Managing Documents

Documents in Contract Writing

Contract Writing (CW) provides a centralized contract file for managing documents associated with solicitations, awards, and agreements. You can upload, move, delete, review, and generate documents directly from procurement records without leaving the application.

Contract Writing supports three approaches for creating documents from templates:

• AI Doc Builder templates: Generate supplemental procurement documents (memos, justifications, statements of work) using AI-powered document generation from master templates managed in the Contract Writing Settings site.
• Word-based document templates: Generate structured documents from Word templates associated with checklist items. See Document Templates for configuration details.
• Standard form templates: CW automatically generates government standard forms (such as SF1447) when a solicitation or award is released. Standard form templates are not user-initiated.

Upload documents to a procurement in Contract Writing

You can upload documents to the contract file of any solicitation, award, or agreement. Uploaded documents are stored in the record's contract file and are accessible to users with the appropriate permissions.

To upload documents:

1. Navigate to the procurement record summary (solicitation, award, or agreement).
2. Select the Contract File tab (or Agreement File tab for agreements).
3. Click UPLOAD.
4. Select the files to upload.
5. Enter document details (name, type, description) for each file.
6. Click SAVE.

Add attachments directly in Section J in Contract Writing

Contract Writing supports adding attachments directly within the contract text for Section J. Documents uploaded through Section J are automatically tagged as Section J documents in the contract file.

To add an attachment in Section J:

1. Navigate to the procurement record and select the Contract Text tab.
2. In Section J, click the attachment action.
3. Select or upload the files to attach.
4. Click SAVE.

The attached files appear in the contract file with the Section J tag applied.

Move a document in Contract Writing

You can move documents between folders within the contract file to organize your procurement documentation.

To move a document:

1. Navigate to the contract file of the procurement record.
2. Select the document to move.
3. Click the … menu and select Move.
4. Select the destination folder.
5. Click SAVE.

Delete a document in Contract Writing

Deleting a document removes it from the contract file permanently.

To delete a document:

1. Navigate to the contract file of the procurement record.
2. Select the document to delete.
3. Click the … menu and select Delete.
4. Confirm the deletion.

Submit a document for review in Contract Writing

Submitting a document for review creates a review task with the selected document attached. The reviewer receives the task and can access the document directly.

To submit a document for review:

1. Navigate to the contract file of the procurement record.
2. Select the document to submit.
3. Click the … menu and select Submit for Review.
4. Select the reviewer (group or individual).
5. Set the review due date.
6. Click SUBMIT.

View document versions in Contract Writing

Contract Writing maintains versioning history for documents in the contract file. You can view previous versions and track changes over time.

To view document versions:

1. Navigate to the contract file of the procurement record.
2. Select the document.
3. Click Versions to view the version history.
4. Select a version to view or download.

Create a document from a template in Contract Writing

Contract Writing integrates with AI Doc Builder to generate supplemental procurement documents from master templates. The Create Document action is available on solicitations, amendments, awards, modifications, and agreements.

To create a document from a template:

1. From the summary view of a procurement record, click the … menu and select Create Document from Template. You can also access this action from the Contract File tab.
2. In step one, select how to create your document:
   • Published master template: Select a template managed by your administrator.
   • Ad hoc reference document: Use an existing document as a starting point.
   • Start from scratch: Create a blank document.
3. In step two, configure the document content based on your selection.
4. In step three, review and finalize the document.
5. Click CREATE.

After creation, the document appears in the procurement record's contract file.

Chat with a document in Contract Writing

Contract Writing provides AI-powered document chat directly within the contract file. You can ask questions about a document's content and receive AI-generated answers with context drawn from the document.

To chat with a document:

1. Navigate to the contract file of the procurement record.
2. Select the document.
3. Click Chat to open the document chat interface.
4. Enter a question about the document content.
5. Review the AI-generated response.

Summarize a document in Contract Writing

Contract Writing can generate concise summaries of documents in the contract file using AI-powered summarization.

To summarize a document:

1. Navigate to the contract file of the procurement record.
2. Select the document.
3. Click Summarize to generate a summary.
4. Review the AI-generated summary.

View the Section J tag on a document in Contract Writing

Contract Writing tracks whether documents in the contract file were uploaded through Section J. You can view which documents have the Section J tag applied and whether the tag was added during the solicitation, amendment, award, or modification phase.

To view the Section J tag:

1. Navigate to the contract file of the procurement record.
2. Review the Section J indicator on each document.

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