Add Employees and MI SCr ss roesciset denel clones nach to a a E R 30 View and Edit Employee and User Information eneensessssssserseetrreeesssssssssssssesererersssssssssssseserereeessesss 31 Employee and
32. dmanetnin bed osutaim bea hedeaeddmsnetuas ted autem 69 Additional User Security OpUlOns xiicccatecencie ss saurssinserierniddamebata cued sedinseusecanceneddauntace duldedatidannealadencesedsauibulesave 69 ADPENUIX Airin eT ee RT ME ETE Enea ICN nr tr Cerner SRT TT Cera ree er gy Centre eae TTT Cree A Tenor Terres ae 73 Where to find Additional Information cs cicsneccaicssccecncclecdacesherccecsneccaspenceeanctbeddacetosacdecsbeccanpenceeenceeeddacetoixeees 73 5 CobbleStone Systems Corp All rights reserved About this Manual This manual is intended to be used as a user s guide for Contract Web training materials for Contract Web help materials for Contract Web and demonstration purposes 6 CobbleStone Systems Corp All rights reserved Overview Contract Management Tracking Software offers contract managers administrators and professionals the ability to easily track renew manage and report on their contracts Oftentimes organizations have to engage in many contracts such as elevator maintenance software license telephone service or sub contractor contracts Overtime it may be difficult to keep track of the renewal review or cancellation dates that make up the individual contracts Moreover a loss of productivity and increase expenses may arise from an inefficient contract administration process Contract administrators may find that they are overwhelmed with the number of contracts they must track report on renew and cancel
33. er resolution monitor Mouse or compatible pointing device Network Interface Card Backup tape recommended Alternative power supply UPS recommended Workstation Requirements Contract WEB 1s a fully web based product There is no need to install software on each PC workstation that will be utilizing the software It can be utilized by any computer operating system running a current web browser IE 4 0 or better recommended that can access the Contract WEB server Wireless computers and hand held devices that have an Internet browser can access Contract WB Optional Recommendations Scanner Hardware Document feeder and industry class recommended Scanner Software ScanSoft Paper Port Recommended 8 CobbleStone Systems Corp All rights reserved Disclaimer of Warranty Disclaimer of Warranty THIS SOFTWARE AND THE ACCOMPANYING FILES ARE SOLD AS IS AND WITHOUT WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED Because of the various hardware and software environments into which the product may be put NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED Good data processing procedure dictates that any program be thoroughly tested with non critical data before relying on it The user must assume the entire risk of using the program ANY LIABILITY OF THE SELLER WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF PURCHASE PRICE 9 CobbleStone Systems Corp All r
34. erver Extensions 14 CobbleStone Systems Corp All rights reserved saan _Thermes l S a_test asp a P Calendar_add_da i Pi Calendar diary asp ir F Start Calendar _view_d Stop close asp Pause CMTS C5 aa CompanyInfo asp New j a Cambe mek meer Fermissions Wizard i Delete Configure 5e Refresh Properties Help Wizard use the Server Extensions wizard again Server Extensions Configuration Wizard Welcome to the Server Extensions Configuration This wizard helps you configure an existing web server to It cannot create a new web server To create anew web server that uses the Server Extensions use your web server administration tools to create the server and then run this Click Next to continue or Cancel to E sit Cancel 18 Uncheck create local machine groups then click next 15 CobbleStone Systems Corp All rights reserved Server Extensions Configuration Wizard Create Windows Groups The Windows Groups help you control access to this web server Click Next Server Extensions Configuration Wizard Access Control Please specity how you want to control access to this web 9 Select No P Il do it later when prompted to set mail settings 16 CobbleStone Systems Corp All rights reserved Server Extensions Configuration Wizard Ea Hail Server Some Server Extensions need to send mail to users How should this be done
35. es Locations Add Location ocatian List tanta 12 Departments Atlantic City 68 Yendors Customers Purchase Orders aton Rouge Contracts Other aout avler 22 I OCI Location Upon selecting the name of a location from the location list the location details form will appear Location Manager Manager at this location is now in control of all his cont at this location is now in control of all his cont 21 CobbleStone Systems Corp All rights reserved Department Management Add Departments Contract Web supports the ability to assign contracts to your company departments Each user requires the correct permissions to add departments To add departments select Departments from the left menu then select Add Department Enter the appropriate location information into the Department Form displayed below Menu Departments Manager Company Info ZTEIEN2EE Department Bo iia PSsriginsds Account Recievable Departments a EnteredBy epee Ee DateEntered 6 4 2002 3 03 59 PM Yendors Customers Purchase Orders EditedBy Contracts eee Other DateEdite d Logout Select Save to save the information entered Repeat the steps above for all of your company s departments 28 CobbleStone Systems Corp All rights reserved View and Edit Departments To view or edit the departments entered into the system select Department List from the Departments
36. et Service Manager in the Microsoft Management Console Right click on the Web server in question Select Properties on the pop up menu Click the Home Directory tab Select Configuration in the Application Settings box Click the App Options tab Select check the Enable Parent Paths option Click OK twice to return to the Microsoft Management Console oo a a Attaching Large Files on Windows 2003 Server 19 There are several settings that must be increase related to attaching files over 4 CobbleStone Systems Corp All rights reserved 20 MB using Contract Web hosted on Windows 2003 IIS 6 Global asa Variable Changes Locate the Global asa file in the Contract Web IIS Web Directory Next locate and increase the following Connection and Command variables that are set in seconds for example 15 equals fifteen seconds You may want to double the default settings until the desired results are achieved Application Connection1_ConnectionTimeout 15 Application Connection1_CommandTimeout 30 Locate and increase the upload file size limitation variable the default setting is 3000000 which is about 3 MB Change this to whatever limit is reasonable for the types of files your users will be attaching Application tileuploadsize 3000000 Save the global asa file IIS 6 0 Windows 2003 Changes AspMaxRequestEntityAllowed Variable Changes For IIS6 0 users the AsoMaxRequestEntityAllowed property specifies
37. ew Edit Dele New Task 3 8 2001 3groo2 Ma jm N Another New Task 3 8 2001 3 8 2002 224 ett ee 3 25 2001 3 25 2002 241 om Other Contract Fields Sections or Notes Add Section Your task will appear as displayed here Add dd Field or Section Task Motes Assign Employees arn EE E raat and notes to each characters i IK contact driving the work edit Task Details DMIA limited to 1 000 Term Liability ait characters anal CobbleStone Systems Corp All rights reserved Loading and Assigning Templates to a Contract Contract Web supports the ability to assign Contract Templates discussed above to the contracts that are entered in the system To assign a template to a contract select Load Template next to the ContractType field as seen below The template will be copied from the Templates created by the Contract Administrator The template can be modified to the specific contract you are working on Contract ypelb Construction Agreement Load Template The template will be displayed as seen below Other Fields Sections Revisions or Notes Add Section Fe This agreement is made on pape edit between and pape Lisa s Store located at Rattication You understand and acknowledge that edit this offer of temporary employment with enibe A ou agree not to disclose to anyone edit either during or after your employment Peene an You agree to
38. g the contract management process Also Contract Web reduces your computer costs by utilizing our state of the art web based technologies Contract Web is a complete tool for web based contract management It is an Internet based software that enables users to access their contracts via a web browser with no client PC installation With anytime anywhere access you can work from the office home or on the road with easy access to contract information your remote workforce can access contract and diary information with the ability to enter new contracts run reports perform text based searches In the sections to follow you will find the System Requirements Installation Procedures as well as the User Guide 7 CobbleStone Systems Corp All rights reserved System Requirements Contract WEB is installed on a network server and can be accessed by an Internet browser like Microsoft Internet Explorer and be used on a Local Area Network LAN and Wide Area Network WAN in a multi user environment Server Requirements in a non hosted environment e Network Server with Pentium class processor or higher CPU e Microsoft Windows NT Server Windows 2000 Server or Windows 2003 Server operating system running Internet Information Server IIS 5 0 or better recommended Microsoft SQL Server 2000 or better required A hard disk with 256 MB of RAM 1 GB recommended 30 MB of hard disk space required or higher RAID 5 Recommended VGA or high
39. he Drop Down field types are saved to the table as a varchar 50 data type User defined field names cannot be modified User defined fields can be deleted however this action is permanent and all associated data saved in the user defined field is deleted System defined fields cannot be deleted or modified without customization CobbleStone Systems Corp All rights reserved Custom Report Writer Overview Ad hoc Query Builder To create a custom report or an ad hoc query follow the instructions below Select the table 1 Select the table from the list box that you would like to report on as seen below 2 Select the Get Table Data button This will show the field selector and report writer screen as seen below Choose a table table thlCategories Get Table Data Select the fields field criteria and values 1 The field selector field name where clause and criteria values will appear for the table selected above as seen below 2 Select the fields that you would like to see in the ad hoc query by checking or un checking the check boxes to the left of the fields All fields are preselected by default Iw Contract ID select criteria el i Vendor ID select criteria PO Wo Employee ID select criteria PO Signed by ID fooctcrteria OOOO Iw Contract Title select criteria C wo Freduct select criteria oo w Contract start Date select criteria Ba PO Contract End Date select
40. ights reserved Installation Procedures Our team of experts will work closely with our clients to implement Contract Web Below is an overview of our installation process IIS Configuration for Contract Web For the purpose of these installation instructions the contract management program is located on a Sub Web named Demo You would follow the same instructions for setting up the web as a standalone Instructions may vary slightly for Windows 2003 Servers Please follow all instructions provided in your setup package 1 Right Click on My Computer 2 Select Manage Open Explore Search Map Network Drive Disconnect Network Drive Create Shortcut Rename Properties Recycle Bin 3 The Computer Management Screen will open 3 Select Internet Information services m Computer Management Action View m Ee State Host Header Name Disk Management EA Default FTF Site Stopped Stopped 2 eS Disk Defragmenter nf Administration Web Site Stop Stopped Eg Logical Drives Running o H A Removable Storage Running Flas Services and Applications Running H Telephony Running Microsoft SQL Servers Running WMI Control Running services Default SMTP Virtual Server Running a Indexing lids Default NNTP Virtual Server Running Internet Information Services Hie Default FTP Site Stopped ee Administration Web Site Stopped T r T r T a Fi Default SMTP virtual Server H Default NNTP Virtual Server
41. imilar to a standard web upload process 3 Select Upload Uploaded scanned images and files will appear at the bottom of the contract screen To open the file click the filename From the contract screen select Upload Files Upload Files Browse Select Browser to select the file you want to upload and then select Upload Browse Your uploaded scanned images and files will appear at the bottom of the contract screen To open the file click the filename Browse Contract Files Add File fuibogs TE 2 07 20 PM ee 55 CobbleStone Systems Corp All rights reserved Add and Tracking Financial Information Contract Web support the ability to track financial information about your contracts For example you can track income expenses and payments for your contracts 1 To add financial transactions to your contract select Transactions button from the Contract Details screen 2 Enter in the transaction details as seen below 3 Your transactions will be display in a spreadsheet format as seen below Select Transactions from the Contract Edit form Transactions Name Ttem Description Acct Code Hours CreditIncome Debuit Expense Enter in your transaction details such as Name Description code ent Pn X Ray Imaging Systems Contract hours Income and Expenses and Date 8 23 2001 Expiration Dave
42. indennify and save edit harmless GLOBAL BUSINESS CENTER IMC Fertai In consideration of the terms of Die Haei employment and the efforts and costs You can edit and customize each section of the template to reduce you contract creation process To view the finalize contract select the Print View option on the contract details screen Print View 51 CobbleStone Systems Corp All rights reserved Link Contracts Contract Web supports the ability to link one contract to another for improved tracking To link one contract to another select contract name from the drop down as seen below and then Link to Contract from the Contract Details Form Link to Contract 1 PHOENI CONTRACT Linked Contracts 1 PHORNTA CONTRACT The linked contract will listed as seen above 52 CobbleStone Systems Corp All rights reserved Calculating Occurrence Values Contract Web supports the ability to calculate occurrence values as discussed in the Occurrence section above To calculate occurrence values select calculate next to the OccurrenceID in the contract Details Form as seen below Cecurrencel Bi Yearly calozlate The following Contract Calculation screen will be displayed Contract Calculation Contract Amount Occurrence Frequency Occurance Value Calculation I CobbleStone Systems Corp All rights reserved Assigning Contracts Contract Web supports the ability to assign con
43. is larger than IIS is configured to allow Change the AspBufferingLimit setting in Metabase xml to a larger size The default value is 4194304 which is about 4 MB Change this to whatever limit is reasonable for the types of files your users will be attaching CobbleStone Systems Corp All rights reserved 21 This change does not require stopping IIS but to make the Metabase xml file write able you need to go to the HS control panel right click the server select properties and check off the box that says allow changes to MetaBase configuration while HS is running CobbleStone Systems Corp All rights reserved How to Use the System Log In Screen To log into Contract Web open your web browser connect to the Internet and go to the URL web address site that was assigned to you upon your purchase The log in screen will appear as seen below Enter your user name and password that has been assigned by the contract administrator The administrator password is set by default as username admin password admin Itis recommended that the contract administrator change this password administrator pee 22 CobbleStone Systems Corp All rights reserved Navigation through the Interface Navigating through the Interface The Left Menu is the best way to navigate through Contract Management interface It features links similar to a website that correspond to each topic and function of Contract Management For example
44. o login and review and negotiate contracts This function greatly reduces the time and cost of contract negotiation Vendor Contract Request Contract Web supports the ability to enable your vendors to review and submit contracts from their vendor login Your Vendors are presented with a read only view to their contracts Log In Hyon ex vevior click bere e entor Loge TA i is i 11 48 2002 500000 a Mall ervice Your vendors can log in buy selecting the est Date OOOO Vendor Login 2001 12 11 45 PM Maintenance Agreement oa 2001 1 43 33 PM Vendor can submit a contract request by selecting Request New Contract Vendors can add notes to contracts by selecting the notes link System users can review Vendor Notes by selecting the Vendor Notes link on the contract display form as seen below Save Cancel Delete Upload Files Add Task Add Field Section or Revision Transactions Print Vie 59 CobbleStone Systems Corp All rights reserved Custom User Defined Fields Overview Field Manager Contract Web supports the ability to create global user defined fields Contract Administrators with the appropriate permissions can create global user defined fields To create a custom fields for all Contracts and screens follow the instructions below Select the table 1 Select the table from the list box that you would like to crea
45. obs utilize CDONTS email objects to email alerts via the Windows SMTP Services on the Database server Requirements a Install the ContractWeb SQL Server Job scripts on the MS SQL Server b Ensure the MS SQL Server Agent DTS Jobs running c Windows SMTP services running on the database server Option 2 Overview Task and Contract emails are emailed using an installed application that is installed on the database server A SQL Job DTS is installed that will execute the exe nightly to send emails The e mails can be sent via the local SMTP service or configured to send e mails through another SMTP server 18 CobbleStone Systems Corp All rights reserved Requirements a Install the Microsoft NET Framework on the MS SQL Server machine b Install the CobbleStone EmailAlert application on the MS SQL Server machine c Configure the MS SQL Server Agent DTS Jobs to run the EXE nightly Option 3 Overview Task and Contract emails are emailed using an installed application that is installed on a network server A Windows Task is installed using the Windows Task Scheduler Service that will execute the EXE nightly to send emails The e mails can be sent via the local SMTP service or configured to send e mails through another SMTP server Requirements a Install the Microsoft NET Framework on the network server machine b Install the CobbleStone EmailAlert application on the network server machine c Configure the Windows Task Schedule to run
46. ompany Information 2 Add Your Locations 3 Add Your Departments 4 Add Your Employees 24 CobbleStone Systems Corp All rights reserved 25 5 Add Your Vendors 6 Add Your Contract Types Status and Categories 7 Add Your Contract CobbleStone Systems Corp All rights reserved Location Management Add Locations Contract Web supports the ability to assign contracts to your company locations Each user requires the correct permission to add Locations To add locations select Locations from the left menu then select Add Location Enter the appropriate location information into the Location Form displayed below Menu Company Info Employees Locations Add Location Location List Departments YendorsCustomers Purchase Orders Contracts Other Logout Location Manager _ Alas k Locatie Location ame yoate ae 11 01 10 AM 3421 ee o ooo street Actore YH ManagerID Notes atthis location is now in control of all his cont Select Save to save the location information Repeat the steps above for all of your company s locations 26 CobbleStone Systems Corp All rights reserved View and Edit Locations To view or edit the locations entered into the system select Location List from the Location menu Next select the name of the location that needs to be viewed or edited len Location List onmpany Info ati Employe
47. onal User Security Options 1 Log into Contract Web as an Admin level user 2 Select the Employee from the Employee Lists that require additional security options 3 Select the Additional Security button as seen below 33 CobbleStone Systems Corp All rights reserved 34 Employee Manager Date Updated Add Deparment a Additional Security Addihonal Danartmants Next select the security role from the available security list see below that you want to assign to the selected user and click the Add Remove button This will add the security role select to the assigned security list box To remove security roles from an users profile select an assigned security role in the assigned security roles list box and click the Add Remove button CobbleStone Systems Corp All rights reserved Manage User Security Assigned Roles Available Roles Manage Employees and Users Manage Contract Categories Manage Vendor and Customers Manage Contract Type AddfRemove Back to Employee Available Security Roles 1 The Manage Employees and Users security role permits a user to add edit and delete employees users from the system 2 The Manage Vendor and Customers security role permits a user to add edit and delete Vendors and Customers 3 The Manage Contract Categories security role permits a user to add edit and delete Contract Categories 4 The Manage C
48. ontract Types security role permits a user to add edit and delete Contract Types 5 The Manage Contract Tasks security role permits a user to edit and delete Contract Tasks that are assigned to Contracts that are part of the departments that the user is assigned to 35 CobbleStone Systems Corp All rights reserved Vendor Customer Management Contract Web features contact management functionality to keep track of your external contacts entitled Vendors Customers This is designed to keep track of Vendors and Customers that your organization does business with Add Vendors Customers You must have the appropriate administrative permission to add contacts to the system To add vendors and customers to the system select Add Vendor Customer from the Vendor Customers menu The Vendor Customer input form will appear Enter the appropriate data in and select save Menu Vendor Customer Manager Company Into Tran deel Ty Employees vendorlD H Locations VendorHame Alpha Mega Corp Departments VWendonrCustoamer List Purchase Orders Philadelphia PR 119123 Contracts Other Accounthumber 3243 2001 Note To grand a vendor or a customer with the ability to log into the system for contract negotiation and view only rights enter a username and password in the appropriate fields UserName vendoruserm ame Pass Word vendor assward 36 CobbleStone Systems Corp All rights re
49. ployee e You tasks will appear on the Contract Details form as seen below Contract Tasks 381 TaskH ame Task Mame ErployveeLD Demo Demo TaskStartD ate 7 2 2008 TaskEndDate 8 2 2005 MotityDays gi Amount Task Complete Open na CometD Fa EnteredBy Demo Demo Date Entered iaie 005 UpdatedBy Demo Demo Date Updated 7 2 2008 Recurring Contact Tasks 48 CobbleStone Systems Corp All rights reserved To make a Contract Task recur recurring tasks L 2 3 4 a 6 d 49 Reccuring Wels Make Recurring es E ae otop atter times add a Contract Task refer to the Contract Tasks section of this manual for more information about Tasks Change the Make Recurring drop down box to Yes Enter the Start date of the recurring reoccurring task in the Start on field Enter how often the task should recur in the box next to the Recur every text Select the recurring interval in Months Days Weeks and Years Enter the number of intervals that the task should recur Select the Save button Save Delete Cancel CobbleStone Systems Corp All rights reserved 50 Contract Task Task Mame Contract ID E Task Start Date 7 2 riep Task End Date 7 ef feooe i i Save Cancel Delete Upload Files Task Motify gt Contract Tasks Ad Days drom End Date a Complete vewn Pah att ah ae Task Name Task Start Task End ys Left Complete Vi
50. r Das amp ra ee pice unl Renew fazo 0 tts Review fezo 0 tt Date ae Select Save to continue Sove Cones Dot Note The contract entry and display form may vary depending on the custom fields entered by the contract administrator The user can enter the following information The Contract Title Vendor select from list The Product The Contract Start and End Date Year 2000 Compliant Employee Contact select from list and Signed By information The Contract Category can be used to track Contracts by specific codes Notification The Notify Days field informs the database of when to notify you when the contract is expiring based on the Contract End Date For example 1f the contract ends on 12 1 02 and the notify days are 30 days then you will be notified the contract is expiring on 11 1 02 47 CobbleStone Systems Corp All rights reserved Adding a Contract Sub Tasks or Milestones Contract Web supports the ability to add sub tasks or milestones to a contract This can be used to track tasks or workflow for a contract Contract Tasks will appear on the user s calendar based on the Task End date The task will be e mail to the employee that it is assigned to based on the notification days entered before the end date e To add a task select Add Task from the contract screen as seen below e Add you task data such as name dates values and assign it to an em
51. rders Contracts mooo of Operations Other Department cee Hugh Abbott Hugh Of2002 4 40 00 PM Manager Logout SPervs oF om nents Date Hired UserName password a aa Note To assign administrative permissions to a user select True in the Admin list box The Administrative permissions are set to false as a default To assign read only permissions to a user select True in the Read Only list box FeadOnly False The Read Only permissions are set to false as a default Select Save to save the Employee and User information 30 CobbleStone Systems Corp All rights reserved View and Edit Employee and User Information To view or edit Employee and User information select Employee List from the Employee Menu The employee entered in the system will be displayed as follows Company Info El Employees Employee System Add Employee Employee List Name Titte Phone Email My Calander Abbots Hugh ieni Corporate Director of Purchasing Locations Operations VYendorsCusta mers Purchase Orders a a Other z Bandon Fete wiew Brooks Sukha view Director of Marketing info igbe LOBAL com Upon selecting the name from the list the details form will appear Menu Employee Manager Company Info employees EmployeeID Employee List Locations Departments Yendors Customers Purchase Orders Contracts
52. s are assigned to a user on a per user basis via the Employee Manager screen The following steps describe how to access the Additional User Security Options 1 Log into Contract Web as an Admin level user 2 Select the Employee from the Employee Lists that require additional security options 3 Select the Additional Security button as seen below 69 CobbleStone Systems Corp All rights reserved Employee Manager _ eit e Emo Demo H Add Department a Additional Security Addihonal Danartmants 4 Next select the security role from the available security list see below that you want to assign to the selected user and click the Add Remove button This will add the security role select to the assigned security list box 5 To remove security roles from an users profile select an assigned security role in the assigned security roles list box and click the Add Remove button 70 CobbleStone Systems Corp All rights reserved Manage User Security Assigned Roles Available Roles Manage Employees and Users Manage Contract Categories Manage Vendor and Customers Manage Contract Type AddfRemove Back to Employee Available Security Roles 1 The Manage Employees and Users security role permits a user to add edit and delete employees users from the system 2 The Manage Vendor and Customers security role permits a user to add edit and delete Vendors an
53. served Add Additional Contacts to Vendors Customers Contract Web supports the ability to add unlimited Contacts to Vendors and Customers To add contacts to Vendors Customers select add more contacts from the Vendor Customer details screen add more contacts Other Contacts add more contacts The addition contact screen will appear as follows Mike Smith VP of Purchasing Purchasing 333 333 3333 555 555 5555 123Westave Address f Ea Newvon x Save l Cancel Each contact entered will appear at the bottom of the Vendor Customer detail screen 37 CobbleStone Systems Corp All rights reserved View and Edit Vendors Customers To view or edit Vendor and Customer information select Vendor Customer List from the Vendors Customers Menu Each Vendor and Customer entered in the system will be displayed as follows Company Info a E Empia Jea fendorCustomer Phone F Contact E mail ax Locations ABC Ltd 20 0117 9123456 0117 9123457 AN Other infoabe cam Departments AGlobal 91 Nate infor gbogtaba com El Yendors Customers Schmeqle Add VendouCustamer E 999 9999999 999 999 0909 sue schmegley eggamylegga Doitchkavinsky VendorCustomer List pene oom Aloha Mega Corp 62 555 555 5555 555 555 5555 Nate Chessher info ghcglobal cam El Contracts American Medical Association 1 500 621 6335 1 312 464 5600 Other 2 Logout AUTO AIR OF MACON 108
54. te and manage fields for as seen below 2 Select the Get Table Data button This will show the field selector and report writer screen as seen below Choose a table table ftolCategories T Get Table Data Field Manager 1 After selecting the table all the field names and field types will be displayed NOTE Optional this interface can be utilized to scroll through the records and make data changes there 1s no undo option all changes are final If there are user fields entered you will be presented with the option to manage the field values and or delete the custom field NOTE all changes are final and cannot be undone system fields cannot be deleted Switch Table thlContracts Get Table Data Status Current Table is thlC ontracts back next Save Add Field Contract ID int Vendor ID 33 int Employee ID 3 int Sioned_by_ID Bo it Contract Title T varchar Product B varchar Contract Start Date 2003 stialldatetime Contract End Date A2003 smaldatetime Contract Amount P money Contract Type ID FB int Contract Description 4 4 01 Ji a 4 varchar Contract Num 3 varchar 2 To add User Defined Fields select the Add Field button ees 60 CobbleStone Systems Corp All rights reserved 3 The field manager input form will appear as seen below Table thlontracts Field Hame Product ID Field Type Text Y Field Length 50 Default Value n i money Create Field
55. the maximum number of bytes allowed in the entity body of an ASP request If a Content Length header is present and specifies an amount of data greater than the value of AspMaxRequestEntityAllowed IIS returns a 403 error response This property is related in function to MaxRequestEntityAllowed but is specific to ASP request Whereas you might set the MaxRequestEntityAllowed property to 1 MB at the general World Wide Web Publishing Service WWW Service level you may choose to set AspoMaxRequestEntityAllowed to a lower value if you know that your specific ASP applications handle a smaller amount of data Open your MetaBase XML which is located in c Windows System32 Inetsrv find the line AsoMaxRequesitEntityAllowed and change it to 1073741824 This change does not require stopping IIS but to make the Metabase xml file write able you need to go to the IIS control panel right click the server select properties and check off the box that says allow changes to MetaBase configuration while IIS is running AspBufferingLimit Variable Change Downloading files with Contract Web hosted on IIS 6 generates the following error message File not found Error 1040 Error opening Z xxx xxx Error 32 The process cannot access the file because it is being used by another process In fact the original error raised by IIS is Response Buffer Limit Exceeded Using IIS 6 If you get the above error when you click on an attachment the attachment
56. the Vendor link will allow the user to add and view the vendor information denu z indent Customer List Vendor Customer Phone Fax Contact p04 000 miata A One Manufacturing i a HVAC Services Enter First Contact 0 mpany Info H Employees info Cobbh H Locations inforcmark 1 H Departments infot Cobbh Yendors Custamers Add VendornrfCustamer Info Cobbh WendonCustomer Li H Pure rs 0117 H Contracts SE Lid 40 a 0117 9123456 9123457 AM Other info Cobbh H Other Acme Vending Adenevy The Contracts Vendors Employees Locations and Departments links will show their respective options 23 CobbleStone Systems Corp All rights reserved Company Information Add Your Company Information As the contract administrator of Contract Web the first step is to add your company information This information will be used to pre fill data as needed in contract templates Your Company Info Please enter your company information This information will default on your forme Locations Add Location Location List Company Name Legal Information LLE Bers mers Company Address P 0 Box 4ee06 Purchase Orders Ch Contracts Other Logout 499 999 9995 r m ontact Karen Smith OOO SUMMer street al TT Select Save to save your company information We recommend entering data into the system in the following order 1 Add Your C
57. tracts from one employee to another This feature 1s useful if a contract management leaves the organization and the contracts administrator needs to assign contracts to their replacement 1 From the maintenance menu select Assign Contracts from one employee to another 2 Select the employee from the list that you want to assign contracts from and to Select Process U Contract Categories Contract Status TAssio Contracts from one employee to another a ee Mianace Contract Templates Contract Type Contract Occurence wnitract Expiring Settine ecunty Method Expiring Setting Add Contract Find Contract Edit Contract Transfer all Contracts from Addleman Mark To Contract Reports Expiring Contracts Contract Requests hWdajtenance 2 Select Assign Contracts link Process the Tra 1 Select Maintenance from the Contract Menu 3 Select the employee you want to transfer from and to Select Process 54 CobbleStone Systems Corp All rights reserved Uploading Images and Attaching Files and Scanned Images Contract Web supports the ability to attach and upload files of any file type and scanned images 1 To upload files to a contract select the Upload Files button from the Contract Details Screen as seen below 2 Select Browse to locate the files or scanned images on your computer s

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