Configure Required Documents

Required Documents overview

The Required Documents page in GAM Acquisition Central provides policy administrators with a centralized interface to define, manage, and enforce contract file documentation requirements across the procurement lifecycle. Instead of maintaining static spreadsheet checklists that require manual distribution and updates, administrators configure document profiles with dynamic conditional logic that automatically adapts to each procurement's characteristics.

From the Required Documents page, policy administrators can:

• Create document profiles that define which documents are required at each acquisition lifecycle phase.
• Build conditional logic rules that dynamically determine whether a document is mandatory based on procurement characteristics such as contract type, dollar value, and classification codes.
• Activate or deactivate profiles as policies evolve without disrupting existing workflows.
• Track all changes through a comprehensive audit history.

Navigate to the Required Documents page

To access the Required Documents page:

1. From the Acquisition Central site navigation, click Required Documents.

The Required Documents page is located in the site navigation between Vendor Directory and User Access Management.

Required Documents landing page

The Required Documents landing page displays all configured document profiles and provides access to create new profiles.

The landing page includes:

• Recents section: Cards showing the last four document profiles that were updated, providing quick access to recently modified profiles.
• All Documents grid: A searchable grid listing all document profiles.

All Documents grid columns

The All Documents grid displays the following columns:

• Document Name: The label assigned to the document profile.
• Procurement Stage: The acquisition lifecycle phase the document is associated with.
• Folder Location: The contract file folder where uploaded documents will be stored.
• Status: Active or Inactive.
• Last Updated: The date and time the profile was last modified.

To search for a specific document profile, use the Search Documents field above the grid.

To edit a document profile from the grid, click the document name to open the summary view, then select Update.

Create a document profile

Document profiles define the documentation requirements for your organization's procurement processes. Each profile captures a document's identity, the procurement stage where the document is required, and the conditions under which the document applies.

To create a new document profile:

1. From the Required Documents landing page, click + CREATE.
2. In the Details section, complete the following fields:
   • Document Name (required): Enter a descriptive label for the document. The name must be 255 characters or fewer and must be unique across all profiles.
   • Description (optional): Enter additional context about the document's purpose. The description must be 1,000 characters or fewer.
   • Procurement Stage (required): Select the acquisition lifecycle phase where the document is required. Values: Requirement, Solicitation, Amendment, Award, or Modification.
   • Folder Location (required): Select the contract file folder where uploaded documents will be stored. Available folders are determined by the selected procurement stage. Folder locations map to application references in the corresponding solution (RM for Requirement stage, CW for Solicitation, Amendment, Award, and Modification stages).
   • Template (optional): Select a preconfigured O365 template to associate with the document profile. Templates provide a starting point for document creation.
3. In the Conditions section, configure the conditional logic rules or select Always Required.
4. Click CREATE.

The Template field has a similar dependency:

Configure conditional logic rules

Conditional logic rules determine whether a document profile applies to a specific procurement. You can configure a document as Always Required (the document is mandatory for every procurement in that stage) or Conditional (the document is required only when specific criteria are met).

Always Required vs. Conditional

Select the requirement type for the document profile:

• Always Required: The document is mandatory for every procurement at the selected procurement stage, regardless of procurement characteristics. When selected, the conditions section is disabled.
• Conditional: The document is required only when the procurement's characteristics match the configured rules. When selected, the conditions section displays the rule builder.

Condition fields

The rule builder supports the following condition fields:

Field	Description	Operators	Value Input
Contract Type	The type classification of the procurement.	Equals	Multi-select from lookup list (values: New, Mod). Multi-select is treated as OR logic.
Contract Value	The estimated financial value of the procurement.	Equals, Less Than, Less Than or Equal To, Greater Than, Greater Than or Equal To	Numeric entry.
Category	The procurement category classification.	Equals	Select from list (values: Facilities, IT Hardware, IT Services, IT Software, Telecom, Other).
PSC	Product Service Code.	Equals, Starts With	Type-ahead search (Equals) or free text (Starts With).
NAICS	North American Industry Classification System code.	Equals, Starts With	Type-ahead search (Equals) or free text (Starts With).
NIGP	National Institute of Governmental Purchasing code. Available when SLG is toggled on.	Equals, Starts With	Type-ahead search (Equals) or free text (Starts With).

Build conditions

To configure conditional logic:

1. In the Conditions section, select Conditional.
2. Select a match type for the first condition group:
   • All Conditions (and): The document is required when every condition in the group evaluates to true.
   • Any Condition (or): The document is required when at least one condition in the group evaluates to true.
3. Click Add Condition to add a condition row.
4. For each condition, select:
   • A Field from the dropdown.
   • An Operator appropriate for the selected field.
   • A Value to evaluate against.
5. (Optional) Click Add Condition to add more conditions within the same group.
6. (Optional) Click Add Condition Group to create a new group with its own match type and conditions.

Condition groups

Condition groups provide AND/OR logic at two levels:

• Within a group: Conditions are evaluated together using the group's match type (All Conditions or Any Condition).
• Between groups: Multiple condition groups are combined to create complex evaluation criteria.

To add a condition group:

1. Click Add Condition Group below the existing conditions.
2. Select the match type for the new group (All Conditions or Any Condition).
3. Add one or more conditions to the new group.

To remove a condition group:

1. Click Delete Group on the condition group header.
2. Confirm the deletion.

Condition evaluation behavior

When the evaluation engine assesses a procurement against configured document profiles:

• Conditions within a group are evaluated according to the group's match type (AND or OR).
• If a procurement does not provide data for a condition field, that condition evaluates as false. For example, if a rule requires Contract Type = "FP" AND Contract Value > $500,000, but the procurement has no contract type specified, the rule evaluates as false and the document is not required.

View a document profile summary

The document profile summary displays all configured information for a single document profile.

To view a document profile summary:

1. From the All Documents grid, click the document name.

The summary page displays:

• KPI cards: Procurement Stage, Folder Location, and Status at a glance.
• Details section: Document name, description, last updated date and user.
• Conditions section: Displays "Always Required" with an icon when no conditions are configured, or the full list of condition groups with their match types and filter rules when the profile is conditional.
• Template section: The associated O365 template, or "No template available" if none is configured.

From the summary page, you can perform the following actions:

• Update: Modify the document profile details, conditions, or template.
• Activate or Deactivate: Change the profile's active status.
• History: View the audit trail for the profile.

Update a document profile

To update an existing document profile:

1. From the document profile summary, click Update.
2. Modify the details, conditions, or template as needed.
3. Click SAVE.

Changes to a document profile take effect immediately for future evaluations. Existing evaluation results are not retroactively updated.

Activate or deactivate a document profile

Deactivating a document profile removes it from future evaluation results without deleting the profile or its configuration. Deactivated profiles remain in the system for historical reference and can be reactivated at any time.

Deactivate a document profile

To deactivate a document profile:

1. From the document profile summary, click Deactivate.
2. In the confirmation dialog, review the impact message.
3. Click DEACTIVATE to confirm.

Activate a document profile

To reactivate a previously deactivated profile:

1. From the document profile summary, click Activate.
2. In the confirmation dialog, review the impact message.
3. Click ACTIVATE to confirm.

Once activated, the document profile is included in future evaluations immediately.

View document profile history

GAM Acquisition Central maintains a comprehensive audit trail for each document profile, tracking all changes from creation through subsequent modifications.

To view the history for a document profile:

1. From the document profile summary, click the History tab.

The history grid displays the following information for each change:

• Action: The type of change (Created, Edited, Deactivated, Activated).
• Modified By: The user who made the change.
• Modified Date: The date and time the change occurred.
• Details: A description of what was modified, including before and after values for field changes, and details of added or removed conditions.

The audit trail captures changes to all aspects of the document profile, including:

• Document details (name, description, procurement stage, folder location, template).
• Condition groups (added, removed, match type changed).
• Individual conditions (field, operator, and value changes).
• Status changes (activated, deactivated).

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