Managing contracts using variables
Prerequisites
- Access to the Process (PM063) menu.
- Process previously created with a system activity in its flowchart.
- Contract template in .docx format.
Introduction
From SoftExpert Suite version 3.0.0, it is possible to manage contracts using variables. This feature allows for generating contracts automatically from templates, by replacing fixed fields with dynamic variables filled out with actual data of processes under execution.
Variables work as reserved spaces replaced automatically by the system, thus preventing typing errors and ensuring consistency in documents.
See how to use variables in contract templates:
Identifying available variables
To identify what variables are available to be used in templates, follow the steps below:
1. Access the Process (PM063) menu.
2. Find and select the desired process.
3. Expand the More button and click on the Open flowchart option.
4. In the flowchart, select the desired system activity and click on the Data toolbar option.
5. In the general data, expand the Integrations field and select the Generate electronic file with variables option.
6. Click on the Configure electronic file with variables option.
7. Click on the View available variables field. At this point, a table with all the variables the system provides will be displayed. See more details on using variables in the topic below.
Inserting variables in the template
1. After clicking on the View available variables option, find the information you wish to insert in the contract (e.g.: Title, ID #, Deadline, etc.).
2. Click on the Copy button of the variable corresponding to the information.
3. Open the contract template that will be used and paste the copied code to the area that will be replaced with the information of the variable.
4. Save the .docx file.
Upon clicking on the Configure electronic file with variables option for the first time, it is possible to click on the Templatedocx.docx option in order to obtain a contract template with the variables already inserted.
See the example below for a better understanding of how the text must be edited.
Suppose the contract contains this statement:
"This contract, identified by number ______, will start on ______, with the deadline being ______."
In the template, replace the spaces with the variables:
"This contract, identified by number {d.wf.identifier}, will start on {d.wf.dttm_start}, with the deadline being {d.wf.deadline}."
Once the workflow is executed, the contract will be generated and the system will automatically replace the variables with the actual data:
"This contract, identified by number 12345, will start on 09/08/2025 10:30, with the deadline being 09/15/2025."
The contract template must necessarily be in .docx format.
Inserting the template in the system activity
1. Access the Process (PM063) menu.
2. Find and select the desired process.
3. Expand the More button and click on the Open flowchart option.
4. In the flowchart, select the desired system activity and click on the Data toolbar option.
5. In the general data, expand the Integrations field and select the Generate electronic file with variables option.
6. Click on the Configure electronic file with variables option.
7. Click on the Change electronic file option and upload the contract template in .docx format. After the upload, the system will check for errors in the variables of the document that do not meet the standard required for the purpose.
8. Perform the other necessary configurations.
- The displayed variables are the default ones and will always be available for any contract management process.
- Use the variables exactly how they appear in the list, including the curly brackets {}.
- Insert as many variables in the document as you wish, even if it is necessary to repeat them.
- If a variable does not have any value, the corresponding field will stay empty in the contract, showing the variable exactly how it is configured, without the proper replacement.
- The Data type field helps understand the format of the information (text, date, icon + text, etc.).
- Variables of the Form type will always be provided in the following pattern:
◦ Table > Relationship > Field.
◦ Table > Relationship with the listing table > Listing column.
◦ For example, the {d.form.apr.file} variable represents a piece of data of the file type, with the file field, and the apr table.
Conclusion
Variables are the most convenient and secure way to generate dynamic contracts in SoftExpert Suite, ensuring agility, standardization, and fewer errors in the day-to-day routine.