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Comment round

  • Updated

The ‘View contract’ view can be used for viewing and creating comment rounds related to the contract and for editing an existing comment round. Comment rounds may have one of the following statuses: ‘In progress’, ‘Active’ or ‘Closed’.

 

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Add comment round

  •  Click ‘Add comment round’
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  • Subject:
    • Enter a subject for the comment round
  • Cover note:
    • Enter a cover note for the invitation
  • Deadline:
    • Define a deadline for comments

Recipients:

  • Click ‘Add internal recipient’ to add an internal recipient for the comment round
    • Select the recipient from the User Management contact details
  • Click ‘Add external recipient’ to add an external recipient for the comment round
    • Enter the recipient's e-mail address

Attachments:

  • Add an attachment from your own computer

Show contract document to recipients:

  • The creator of the comment round may define whether or not the contract document will be shown to the recipients

Recipients can see each other’s comments:

  • The creator of the comment round may define whether or not the recipients will see each other’s comments

Send  an e-mail notification about new comments in a summarized form 

  • If the setting is not enabled, an email notification will always be sent when a new comment is received.

Terms and conditions

  • Check the ‘Add to comment round’ box net to the terms and conditions you want to add for commenting. The comment round recipient will then see the terms and conditions you selected and their content. 
    • Use the ‘Select all’ option to select all terms and conditions for the comment round 
    • Where applicable, you may enter a comment concerning the terms and conditions under ‘Optional info/question’

Check the ‘Add to comment round’ box to select whether to add metadata and which metadata to show during the comment round. The comment round recipient will then see the metadata you selected and its content.

 

NOTE! Terms and conditions or metadata marked confidential can not add to comment round. 

 

When you have filled out the necessary fields, click ‘Save’, or click ‘Cancel’ to exit the view. 

 

Starting a comment round

 

When all of the required information has been provided, the comment round may be started.

  • After saving, the ‘Start comment round’ function becomes available
  • Click the button to send an invitation to comment to the recipients
  • If you want to start the comment round later, click ‘Cancel’

The recipient will be notified of the comment request by e-mail.

  • Click ‘Start commenting’ to access the commenting view

 

Commenting a contract

‘Start commenting’ opens the commenting view where general comments on the contract may be entered.

  • Users may comment an active comment request
  • The users may enter their comments in the desired sections
  • Click ‘Send comments’ to send the comment

Comment rounds concerning a contract

 

The comment rounds are listed on the ‘Comments’ tab of the contract

 

Comment round draft

  • Edit
    • Editing an incomplete comment round
      • The same view opens as when creating a new comment round
  • Start comment round
    • Click ‘Start comment round’ to start a comment round
  • Delete
  • Delete comment round

Active comment round

  • View
    • Open comment round details
  • Commenting
    • The user sees the same commenting view that will be shows to the recipient
    • The view lists the comments entered by the commenters
  • Edit    
    • Editing a started comment round
      • The same view opens as when creating a new comment round where you can edit the deadline, recipients and the terms and conditions and metadata included therein.
      • You may extend or shorten the deadline
      • You may delete/add recipients. The system will send an e-mail message about this to those concerned.
  • Close comment round
    • The user may close the active comment round by clicking "Close comment round"
  • Send reminder message
    • If applicable, you can send a reminder message to those who have not yet commented the contract using the ‘Send reminder message’ functionality.
      • From the window that appears, select the persons to whom you want to send a reminder message, and then click ‘Submit’

Close comment round

  • An active comment round ends when the deadline is reached. Users may also click ‘Close comment round’ to end the comment round.
  • Commenting
    • The user sees the same commenting view that will be shows to the recipient
    • The view lists the comments entered by the commenters
  • Edit
    • You may extend the deadline or edit the recipients

 

NOTE: A closed comment round should be re-sent by clicking 'Start comment round’

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