Contract Lifecycle Management Setup Guide

CLM setup tasks

Contract Lifecycle Management (CLM) is a flexible and dynamic solution that automates and streamlines the key processes and decision points during each stage of the contract lifecycle. To ensure your application remains scalable and aligns with best practices, we've provided instructions to guide you through some of the most common and important setup tasks.

After installing CLM, there are certain configurations you'll need to perform to configure the solution for your organization and its business processes.

There are two separate components to setting up the CLM solution:

1. Admin setup tasks (this page).
2. Control Panel configuration.

Before proceeding with your no-code CLM setup in the Control Panel, we recommend completing the following admin-level tasks. Admin-level tasks related to feature settings, user groups and security, optional integrations, and data setup may impact functionality in your CLM solution.

This guide outlines which tasks to complete, configuration options, and a general order in which we recommend completing them. However, these instructions can be used to modify the application at any time.

Carefully review your options and decide which settings make the most sense for your organization and business needs before proceeding.

CLM feature toggles (optional)

Use Appian Designer to enable or disable CLM-specific features.

The following features can be turned on or off by changing the True/False value in the following design objects:

• CLM_FEATURE_TOGGLE_RECORD_CHAT - This constant manages whether the AI Contract Record Chat feature is enabled. This toggle is shipped in the OFF state.
• CLM_FEATURE_TOGGLE_SEMANTIC_SEARCH - This constant manages whether the AI Semantic Search feature is enabled. This toggle is shipped in the ON state.
• CLM_FEATURE_TOGGLE_AUTOMATED_CLAUSE_AND_DATA_INSERTION - This constant manages whether the Automated Clause and Data Insertion feature is enabled. This toggle is shipped in the ON state.
• CLM_FEATURE_TOGGLE_OFFICE_365 - This constant manages whether the Microsoft 365 integration is enabled. This toggle is shipped in the OFF state. For instructions on setting up the Microsoft 365 Integration, see the Microsoft 365 integration section.
• CLM_FEATURE_TOGGLE_ADB_AI_DOCUMENT_BUILDER - This constant manages whether the AI Document Builder feature is enabled. This toggle is shipped in the OFF state. For instructions on setting up the Azure OpenAI integration to use this feature, see the Azure OpenAI integration section.
• CLM_FEATURE_TOGGLE_DOCUSIGN - This constant manages whether the Docusign feature is enabled. This toggle is shipped in the OFF state. For instructions on setting up the Docusign integration to use this feature, see the Docusign integration section.
• CLM_FEATURE_TOGGLE_AI_KNOWLEDGE_ASSISTANT - This constant controls whether the AI Contract Assistant feature is enabled. This toggle is shipped in the OFF state. The AI Contract Assistant enables users to summarize and ask questions about contract documents. For more information, see AI Contract Assistant Setup.

Azure OpenAI integration (optional)

CLM comes with an integration with Azure OpenAI that can be used to generate contract text from user instructions. To configure this integration with your CLM solution, you need to register for an account with Azure OpenAI and configure the connected system with your account credentials.

Refer to the Azure OpenAI Integration Setup Guide for detailed instructions.

Microsoft 365 integration (optional)

CLM comes with an integration with Microsoft 365 that can be used to provide a seamless experience for collaborative contract document authoring, reviewing, and editing. Configuration for this integration will take place in both your Appian CLM solution and Microsoft Azure.

Refer to the Microsoft 365 Integration Setup Guide for detailed instructions.

Docusign integration (optional)

CLM comes with an integration with Docusign eSignature software that can be used to facilitate and track the contract signing process automatically. Configuration for this integration will take place in both your Appian CLM solution and Docusign.

Refer to the Docusign Integration Setup Guide for detailed instructions.

Contract signing

To enable completion of the Send for Signature task in the task record summary, there are instances where a PDF document must be generated on page load. This requires you to reference the appropriate API key in the connected system that references your existing environment.

To configure the connected system:

1. Create a new service account for internal operations.
   1. Example: clm.internal.service.account
2. Create an API key for this service account.
3. Add this service account to the CLM Internal Service Accounts group.
4. Reference this API key in the CLM Self Referential Connected System object on import.
5. Reference your environment web API base URL in the CLM Self Referential Connected System object on import.
   1. Example: https://www.your-environment.com/suite/webapi/

User groups and security

Security in Contract Lifecycle Management is defined by the user and business groups.

Reference Data

The CLM solution includes the following reference data that are easily customizable to align with your business.

Department

Contracts can be related to a department using the Department field which enables reporting and review process execution by department.

The following departments are shipped with the CLM solution:

• Finance
• Information Technology
• Legal
• Marketing
• Risk Management
• Sales

The department options can be modified and added to by a Privileged Business User with access to Control Panel by completing the following steps.

1. Click Control Panel from the site menu.
2. Click the Data tab.

3. Click the edit icon in the Department row.

   

4. Add, relabel, deactivate options as needed.
5. Click SAVE.

Priority

Contracts can be automatically assigned a priority on creation based on the default priority set for the selected contract type. Contract priority can also be manually set and changed using the Update Details action on the contract summary.

The CLM solution ships with the following priority options:

• Critical
• High
• Medium
• Low
• None

The contract priority options can be modified or added to by an Administrator with access to the database.

If your organization uses the Appian MariaDB, you can modify the Priority options in the CLM_CFG_PRIORITY table.

Sync the CLM_CFG_Priority record type in Appian Designer after modifying the CLM_CFG_PRIORITY table.

User start pages

To ensure users are automatically directed to the correct site upon logging into your CLM solution, configure User Start Pages in the Appian Admin Console.

The recommended start pages for the CLM groups are:

Start Page URL	Groups
https://ENVIRONMENT-NAME/suite/design	CLM Design Administrators
https://ENVIRONMENT-NAME/suite/sites/clm-workspace	CLM Internal Users
https://ENVIRONMENT-NAME/suite/webapi/solutions-hub-start-page-handler	AS_HUB_GRP_Admins

Translating the application (optional)

All strings displayed throughout the CLM solution are backed by a Translation Set. This makes tailoring the verbiage to match your business' vernacular easy using the Translation Set, CLM_BaseTranslations, in Designer.

Refer to Translation set object for information on translating the Contract Lifecycle Management solution to other languages.

Next steps

See the Control Panel page for more information on configuring the various Contract Lifecycle Management (CLM) contract types, templates, tasks, workflows, and review rules specific to your organization and its contract lifecycle management process.

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