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Version news 2023

  • Updated

The following new functionalities / improvements were installed in production 20th December 2023:

Password

  • Minimum requirements for password will be 12 characters
    • It must contain:
      • at least one upper case letter and one lower case letter
      • one number
      • one symbol
    • The change only applies when changing a password or when creating a new user
    • New users will have to change the password upon first login
    • Existing users' passwords will remain as they are

 

Contract cart

  • Added possibility to mass change the statuses of the contracts from active to expired
  • Added a block to move the contract to another unit, if the responsible person does not have rights to that unit
  • When the person in charge of the contract is changed via the contract cart, the editing rights of the old person in charge of the contract will be removed

    • Claims will be changed to the new person in charge (if the contract has claims)

 

Claim report

  • The following columns have been added to the excel report:
    • Name of the contract
    • Name of the contract folder
    • Identifier of the contract

 

User report

  • User roles are displayed by module in the report

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The following new functionalities / improvements were installed in production 22nd November 2023:


Contract's draft versions

  • It is possible to create and publish draft versions of the contract and to return to previous versions


Contract value

  • The following currencies have been added to the contract value section:
    • CHF, CNY, JPY, NOK, SEK

Claims

  • It is possible to preview claims (pdf)

 

Contract preview

  • If the contract is set to be confidential, the reason for confidentiality is shown in the preview

 

Other:

*Applies to those organizations that use the Contract - Supplier Management integration

  • Added the possibility to connect the supplier selected for the contract with the Supplier Management supplier
  • A new column 'Supplier identifier in supplier managemen't has been added to the excel report for contracts

 

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The following new functionalities / improvements were installed in production 14th September 2023:

 

User report

  • The following columns have been added to the excel report:
    • Title
    • Activity: Yes/No
    • Validity
    • Phone number

 

Contract folder report

  • It is possible to generate report in Contract folder searhing via Actions button
  • Added new column to report: Reference number

 

Claim templates

  • Added following column information to claim template list:
    • Creator/Editor
    • Edit date
  • It is possible to preview contract templates (pdf)

 

Contract template search

  • Added possibility to search templates with rights filter
    • User
    • Unit
    • User group
  • For example, you can search for contract templates to which user X has rights

 

Contract cart

  • Added possibility to set the option period en masse
  • Added possibility to set Subscriber liability data check to be enabled en masse

 

Other:

  • Improved the position of the comment field viewing window in the system

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The following new functionalities / improvements were installed in production 14th September 2023:

 

Extending the contract period as valid until further notice

  • When the extension of the contract period is in use, the overview tab of the viewing mode shows information about when the contract will continue indefinitely

 

Contract initialisation

  • In contract initialisation phase, it is possible to sort the search results in the wanted order, when user is selecting following selections to contract:
    • Contract folder
    • Parent contract
    • Contract template
  • Added possibility to apply contract folders and parent contracts with identifier number (given by system) when user is selecting those to contract.
    It is also possible to apply with identifier number, when user is selecting contract which she/he wants to use as template

 

Contract preview

  • If there is option periods set, preview window displays the option period which is in use

 

  • If the contract is set to be kept confidential, or individual confidential information is set for the contract, the reason for confidentiality is displayed in the contract preview window for those users who do not have rights to the contract

 

Contact person:

  • It is possible to add several contact persons for contract parties


Other:

 

  • A similar calendar has been added to the milestones of the contract folder, which is used on the milestones of the contracts

 

*Applies to those organizations that use Cloudia Kilpailutus

  • When you create new contract folder with Kilpailutus-Contract integration, system will automatically add metadatas that are marked to be added.

*Applies to those organizations that have a trust relationship with other organization

  • Now it is possible to copy, share or transfer contract folders (including its contracts) to another organization

*Applies to those organizations that have Case management integration

From the case management transfers section user can directly view or edit the contract from the menu icon or via the preview window

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The following new functionalities / improvements were installed in production 5th June 2023:

 

Improvements to the contract period "continues as open"

  • Added an icon to the contract viewing mode if the contract period has been extended as continues as open
  • Added text to the basic information if the fixed-term contract has been extended continues as open

 

Milestones

  • Monitoring -> Milestones; added a more descriptive name for the functionality "assingn to", this changed to "mass editing of responsible person". Added attention coloring when the user confirms that they want the task of mass editing milestones

 

Restricted Contract Management user role

  • In user management, for example, a consultant can be given a restricted role in Contract management. The idea of ​​this role is that the user does not see any contracts or contract folders other than those to which he/she has been given the right. In the contract management, the user can only see the menu Search – Contract folders and Contracts. Only those contract folders and contracts to which the user has been given the right in the "users and user rights" section are visible. The right is always given in the usage rights section of the desired contract or contract folder
  • A restricted user cannot:
    • Create a new contract folder or contract -> i.e. you cannot be the main responsible person of the contract folder or contract
    • Be part of a group created in user management
  • A restricted user can:
    • Be the deputy responsible person for the contract
    • Manage the life cycle of the contract (create a claim, comment round, start an electronic signature, etc.)
    • Edit the contract
    • Get read permissions for it

Tip! If the restricted user needs to create contracts, she/he could set a milestone task to the person in charge.
In this way, the person in charge receives a message from the user and can go to create a new contract to which he gives rights to a restricted user.

 

 

 

Logic change to the contract-specific audit log

  • The contract-specific audit log can also be seen by the admin user, previously this log information was only visible to the person responsible for the contract and possible debuty responsible persons

 

Improvements to setting the option period

  • When the contract has ended and the option period was put into effect, the status of the contract still remained terminated. Changed the logic so that the status of the contract changes to valid when the contract is saved, for example the option period is selected and saved.
    NOTE! Saving the contract is required so that the status of the expired contract will change!

 

Log data in raw text format

  • The possibility to download excel in raw text format for the user logs of User Management and the activity log of Contract Management

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The following new functionalities / improvements were installed in production 24th May 2023:

 

Continue the contract period indefinitely

  • For fixed period contracts the option to continue the contract period has been added, so that the contract period continues as valid for the time being
  • The contract status must be active
  • Added "Continue of the contract period in use" also in the contract search filter

 

 

Contract search

  • The following additional options have been added to the keyword search for contracts:
    • Item includes
      • Any search term
      • All search terms
      • None of these keywords

 

Password

  • It is not possible to set the 10,000 most used passwords as passwords
  • A strength meter has been added to the password setting, which tells you whether the password is weak/strong

 

Other:

  • Added new column "Suma ID" to contract import files
  • That means the identification number of the supplier in Supplier Management
  • Note! Applies only to those organizations that use Cloudia Supplier Management

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The following new functionalities / improvements were installed in production 26th April 2023:

 

User cart

  • Via user cart it is possible to change the rest of the usernames for users en masse in situations when name of the organization changes

 

Select tender

*Applies to those organizations that use Cloudia Kilpailutus

  • It is possible to select a tender for the contract even after the contract has been created

 

Other

  • Small improvements have been made to the info texts of the contract amendments and commenting function

 

 

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The following new functionalities / improvements were installed in production 22nd March 2023:

 

Activity log

*Admin functionality of the main unit

  • Data storage begins on 23 March 2023, after this users' actions in the system can be viewed from the "Activity log" section of the Monitoring menu
  • Information can be searched based on date, user and type
    • The types are:
      • Downloaded file
      • Navigated to

 

 

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The following new functionalities / improvements were installed in production 1st March 2023:

 

Contract locking functionality

*The function does not turn on by default, but the organization must request the activation of the function from Cloudia support. The function is free of charge.

  • The function prevents two users from editing the contract at the same time
  • In this case, the other user cannot access the contract editing mode, if the other user is editing the contract
  • Only the main user of the main level contract management can change editing rights, even if another user is editing the contract

 

Reference number

  • Now it is possible to change the reference number of the contract, even contract status is active

 

Signing individual files (Visma)

*Applies to those organizations that use Visma's electronic signature service in Cloudia Contract

  • It is now possible to sign individual files via Visma's electronic signature service
  • For example, it is possible sign attachments added to the 'Other attachments' without having to change the status of the contract from active to draft (e.g. option decision etc.)

 

 

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The following new functionalities / improvements were installed in production 25th January 2023:

 

Case management transfer settings

*Note! Applies only to those organizations that use more than one case management system in the Cloudia Contract

  • The setting field will be 'Object case management' in the future
  • The document metadata field will be 'Transfer setting' in the future

 

History of improving functionality

  • Improved Cloudia Contract`s history data so that in the future the change history is also saved for the user to view on the user interface for the following information
    • contract
    • contract folders
    • settings menu:
      • metadata
      • contract templates
  • The saving of historical data starts on January 25th, 2023, after which the user can review the changes made after the date January 25th. A separate section "history" has been added for historical data. The section stores the change made, the date and the author of the change.

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