Contract Writing Settings Site

What is the Contract Writing Settings site?

The Contract Writing (CW) Settings site is a standalone site where business users can:

• Tailor procurement workflows: Configure categories, checklists, tasks, and review workflows to match your organization's acquisition processes without relying on IT.
• Control AI-powered features: Turn AI Document Builder and AI Chat with multiple documents on or off based on your organization's needs.
• Manage document templates: Create and maintain master templates that contracting personnel use to generate supplemental procurement documents directly in Contract Writing.

Prerequisites for Contract Writing Settings site

Contract Writing Settings site access requires membership in specific security groups:

• AS GCW Contract Writing Settings Site Access: Required to view and manage categories, tasks, checklists, and review workflows.
• AS GCW TMG Task Management Access: Required to create and manage checklists on the Settings site.

See the Groups Reference Page for details on security groups.

Access the Contract Writing Settings site

To open the Contract Writing Settings site, select Navigation Menu > Contract Writing Settings from the Contract Writing site.

Manage checklists in Contract Writing

Checklists in Contract Writing group a series of tasks together using conditional logic to define what must be completed during the procurement lifecycle. Different procurements often require different sets of tasks depending on factors like the entity involved or the total procurement amount. Checklists account for these variations by recommending the correct set of tasks based on the data entered during solicitation or award creation.

To access the Checklists page from the Contract Writing Settings site, click Checklist from the side navigation menu.

Create a new checklist in Contract Writing

To create a new checklist in Contract Writing:

1. From the Checklists page, click +CREATE.
2. In the Details section, enter a Name and Description.
3. In the Conditions section, add and configure Conditions.
   1. The checklist is recommended on procurements when these conditions are met. You can specify if you want to recommend the checklist when Any Condition (or) is met or when All Conditions (and) are met.
4. In the Workflow section, add tasks from the Available Tasks column to the Selected Tasks column by checking the box next to the task you want to add.
   1. Remove tasks from the Selected Task column by clicking the X next to the task you want to remove.
5. Click ADD to proceed to the next step.
6. Assign a Group, Days to Complete, and Dependents for each task. Arrange tasks in sequential order to establish the checklist workflow.
   1. Dependent groups can only review once the parent group has completed their review.
   2. The workflow visualizer updates dynamically as you make changes to help you see the impacts of your selections.
7. Click CREATE.

Update an existing checklist in Contract Writing

To update a checklist in Contract Writing:

1. From the Checklists page, click Vertical Ellipsis icon for the checklist you want to update.
2. Click Update.
3. Update the Details, Conditions, and Workflow for the checklist.
4. Click UPDATE.

Manage tasks in Contract Writing

Tasks in Contract Writing are actions added to checklists that users must complete during the procurement process. To add tasks to a procurement checklist, you must first create a library of tasks. View tasks by clicking Tasks from the navigation. In the task list, you can filter items, select a category from the dropdown, or enter a search term in the Search Tasks field.

Task types in Contract Writing

Tasks in Contract Writing can be one of four types:

• Confirmation: Requires a user to enter a date to confirm the task has been completed.
• Attach Document: Requires a user to upload a specific document.
• Review: Requires a user to approve, reject, or request changes on a task.
• Create Document from Template: Requires a user to create a specific document from the provided document template.

Create an individual task in Contract Writing

To add an individual task in Contract Writing:

1. From the Tasks page, click +CREATE.
2. Enter the following details:
   • Name: Enter a display name for the task.
   • Category: Select the category that the task should be grouped with. You can create and modify category values on the Categories page.
   • Description: Enter a description for the task.
   • Default Group: Enter the group that should be responsible for the task.
   • Default Days to Complete: Enter the default days to complete the task.
   • Task Type: Select a task type. The valid values are: Confirmation, Attach Document, Review, and Create Document from Template.
     • (Optional) If the Task Type is Attach Document, select a Document Type.
     • (Optional) If the Task Type is Create Document from Template, select a Document Type and a Document Template.
3. Click CREATE.

The new task is available for use in all new and existing checklists.

Import multiple tasks in Contract Writing

To import multiple tasks at once in Contract Writing:

1. From the Tasks page, click IMPORT.
2. Download and open the Sample Import Excel File.
3. Add tasks to the spreadsheet by filling out the following fields:
   • Name: The display name for the task. There is a 255-character limit. Task names must be unique to import successfully.
   • Category: The category that the task should be grouped with. Values must already exist on the Category page.
   • Description: The description of the task. There is a 255-character limit.
   • Assigned Group: The group automatically assigned to the task. The valid values are all business groups in the CW application. For example, Contracting Officer or Contract Specialist. See the Groups Reference Page for a list of the default groups.
   • Days to Complete: The default days to complete the task.
   • Task Type: The type of task. The valid values are: Confirmation, Attach Document, Review, and Create Document from Template.
   • Document Type: Only required if Task Type is Attach Document or Create Document from Template. The valid values are: Award Document, Memo, Justification Document, Determination, Waiver, Research, Checklist, Evaluation, Briefing, Notification, Appointment, Other.
   • Document Template: Only required if Task Type is Create Document from Template. The valid values are: Exercise Option Letter Template and COR Appointment Letter Template.
4. Save the spreadsheet.
5. On the Tasks page, click UPLOAD and select the AS GCW TMG Sample Task Import.xlxs file.
6. Map the columns from the Excel sheet to the task fields. If you used the template without modifying the column headers, these match automatically. Click NEXT.
7. Verify all of the fields are correct and there are no validation errors.
8. Click ADD TASKS.
9. (Optional) If you want to create a new checklist with the tasks you just imported, click ADD TASKS TO CHECKLISTS.

Edit a task in Contract Writing

To edit a task in Contract Writing:

1. From the Tasks page, click click Vertical Ellipsis icon for the task you want to modify.
2. Click Update.
3. Modify the Name, Category, Description, Default Group, Default Days to Complete, and Document Type or Document Template, if applicable.
4. Click UPDATE.

Manage categories in Contract Writing

Categories in Contract Writing group similar tasks together, usually by the function of the tasks or the group that performs them. CW comes with default categories that are completely configurable to meet the needs of your organization's procurement process. To view categories, click Categories from the navigation menu.

Create a category in Contract Writing

To create a new category in Contract Writing:

1. From the Categories page, click +CREATE.
2. Enter a Name and click CREATE.

The new category is available for all new procurement tasks and when adding a new checklist or additional tasks to an existing checklist.

Update a category name in Contract Writing

To update a category name in Contract Writing:

1. From the Categories page, click Vertical Ellipsis icon for the category you want to modify.
2. Click Update.
3. Enter a new Name and click UPDATE.

The new name displays in all new and existing tasks that reference the category.

Delete a category in Contract Writing

To delete a category in Contract Writing:

1. From the Categories page, click Vertical Ellipsis icon for the category you want to remove.
2. Select Delete.

The category no longer displays in tasks and checklists.

Manage review workflows in Contract Writing

Review workflows in Contract Writing define custom review processes that are recommended based on conditional logic. Business users can configure which groups review documents, solicitations, or awards, and in what order.

The Review Workflows page displays all existing review workflows in a grid list, including their name and last updated date. Clicking a review name displays the review summary with assigned groups, details, and conditions.

Create a new review workflow in Contract Writing

To create a new review workflow in Contract Writing:

1. From the Review Workflows page, click +CREATE.
2. Enter the following information:
   • Name: Enter a name for the review.
   • Status: Select a status, Active or Inactive.
   • Review Type: Select the review type, Document Review or Procurement Review. The type affects the fields available for setting up the conditional logic.
   • Procurement Type: (Optional) If the Review Type is Procurement Review, select the procurement type.
3. In the Conditions section, define conditional logic for the review workflow.
   1. The review process is used instead of the default process when these conditions are met. You can specify if you want to use the review when Any Condition (or) is met or when All Conditions (and) are met.
4. In the Reviewers section, assign review groups to evaluate this workflow.
   1. For each Assigned Group you can select Dependents and Days to Complete.
   2. Dependent groups can only review once the parent group has completed their review.
5. Click CREATE.

Update an existing review workflow in Contract Writing

To update a review workflow in Contract Writing:

1. From the Review Workflows page, click Vertical Ellipsis icon for the review name that you want to update.
2. Click Update.
3. Update the review details, conditions, or reviewer assignments.
4. Add review groups by clicking Review Group.
5. Modify the review groups:
   • Precedents: Modify the default precedents. A precedent is a review group that must complete the review before another group begins reviewing.
   • Assigned Group: Modify the default assigned group.
   • Duration: Enter a number to indicate how long that item takes to complete once started.
   • Duration Unit: Select whether the Duration is for Hours, Days, or Weeks.
   • Click X to delete review groups.
6. Click SAVE CHANGES.

Manage templates in Contract Writing

Template management in Contract Writing gives administrators the ability to create and maintain master templates for AI-powered document generation using the AI Doc Builder module. Contracting personnel can then use these templates to generate supplemental procurement documents directly within Contract Writing using the Create Document action on individual procurement records.

Only administrators with the appropriate group membership can access the Templates page.

Access the Templates page in Contract Writing

To access the Templates page in Contract Writing:

1. From the Contract Writing Settings site, click Templates from the side navigation menu.

The Templates page displays a grid of all existing templates, including their name, tag, and owner.

Create a new template in Contract Writing

To create a new template in Contract Writing:

1. From the Templates page, click +CREATE NEW TEMPLATE.
2. In step 1 of the template builder, enter the template details including a Template Name and Description.
3. In step 2, configure the template structure and content.
4. In step 3, review and finalize the template.
5. Click SAVE AND CLOSE.

The new template is available for contracting personnel to use when creating documents from the Create Document action.

Update an existing template in Contract Writing

To update a template in Contract Writing:

1. From the Templates page, click Vertical Ellipsis icon for the template you want to modify.
2. Click Edit Template.
3. Modify the template details, structure, or content as needed.
4. Click SAVE AND CLOSE.

Delete a template in Contract Writing

To delete a template in Contract Writing:

1. From the Templates page, click Vertical Ellipsis icon for the template you want to remove.
2. Click Delete.

Tag templates for Contract Writing

For a template to appear in the Create Document action within Contract Writing, the template must be tagged as contract-writing. Without this tag, the template is not visible to contracting personnel when they create documents from procurement records.

To tag a template for Contract Writing:

1. From the Templates page, click Vertical Ellipsis icon for the template you want to tag.
2. Click Edit Template.
3. In step 1, ensure the template is tagged as contract-writing.
4. Click SAVE AND CLOSE to save your changes.

Configure AI Document Builder in Contract Writing

The AI Document Builder setting in Contract Writing controls whether AI-powered features are available in your CW application. The AI Document Builder toggle controls the following features:

• AI Doc Builder: When enabled, contracting personnel can use the Create Document action to generate documents from templates on individual procurement records. When disabled, the Create Document action is not available.
• AI Chat with multiple documents: When enabled, contracting personnel can use the Ask AI option on the Smart Search tab to chat with multiple documents returned from a Document Smart Search. When disabled, the Ask AI option does not appear on the Smart Search tab.

To configure AI Document Builder in Contract Writing:

1. From the Contract Writing Settings site, click Integrations from the side navigation menu.
2. Locate the AI Document Builder toggle.
3. Set the toggle to On to make AI-powered document generation and AI Chat with multiple documents available, or Off to hide both features.

Configure AI line item generation in Contract Writing

The AI Line Item Generation toggle in Contract Writing controls whether contracting personnel can generate contract line items with AI. This setting lets your organization manage AI token usage by turning the capability on only when you want users generating line items with AI.

• When enabled: The GENERATE USING AI action is available on the Line Items tab of solicitations, awards, and agreements in Draft status. Contracting personnel can draft multiple line items from a prompt or a document instead of entering each line item manually.
• When disabled: The GENERATE USING AI action does not appear on the Line Items tab. Contracting personnel create line items manually, or by importing a completed template. See Generate line items with AI.

To configure AI line item generation in Contract Writing:

1. From the Contract Writing Settings site, click Integrations from the side navigation menu.
2. Locate the AI Line Item Generation toggle.
3. Set the toggle to Enabled to make the Generate Using AI action available on the Line Items tab, or Disabled to hide it.

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