The following new functionalities / improvements were installed in production 21st December 2022:

 

Contract amendments

• We are enabling the new 'Contract amendments'
  function of the Cloudia Contract for all organizations
• The function has already been used by some of the organizations, this has no effect on them
• This replaces 'the Old revision proposal' function
• Contract amendments are visible in contract view mode on the "Version changes" tab
• If a revision proposal draft has been created through the old revision proposal function, its information can be displayed and retrieved by contacting Cloudia support, where the new Contract changes function will be first turned off, and the old function will be turned on, in which case the information can be retrieved for oneself.
  After this, Cloudia's support switches back on the new Contract changes function

 

Password

• Cloudia Contract's and Usermanagement's password must include the following minimum requirements: the password must be at least 8 characters long, it must contain at least one uppercase and one lowercase letter, one number, and a special character
• Password expires every 90 days
• Note! The change does not effect to those organizations that use AD login

 

Subcontractors

• In the future, the subcontractor is added by selecting the subcontractor from the drop-down menu
  • User can search for a subcontractor in the menu listing by name or VAT number
  • If this organization is not found, the alternative is to add a subcontractor from the green plus icon "Add subcontractor"
  • Enter The subcontractor's information in the window that opens and then save
    • The subcontractor's information will be saved on the contract management's Contact information
    • Note! If the user tries to save a subcontractor whose name/user ID can already be found in the contact information (listing in the drop-down menu), the system notifies the user of this, a new subcontractor cannot be saved with the same name/user ID
• If the user has added a subcontractor him/herself, he/she can edit the subcontractor's information afterwards directly on the contracts to which the subcontractor has been added
• Otherwise, the subcontractor's information must be edited in the contact information of Contract Management, by main users

Contact information

• In the Contract management > Contact information section, the information of organizations added there, such as suppliers, is managed
• Improvements have been made to the contact information: the 'Identifier' field will be named "Y-identity or other"
• Mandatories have been removed from the fields: Country, EDI identifier and VAT number

 

Electronic signing

• On the Signatures tab, the "Last status check" information has been added, which indicates the last time the system automatic signature status was checked
  • The check is done every half hour
• The information is only visible when the signing process is in progress

 

Searching contracts

• A new search filter has been added to the contract search: Claim status
  • Draft
  • In review
  • Processed
  • Claim proposal

 

 

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The following new functionalities / improvements were installed in production 16.11.2022:

 

Contract cart

• Contracts can be added to the contract cart using the green shortcut keys on the left side
• You can add all search results to contract cart from listings top corner, behind the 'three-dot icon' clicking 'Add all search results to contract cart'

 

Publishing the contract on the Desktop

• Added info text for publishing the contract on the desktop:
  • 'Note that contract attachments are published along with the contract'
     

 

 

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The following new functionalities / improvements were installed in production 19.10.2022:

 

Claims

• It is now possible to download a ZIP package of claims, which contains the history, inspection steps, basic information of the claim and attachments
• This can be done on 'Status tab'

Contracts search

• Search filters have been added to the search for contracts:
  • Created
  • Modified
  • Confidential contract
  • Confidential parts

 

Value allocation of contract folder and contract

• To the Value allocation of the contract have been added choices: yearly, quarterly, monthly
• It is now possible to add value allocation for contract folders

 

Deleted items 

*Admin functionality of the main unit

• User will see deleted terms & conditions and metadata from the 'deleted items'

 

Attachments of the contract

• The maximum size of attachments to be added to the contract in the future is 100 MB. Note! Previous restrictions still apply to electronic signatures
• Attachments can also be viewed in contract's preview mode and these can be compressed into a ZIP file

 

Global search

• Global search function can be used to search for contracts and their attachments using a specific search term
  • The instructions can be found here
• Global search is only available for Cloudia Contract Administrators by default. For other users, this needs to be added separately through role management. For example by creating a new role "General search" to which the function general search is added
• Note! Searching for attachments is not yet possible for all organizations at the beginning, but we will gradually add this functionality to everyone during the rest of the year

 

Other:

• The layout of the contract document has been improved by reducing empty spaces from the PDF
• Now the user's e-mail address will be displayed in the upper right corner
• It is possible to download an excel report of the contracts which have been added to the contract cart
• A separate column for the party's contact person's email has been added to the contract report
• If a contact person has been added to contract party's details, then name and e-mail address will be displayed in the contract's view mode

 

 

The updates below apply only to those organizations that use Desktop

Contract cart: Publication for the Desktop

• Now it is possible to publish mass contracts and their information to the Desktop:
  • Products
  • Other attachments (Note! When the contract is published on the Desktop, the contract's own attachments are automatically published)
  • Option decision documents
  • Links
• It also works the other way around: removing the selections and clicking "Execute" the publications are removed

 

 

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The following new functionalities / improvements were installed in production 14.9.2022:

Claim search

• New search option "Internal participants of the claim" to search view

Claim review participants

• When a review round is started the name list of recipients is visible even the round has started

 

Contract cart

• Cart now appears as a pop-up on the center of the screen and have the action list at the top
  
  • The user will be informed, about the reason why the update failed
  • Mass removal of unused/ unwanted metadata (for admins)
  • User have an option to remove the contracts from the cart after they have been successfully processed

 

Confidential contract party

• If the counter party is set as a confidential, info is not available in a contract listing for a users who don't have rights

Milestones

• Possibility to add attachments to milestones tasks in library (for admins)

Contract document layout

• System will force title and paragraph on the same page

Deleted items

• If the contract templates and folders are deleted actions will be captured in the deletion log

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The following new functionalities / improvements were installed in production 20.7.2022:

Defining custom end date during the status change

• When changing the status of contract, the user can define a custom end date
• The date can be either in the future or in the past, the status will automatically update when the date has been reached

 

Contact person for a contract

• Contact details for a single individual can now been added to a contracting party
• This contact person can be added directly to claims and comment rounds

Deleting contract

• When user removes a contract from the system, they are prompted for an optional reason
• Users can view from logs why contract has been deleted

Other:

• Search improvements for:
  • Metadata
  • Terms and conditions
  • Contract templates
• When claim is created from Desktop, the user creating the proposal is automatically added as an internal recipient
• Attachments can now be added to tasks directly from the attachment library
• Contracts can now be deleted in batches using the contract cart

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The following new functionalities / improvements were installed in production 15.6.2022:

Claim (new)

• Admin users are able to define own claim proposal templates for users to use

 

• Administrators can remove processed claims from the system

Downloading the contract document

• The layout of the button has been updated and under the same functionality you can now get PDF and Word versions of the document

Other:

• The system automatically checks the contract number and the case management diar number and removes unwanted spaces from the beginning and end
• Improvements to the layout of the text in the contract document

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The following new functionalities / improvements were installed in production last night 18.5.2022:

 

Note! Installations in Swedish and Danish will be completed on May 23, 2022.

 

A digest of the comment round (PDF)

• It is now possible to download a summary of the comment round
• Format of the document is PDF

 

Contract folder: Parent contract and subcontract

• It is now possible to move the main contract and the subcontract under different contract folder, and they will no longer have to be located under the same contract folder.

 

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The following new functionalities / improvements were installed in production last night 25.4.2022:

 

Mass adding contracts to the contract cart

• It is now possible to add all contracts from contract folder at once to contract cart

 

Changing the contract type with a contract cart

• When changing the contract type with the contract cart, it is possible to add the milestones and tasks of the new contract type for the contract

 

Searching contracts

• Two search filters have been added to the contract search:
  • Reading rights
    • You can search contracts that have reading rights for every users, only the persons in charge or specific users
  • Editing rights
    • You can search contracts that have editing rights for specific user, unit or user group

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The following new functionalities / improvements were installed in production last night 16.3.2022:

 

Contract group and internal contract selections

• It is now possible to make selections for contract group and internal contract when status of the contract is active or locked
  • Previously, this was only possible for contracts in draft status

 

Desktop search:

• It is now possible to search contracts based on the responsible/deputy person in charge

 

Other:

The user interface instructions for the contract type settings have been improved with info icons.
Minor updates have been made to the error messages provided by the user interface.

 

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The following new functionalities / improvements were installed in production last night 16.2.2022:

 

User management Mass operations

• In user management it is now possible to add multiple users to a ‘user cart’ and perform batch operations on users. Operations include:
  • Change the users’ unit
  • Change their role
  • Modify their external role
  • Set if the users are active or not
  • Modify the users’ login system
  • Set the users’ validity period
  • Assign the users to a group
  • Remove the users

 

Contract party information viewing

• If the contract party contains any additional information, a small info icon appears when viewing the contract. Information icon is located beside the contract party's name on the contract view.

 

 

Exception handling for non-allowed characters when e-signing

• The system will now automatically strip out non-allowed characters prior to uploading the document for signature. This helps prevent unnecessary errors when trying to e- sign a document.

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Last night, 19.1.2022, an update was made, in which the following new functionalities / improvements were installed in production:

User Management updates

 

• It is now possible to search users using following filters:
  • Active
  • Login system
  • Groups
  • Roles
  • Units

 

• New user can be created clicking 'Functions' and from there 'Create a new user'. From the same button user can import users by uploading an Excel file and download user report
  • When mass importing users, it is now possible to set roles for all Cloudia products organization has in use
• It is possible to preview the user information. Preview windows opens the right side of the page

 

Units

• The units of the organization can now be found from their own tab at the top of the page
• The upper levels of the units can be defined from the 'select upper level' tab
• A new unit can be created from the 'create organizational unit' button at the top right

 

 

User log

*Admin feature

• In the User Log section, administrators can view user login information and user ID change information
  • Events can be search by event type, date and user
  • User can open the log event information by clicking on the event
  • Note! Searches based on a user lists the user's events and events that target that user

 

 

Deputy person(s) in charge group

• A group can be added to the deputy in charge of the contract
• All persons in the group will become the deputy persons in charge of the contract
  • Groups can be created and managed in User Management; In contract management settings

 

 

Desktop: Search

• The filters are modified to work the same as contract search
• Now contracts can be searched based on the start/end date of the contract (and including option period)

 

• For contracts / contract folders, icons have been added to the right side, which indicate if a claim proposal/claim has been made for the contract or if the contract has active notifications

 

*related to the Metadata linking feature, which is an additional functionality subject to charge

• Now linked metadata will also be included in the metadata of the contract folders (if the linking has been done)

 

Minor improvements have also been made to the usability of the multi-line text field in terms and conditions.