This month's First Friday Webinar covered the following topics:

New Features & Enhancements

  • Responsible Party Roles (Primary, Secondary, Tertiary) now hidden from User and View selection screens if not being used in your organization
  • Sub-Table Dropdown and Multi-Select fields now Auto-Sync selections

Upcoming Enhancements

  • Initial Workflow Stage Lock
    • The ability to restrict a User from changing the initial Workflow Stage when creating a new Contract
    • Will be a User Allow To: Permission
    • More information will be sent with email later this month
    • You will have the chance to select what your default setting for your organization will be for your non-Admin Users.
  • Document Attribute AMR's
    • Document Effective and Expiration Date will now be able to have Milestone notifications created specifically for each document
    • Will be classified by Document Category (much like how Contract Type works now with traditional AMR's)

Bulk Loading Documents

When you Bulk Load documents into UCM, there are two rules you must know before preparing.

  1. ONLY a SINGLE DOCUMENT can be uploaded when creating a new Contract Container in UCM
  2. When uploading multiple SUPPORTING DOCUMENTS, use the CONTRACT ID to tell the system which Container to place the document in.

Required Headers for Documents

  • Contract::documentname
    • Document name in UCM
  • Contract::documentpath
    • Step by Step instructions below video for the method used during the webinar
  • Contract::documentstate
    • While technically not required, if left blank, the top most State in your selection will be applied

Strongly Suggested Headers

  • Contract::documentcategory
    • Helps to organize your documents now, and will be crucial for using Document AMR's
  • Contract::documentdescription
    • End-User facing and helpful for identifying documents quickly
  • Contract::isprimarydocument
    • Only required for the documents you want to be primary. Not required to specify No.

Optional Headers

  • Contract::documenteffectivedate
  • Contract::documentexpirationdate
  • Contract::documentvalue
  • Contract::attachment folder
    • Only relates to the Document Explorer folder. Nothing to do with the File Path or the Contract Security Folder.

Finding Document File Paths

Single Document Path

  • Find the document in your PC's file browser
  • Right mouse click on the file
  • Select Properties from the bottom of the menu
  • Towards the middle of the box that pops out, look for Location
    • Should look something similar to C:\User\yourname\Documents\...
  • Copy and paste the Location into the Contract::documentpath column of your Bulk Load Sheet
  • Add a backslash "\" to the end of your Location
  • Copy and Paste the name of the file, located at the very top of the box with the Location path, onto the end of the Location in the documentpath cell
  • Your cell should now look similar to the one below:
    • C:\User\yourname\Documents\foldername\documentname.pdf

Whole Folder Document Path

The method below is just one of many that you can use to get the File Paths of a list of documents. If you feel like this one is not the best option for you, you can search Google for, get document paths for multiple documents, and see many other methods that may work better for you and how your documents are currently stored.

If you follow the directions below exactly by naming all items the same and placing them in the same cells of your excel sheet, you can simply copy and paste the formulas used. If any items are named differently or placed in different cells, the formulas will not work properly.

Setting Up Formulas

  1. Navigate to the Folder that has all the documents you want to get the file paths for 
  2. Use the first few steps from the direction above to get the Location path for a single document
  3. Paste the Location in cell A1
  4. Add backslash-asterisk "\*" to the end of your Location path in cell A1
  5. Make sure you have cell A1 selected, and at the very top of your Excel sheet, go to Formulas, and from the middle area select Define Names 
  6. In the small pop-out window that appears, set the 4 options to the configuration below and hit OK:
    • Name: FileNameList (no spaces in name)
    • Scope: Workbook
    • Comment: Leave Blank
    • Refers to: =FILES(Sheet1!$A$1)
      • Make sure that the letters and number in the above formula stay as Sheet 1 A1
  7. In cell B1, copy and paste the below formula and hit ENTER
    • =INDEX(FileNameList,ROWS($A$1:A1))
  8. If everything was entered correctly, cell B1 should now be displaying the name of the first file in your folder

Getting all your Document Names and Combining them into a full Path

  1. Once your formula has run in cell B1, you can drag the formula down column B for as many files as you have in your folder by using the solid plus sign "+" drag down option when you hover over the bottom right corner of an Excel cell. This will allow you to quickly get your full list of file names.
  2. Select all of columns A & B that have values in them and Copy
  3. In cell F1, right mouse click and select the Paste 123 icon from the Paste Options
    • Pasting this way will paste the actual names of your file paths and not just the formula
    • You should have your Folder Path in F1 and your File Names should be in Column G
  4. Remove the asterisk "*" from the end of your path in cell F1
  5. In cell H1, paste the formula below:
    • =$F$1&G1
  6. Cell H1 should now have a full combined file path
  7. Use the same formula-drag method in Step 1 to get the full path for all your documents
  8. Use the copy and Paste 123 method from Step 3 to paste the full document path in your Document Bulk Load sheet