8 Replies Latest reply: Feb 21, 2013 9:59 AM by Sharon Horton, PMP RSS

Amending existing workspaces

jambrose Expert
Currently Being Moderated

Does anyone have any suggestions for amending existing workspaces?  We have a lot of 1 page renewal agreements to amend contracts.  The renewals require legal review.  When we first built out our process we did not have a renewal phase built in, same with the legacy loaded agreements. 

 

I have since modified the template to trigger an amendment phase whenever renewal is selected as an amendment type, however as this only impacts new workspaces it won't come into play for some time.

 

Is there a way to push out a phase to existing workspaces, or even grab a phase that has been built out and stored somewhere (sourcing library maybe?).  Sourcing leads manage their own workspaces, however as the admin I have been manually building the amendment phase out to workspaces on a one by one (as needed) basis.  Thanks. 

  • Re: Amending existing workspaces
    Rich Perry Journeyman
    Currently Being Moderated

    Jim,

     

    You can enable the option "upgrade workspace to new template version" but there are issues with this if you have assembled documents.

    • Re: Amending existing workspaces
      jambrose Expert
      Currently Being Moderated

      Thank you Rich.  This could work for our bulk load legacy agreements, I think.  That still leaves manual work for agreements created in ariba (with assembled documents), but it is a start.   I have put in a service request to enable this option and will test out the functionality. 

  • Re: Amending existing workspaces
    sourcingprouser Journeyman
    Currently Being Moderated

    We built in task steps for renewal, amendment and termination. No steps for administrative.  We've got 2 templates - one for new contracts and one for legacy contracts.  Both have the amendment options and tasks built in.  The trick is to think through your current types of amendment procedures and map them to the 4 options in the system.

    But there is one MAJOR restriction in Ariba.  if you build in the various amendment tasks to trigger when you select those amendment types they only come up once to be completed - what this means is if you have a multi year contract with numerous amendments, after the first set of amendment tasks are completed, then the contract owner has to manually create the tasks for any subsequent amendments. Ariba really need to look at the whole amendment process because it doesn't match real world situations of how buyers have to work with contracts.  Happy to show you a demo of what we set up.  In exchange, I'd be interested to know if you are using the DFS enablement and negotation function with main agreement and clauses.  We couldnt' get it to work so we've dropped it and just pass word documents back and forth. 

    • Re: Amending existing workspaces
      Rich Perry Journeyman
      Currently Being Moderated

      Are you setting those Tasks to yes for "Repeat for Each Document"? That will refire t Task everytime the Document or Project changes from Published back to Draft. All Approval Tasks default to this setting as well.

      • Re: Amending existing workspaces
        sourcingprouser Journeyman
        Currently Being Moderated

        not sure - Ariba consultant was helping us.  when you say refire, it fires a NEW task, or it just refires the old completed task?  She was saying we would have to work out how many times we would need a renewal or amendment and we'd have to set up all those tasks over and over again in the template.  It became to onerous to consider in the end.  If your solution is different, I'd be interested to learn more.

        • Re: Amending existing workspaces
          Sharon Horton, PMP Ariba Contributor
          Currently Being Moderated

          Hi Jessica,

           

          The trick to getting NEW tasks with each Amendment is to place the task on the workspace itself (which is actually a document).  You need to do this from the template overview View.  after adding the tasks, you'll need to go to the Tasks tab and place them in the order and folder that you want.  Now, every time you amend the workspace, the tasks will reset.  One word of caution is for approval tasks.  If you have an approval task on the whole workspace, all documents in the workspace will be sent in the email, which may 1) clog your servers and 2) may clog your approver's focus.  So, as a compromise, when we work with our customers, we place all of our amendment tasks except the approval task (which needs to be resubmitted anyway) at the template level and have those tasks repeat with each version of the workspace.

  • Re: Amending existing workspaces
    Rich Perry Journeyman
    Currently Being Moderated

    Ariba is looking into a "fix" for the Template Upgrade to Ignore Assembled Doc's. That being said it is important that we all put in Enhancement Requests into Connect. This will only enforce that it is a necessary enhancement/addition. The more visibility customers give that its wanted, the faster it should get implemented.

     

    This is the case for many items discussed. As a community we need to get unified Requests into Connect for these types of issues that need fixing or enhancing.

     

    Everyone, please go to Ariba Connect and log an Enhancement Request.

     

    Thanks,

     

    Rich

    • Re: Amending existing workspaces
      Sharon Horton, PMP Ariba Contributor
      Currently Being Moderated

      The template upgrade feature is enabled as a parameter in Ariba but it's also a feature in the template Advanced tab.  There are 3 levels for the parameter:  No upgrade, Ask When Upgrade, and Upgrade Automatically.  If you don't have any assembled documents, then you can use the upgrade automatically setting.  Otherwise, you will need to use the "ask" setting.  This is important when you have a mixed template environment, some with assembled documents and some not.

       

      When the "ask" feature is enabled and the user selects Amend, they are presented with a radio button yes/no defaulted to no.  They will need to select Yes to get the upgrade.  Obviously, sometimes this will be missed. 

       

      If you have an assembled document and either use Upgrade Automatically or if you select Yes to the ask question, and your template is set to upgrade, you will get an error.

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