We are considering using Template Upgrade in the Contracting module, and I was wondering if anyone has deployed this functionality today and what successes and challenges you have had are.
Particular to my scenario, I am interested in hearing feedback regarding the following:
Thanks in advance for your time.
We enabled it for a short while, without asking before. We decided to enable the upgrade becasue we currently use one general template and since made improvements/rearranged some tasks. What we didn't know was that you can not upgrade a template while amending a workspace that has an Assembled PDF attached to it. We use DocuSign so most workspaces have Assembled PDFs and users were unable to complete amendments, so we disabled the feature. We decided that the ability to amend a contract workspace was more important than applying modifications to the original template used, since at the time the contract was executed, the tasks and workflow we had in place was sufficient. Hope this helps.
You might also want to note the below as well.
-- The new changes will be applied to the workspaces only at the time of, when they are going for an amendment.
-- If you choose to use the new template version incorporated with the desired changes, then, the upgrade to the new template version cannot occur if the contract workspace contains:
If you have assembled documents you can still upgrade contract workspaces for amendments - although it makes supporting the changes more work. This is the process we use.
1) Create a new version of the contract template and make any required modifications (do not publish yet)
2) Make a copy of the template
3) Rename the original template to something like "<original name> - variations only" and put it in a new folder where you will store templates that are only being kept around for variations to existing contracts.
4) Delete all assembled documents from the template. Since no new contracts will be created this is OK. Contracts that are being amended already have a contract document.
5) Make the origiinal template only available on a condition "Is_Amendment" which is true only when an amendment is being made. This stops new contracts being created with it but allows existing contracts to be amended.
6) Publish the original template
7) Rename the new template to <original name> and publish it. This is now the template for new contracts.
You will need to follow this process any time you make any changes.
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.
We recently implemented the automatic template upgrade without asking the end user, and in general this is working fine as it should. One thing to be aware of though, is that if the contracts in your database are based on several different templates (as it was in our case), then deactivating one of these will make an amendment to contracts that are based on the deactivated template cause an error in the system and log you out. The only fix to either 1) reactivate the old template and keep it alive until the contracts based on this template have expired, or 2) re-register the contracts to be based on your new template. We chose option no. 1 and added conditions to the template to make sure that no new contracts were registrered on that template.
The information about the assembled PDFs is new to me - I assume this only applies if you have chosen Docusign as an e-signing provider? We are considering getting an e-signing solution at some point and this fact will definately affect the choice of provider. I would be happy to hear inputs from people having challenges with the mentioned combination.