This month's First Friday Webinar covered Document Maintenance, and all the features available to you in UCM to manage and report on your documents.


Document Attributes

  • Document Categories
    • Like Contract Types
    • Useful for Reporting/Grouping
    • More capabilities with Document Milestone
    • Will be a more important feature in the future with Document Sets
  • Document States
    • Similar to Workflow, but not as process driven
    • Useful for further filtering global search results for only Documents that have been signed/executed
  • Document Dates
    • With Document Milestones, more beneficial than before
    • Able to run Views based on these dates just like Custom UCM Date Fields
  • Document Values
    • Can run Views just like other Numeric Values in UCM

In-System Tools

  • Edit-in-Cloud
    • Available to ALL
    • Requires a Plug-In install - Instructions
    • Allows for easy in-system versioning and more feature heavy Templates
  • Collaboration ($)
    • Premium Email tool in UCM
    • Standard Email can send out, but NOT receive
    • Any documents sent in response to a Collab, even from outside sources, will be automatically uploaded to the Container in its own Category
    • Easiest way to get scanned/wet signatures from parties into the system
  • eSignature Integration ($)
    • DocuSign & Adobe Sign
    • Both require the integration from UCM & an Account with the service
    • NO REQUIREMENT OF SERVICE LEVEL
    • Majority of the Process handled from the service pop-up screen
  • Create Corresponding X Records
    • Allows for the same document to be loaded to Multiple Containers at the same time
    • Useful for things like updated NDA/BAA’s or an Amendment from a particular Vendor you need to upload to all Contracts with that Vendor
  • Bulk Loading
    • Covered in detail on First Friday Episode 19 (June)
    • Can upload individual documents with different Attribute Data into the system in one shot using the Contract ID as the “key”

Reporting & Backing-Up

  • Example Reports
    • Documents of a specific Type that went Effective in a certain year
    • Only Primary Documents of a specific Type
    • Version Reporting using numeric criteria
    • Documents with Milestones
      • All Docs & only those in a certain Date Range
    • Filtering Attachment Views using Contract Views
  • Backing-Up Documents
    • Backing-Up from a View from the Enterprise Level
    • Using a Filter to only back-up those Documents from specific Contracts
    • Backing-Up a single Container from the Container
    • Using a View inside a Container