How do I access Microsoft 365 Word and Adobe Acrobat Sign in CalUsource?
To access the contract authoring and execution tools, the contract language mode must be Authoring. For further instructions, please review the Contract Authoring QRG.
What are the license requirements for accessing Microsoft 365 Word?
All users need their own, active Microsoft license to utilize the 365 integration.
UC has a systemwide agreement with Microsoft, meaning it can be made available to all UC staff, even those on a campus using Google products instead of Microsoft. Please contact your IT department to request a Microsoft 365 license. If you have trouble accessing Microsoft 365 Word, please contact your IT department to ensure your Microsoft license is active.
Suppose a reviewer or author does not have a Microsoft license. In that case, they can download the contract document out of CalUsource, edit it independently, and import the finalized document back into CalUsource.
What are the license requirements for accessing AdobeSign?
There are no license requirements. All users are able to access without any additional requirements.
What status does a supplier have to be in to be added to a contract?
A supplier must be in either Normalized or Approved status to be added to a contract.
Does the document need to be sent for Team and/or Supplier Review prior to being executed?
No, the document does not need to be sent for Team and/or Supplier Review prior to being sent for signature using AdobeSign.
Can I compare two versions of the contract document?
Yes, two versions of the contract can be compared:
1. Select the compare versions icon next to the document title when it has been selected
2. Select the two versions to compare from the dropdowns. Then select download.
3. Once downloaded, the Word document will outline the changes in track changes mode.
How can I see which user made which changes when I compare versions?
Currently, there is no way for CalUsource to display what changes were made by which individual. The best alternative is to compare versions as soon as a team member has submitted their review or as soon as the supplier has submitted their review. This will ensure that no additional changes have been made by other users.
How can I edit the contract document after a team member or supplier has reviewed and approved it?
You must edit the contract documents prior to accepting or rejecting the changes from the team member or supplier. Once you have accepted/rejected, you will be unable to edit the documents and will only be able to resend for team/supplier review or withdraw the contract back to draft status.
Can I add comments to the contract document within Microsoft 365 Word?
Yes, comments can be added.
We recommend deleting comments prior to sending the document to a supplier for review so that the supplier does not see these internal comments. Resolving the comments allows the supplier to still see this trail so deleting is the only way to remove them completely.
Can the internal signatory be somebody other than the contract author?
Yes, the internal signatory signing the contract on behalf of the UC can be an individual other than the contract author. This individual would need to be added to the Authorized Signatory field within the Internal Party section of the Contract Details tab.
Can Signatories delegate their signature authority to another individual?
Yes, when the current signatory opens the document in AdobeSign, they have the option to delegate to another signatory. This delegation applies to both internal and external signatories.
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