Manage Clause Sets

After you create a clause set, Appian Government Clause Automation (GCA) enables you to manage existing clause sets directly from the Clause Sets list. You can view additional information about the clause set and take action on the clause set if you are a privileged business user.

View a clause set

To view an individual clause set in Government Clause Automation (GCA), click the clause set you want to view in the Clause Set list. Clicking a clause set takes you to the Clause Set Summary where you can see details about the clause set, contract information, and any clauses applied to the clause set.

The Summary displays a Validation Status of Pending while GCA validates the clause set in the background. When the validation identifies clauses to include or exclude, a banner displays on the Summary with the option to review the suggestions. For more information, see Automatic validation on clause set creation.

The Summary also displays when clauses have a validation status of incomplete or missing fill-ins. You can update individual clauses to address these issues.

View a clause in a clause set

From the Clause Set Summary, you can view a complete list of all clauses applied to the clause set. To view an individual clause, click the ellipsis icon associated with the clause you want to view and click View Clause and Reason.

The View Clause dialog displays all pertinent information about the clause, including:

• Clause Name and Identifier
• Prescription Number
• Prescription Text
• Clause Text
• Inclusion Reason

Take action on a clause set

Privileged users can perform certain actions in Government Clause Automation (GCA), such as creating rules, templates, and questionnaires. Contracting officers and contract specialists can update, validate, and finalize the clause sets assigned to them.

Update clause sets

When you need to update a clause, GCA guides you through a workflow. The workflow enables you to update the clause set details and questionnaire answers, review clauses assigned to the clause set, and add additional clauses if needed. After completing each step in the guided workflow, you can generate an updated clause set that matches the modifications you made.

Any updates you make to a clause in the clause set override the existing clause and any information associated with it.

To update a clause set:

1. From the Clause Sets list, click the clause set you want to update to open the Clause Set Summary.
2. From the Summary view, click UPDATE CLAUSE SET to open the Update Clause Set workflow.

3. In the PROVIDE DETAILS step, you can update the following information:

   • Basic Information
     • Contract Format: Select or update the contract format relevant for the clause set.
     • Type: Options include Solicitation and Award.
     • Category: If Type is Solicitation, options include New or Amendment. If Type is Award, options include New or Modification.
     • Assignees: You can update the contracting officer, contract specialist, or contracting officer's representative, or all three. Note that you must select either a contracting officer or contract specialist as a contact or assignee.
     • Is this an action off of an existing vehicle: Indicate if the clause set is an action off of an existing vehicle by selecting Yes or No.
       • If Yes, provide the existing vehicle ID in the Referenced IDV field.

   • Templates: You can update the template you want to associate with the clause set by selecting a new template.

     Note: The template you select affects which clauses are added to the clause set.

   • Contract Type
     • Available Contract Types: Select the contract types relevant to the clause set.
     • Selected Contract Types: Remove any selected contract types, if not needed.
   • Contract Details
     • Contract Start Date: Update if the contract start date is changed.
     • Contract End Date: Update if the contract end date is changed.
     • Contract Method: Options include Negotiated contract (NEG CONT) and Solicited Bid (SLD BID).
     • Estimated Dollar Amount: Update if the contract award amount is changed.
     • PSC: PSC code associated with the contract award or clause set.
     • NAICS Code: NAICS code associated with the contract award or clause set.
     • Additional Contract Details
4. Click NEXT.
5. In the ANSWER QUESTIONNAIRE step, update the questionnaire answers if they have changed.
6. Click UPDATE.

Validate clause sets

Validate a clause set to identify incomplete clauses, missing information, outdated clause versions, and clauses that no longer align with current rules and templates. GCA presents the validation results for review before you finalize the clause set.

You can start validation from the Clause Set Summary by clicking VALIDATE CLAUSE SET.

The Validate Clause Set dialog displays a message to review every item before you finalize the clause set, then organizes results into the following sections:

• Clause Compliance: Lists clauses that current rules or templates recommend including or excluding, grouped into SUGGESTED INCLUSIONS and SUGGESTED EXCLUSIONS.
• Clause Updates: Lists clauses with a newer version in the clause bank, along with the current and new effective dates. You can update each clause or retain the version already in the clause set.
• Incomplete Clauses: Lists clauses with missing information or fill-ins.

GCA detects clause updates by comparing the clause number, title, effective date, and clause text with the current version in the clause bank. Comparing clause text also identifies alternate clauses whose content changed without a corresponding change to the clause number, title, or effective date.

Automatic validation on clause set creation

GCA validates a clause set automatically in the background when you create it in any of the following ways:

• Copy an existing clause set.
• Create an amendment from a solicitation.
• Create a modification from an award.
• Create an award from a solicitation.

When the validation identifies at least one clause to include or exclude, a banner displays on the Clause Set Summary: "We've identified clauses that may need to be included or excluded." If current rules and templates produce no suggestions, no banner displays.

GCA removes the banner when you do any of the following:

• Click VIEW SUGGESTIONS on the banner. GCA re-runs the validation and opens the suggestions, so the recommendations reflect the latest rules and templates.
• Click VALIDATE CLAUSE SET. GCA runs the full validation and lists any unresolved suggestions in the Clause Compliance section.
• Click FINALIZE CLAUSE SET. GCA runs the validation checks as part of finalization.

Removing the banner does not discard the suggestions. Unresolved suggestions remain available in the Clause Compliance section each time you validate the clause set.

Review clause suggestions from the banner

The VIEW SUGGESTIONS option on the Clause Set Summary banner opens the clause compliance recommendations without running a full validation of the clause set.

To review clause suggestions from the banner:

1. On the Clause Set Summary, click VIEW SUGGESTIONS.
2. Review the recommendations under SUGGESTED INCLUSIONS and SUGGESTED EXCLUSIONS.
3. Accept or reject the recommendations you want to resolve.
4. Click SAVE to apply the accepted changes.

You do not need to address every recommendation before you save. Any recommendation you leave unresolved displays in the Clause Compliance section the next time you validate the clause set. If you close the suggestions without saving, GCA does not apply any changes and keeps every recommendation unresolved.

Review clause compliance recommendations

Clause compliance evaluation compares the clauses in a clause set with current rules and templates. The evaluation applies to solicitations, solicitation amendments, awards, and award modifications.

The Clause Compliance section separates recommendations into the following groups:

• SUGGESTED INCLUSIONS: Identifies clauses that current rules or templates require but that are missing from the clause set.
• SUGGESTED EXCLUSIONS: Identifies clauses that appear in the clause set but that current rules or templates no longer require.

Each group displays the number of recommendations it contains. Each recommendation identifies the clause and its usage, along with the following details:

• Recommended By: For an inclusion, the rule or template that produced the recommendation.
• Added Through: For an exclusion, how the clause entered the clause set, such as a rule, a template, a manual action, or a previous clause set. A clause carried over from a previous clause set displays a link to the originating award or solicitation.

To review clause compliance recommendations:

1. From the Clause Sets list, select the clause set that you want to validate.
2. In the Clause Set Summary, click VALIDATE CLAUSE SET.
3. Review any clauses listed under Clause Updates and Incomplete Clauses.
4. In Clause Compliance, review the recommendations in each group.
5. (Optional) If you need more context for a recommendation, click View to open the clause details in the right pane. See Preview clause and prescription text.
6. Accept or reject every recommendation:
   • Individual recommendation: Click the accept or reject action in the row for the clause.

   • All recommendations in a group: Click ACCEPT ALL or REJECT ALL for that group.

     

7. (Optional) If you need to change a decision, click Clear in the row for the clause, or click CLEAR ALL to reset every decision in the group.
8. If you accept an exclusion for a clause copied from a previous clause set, review the confirmation message.
9. Click YES, PROCEED to exclude the copied clause, or click NO to leave the recommendation unresolved.
10. Confirm that every recommendation has an accepted or rejected decision.
11. Click SAVE.

GCA cannot complete validation while recommendations remain unresolved. If you close validation before addressing every recommendation, GCA retains the unresolved recommendations for the next validation.

If current rules and templates produce no recommendations, the Clause Compliance section displays: "All clauses are aligned with current rules and templates."

Apply clause compliance decisions

When you save accepted recommendations, GCA applies the following changes:

• Accepted inclusion: GCA adds the clause to the clause set.
• Accepted exclusion: GCA removes the clause from the clause set and adds it to Excluded Clauses with the reason that the applicable rule or template no longer applies.
• Rejected recommendation: GCA keeps the clause set unchanged for that recommendation.

An accepted inclusion can add a clause with incomplete fill-ins, missing full text, or other required information. GCA does not mark the clause set as validated when an added clause requires more work. Complete the required clause information, then validate the clause set again.

A clause can appear under both Clause Compliance and Clause Updates. The compliance recommendation identifies whether current rules and templates require the clause, while the update identifies a newer clause version.

Preview clause and prescription text

Each recommendation and clause update includes a View option that opens the clause details in a pane on the right side of the validation dialog. The pane displays the clause number and title, and organizes the content into the following tabs:

• Prescription text: The regulatory source text that drives the recommendation.
• Clause text: The clause text as it applies to the clause set.

When a clause has updated text, the Clause text tab marks the removed and added text so that you can see what changed before you accept the update. Select Show original text to view the text without the change markers.

When only the clause metadata changed, the pane displays a What changed summary listing the updated values, such as the clause name or the effective date, along with a message that the clause text did not change.

To close the pane, click .

Review clause compliance history

GCA records accepted clause compliance changes in Clause Set History. The history identifies clauses included or excluded through validation and the rule or template associated with each change.

If you reject every recommendation, GCA records that the clause compliance evaluation completed without changing the clause set.

Clauses with pending admin review

GCA integrates alternate clause processing status into the Validate Clause Set workflow. When your clause set contains clauses that have been updated by AI-assisted alternate text cleanup but not yet reviewed by an administrator, the validation popup displays a warning.

Pending review clauses appear in the validation popup based on how they entered that state:

• Scenario A (Clause updated via sync and processed): The clause was updated through an Acquisition.gov sync and then processed for alternate text cleanup. Because a newer version from Acquisition.gov exists in the clause bank, the clause appears under Clause Updates with the standard Retain / Update actions. A Pending Review badge displays next to the clause to indicate that the AI updated version is awaiting administrator approval. You can still select Update to use the AI updated text in the clause set. If the administrator has already approved the clause by the time you validate, the badge does not appear.
• Scenario B (Clause processed only, no sync update): The clause was processed for alternate text cleanup but did not update through a sync. The clause appears in the validation popup with a Pending Review badge and the Retain / Update actions, so you can use it in the clause set without waiting for administrator approval. Select Update to use the AI cleaned up clause text, or Retain to keep the existing clause text. You choose which version to include in the clause set.

When pending review clauses are present, the Clause Updates section displays the message: "Items are pending review. Review the changes before proceeding."

The clause details pane displays a disclaimer for clauses that automated cleanup processed or could not process:

• Automated cleanup updated the clause text: "AI updated this clause. Pending policy approval. Review changes before proceeding."
• Automated cleanup could not process the clause text: "AI could not process this clause. It contains the full clause text. Review and make changes from the clause set summary accordingly." GCA keeps the unprocessed clause text so that you can complete the clause manually.

Your options when pending review clauses are present:

• Proceed with finalization: Finalize the clause set as-is. You can include pending review clauses without waiting for administrator approval. For each pending review clause, select Update to use the AI cleaned up clause text or Retain to keep the existing clause text, then finalize the clause set with the version you chose.
• Contact your administrator: Ask a privileged user to complete the review through the sequential review screen before you finalize.
• Edit locally: Edit the clause text within your clause set. Local edits do not affect the master clause record — see Edit a clause with pending admin review for details.

You can manage whether the validation process reviews IBR clauses in Solutions Hub.

For more information about the types of clause information you can edit and the edit methods available, see Editing Clauses in a Clause Set.

To validate a clause set:

1. From the Clause Sets list, click the clause set you want to validate to open the Clause Set Summary view.
2. Click VALIDATE CLAUSE SET to open the Validate Clause Set dialog.
3. If the Clause Updates section lists clauses, select Update to get the latest version of the clause or select Retain to keep the existing clause in the clause set. Clauses with a Pending Review badge indicate that the updated version has been processed by AI-assisted text cleanup but an administrator has not yet approved it.
4. If a pending review warning displays, review the clause text from AI and decide to update or retain the clause text, or edit the clause text locally.

5. In the Incomplete Clauses section, review the list of clauses with missing fill-ins or marked as incomplete:

   • Navigate to the Clause Set Summary view and locate the clause with a missing fill-in or marked incomplete.
   • Click the icon and select Edit to manually edit the clause or select Complete Fill-ins to use GCA's auto-suggestions to complete missing fill-in data.
6. Click SAVE.

After you run a validation on a clause set, edit clauses in the clause set to complete any missing fill-ins or correct any errors.

Finalize clause sets

Finalize a clause set after resolving clause errors, reviewing clause updates, and addressing every clause compliance recommendation.

If validation is incomplete when you click FINALIZE CLAUSE SET, GCA runs the validation checks and presents any clause compliance recommendations. You must accept or reject every recommendation before finalization can continue.

If an accepted inclusion adds a clause with incomplete fill-ins or missing information, save the changes and complete the clause. Validate the clause set again before finalizing it.

Clauses awaiting administrator review do not block finalization. Unresolved clause compliance recommendations and incomplete clauses block finalization because they require a decision or additional clause information.

Update all the clauses in your clause set and validate that there are no remaining errors or incomplete clauses. Then finalize the clause set.

When you finalize a clause set, you indicate it is complete and ready to be added to a supplement. Finalize a clause set only when you are sure it is complete and you have no plans to perform future edits or updates. You cannot edit finalized clauses.

GCA automatically validates any finalized clause sets to ensure there are no incomplete clauses or clauses with missing fill-ins. During validation, if GCA identifies any errors in the applied clauses, the validation and finalized clause set processes fail. The Clause Set History tab in the clause set record logs both failed processes with timestamps. Fix the errors by editing the clauses that require attention.

To finalize a clause set:

1. From the Clause Sets list, click the clause set you want to update to open the clause set summary view.
2. From the Summary view, click FINALIZE CLAUSE SET to open the Finalize Clause Set workflow.

3. From the Finalize Clause Set confirmation message, click FINALIZE.

   • Note: If GCA identifies clause errors or updates during automatic validation, edit or update these clauses before finalizing the clause set.

   

4. Click SAVE.

Create an award clause set from a solicitation

After a solicitation clause set is finalized, you can create an award clause set directly from the solicitation summary view. The new award clause set contains all of the existing clause set information from the solicitation.

To create an award clause set from a solicitation clause set:

1. From the Solicitation Summary view, click CREATE AWARD.

2. Add the Award ID.

   

3. Click CREATE. GCA displays a message confirming the successful creation of the award clause set.

   

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