CobbleStone Add-In for Word

Description

The CobbleStone Add-In for Word is an OfficeJS-Style add-in built to greatly improve workflow and integration between Contract Insight and Microsoft Word, without the usage of additional software. This add-in is available for use in both application-level versions of Word (Word Desktop App) and browser-level versions (Word Online). This add-in requires Contract Insight, an associated service. More information and a free trial of this service can be found here: https://www.cobblestonesoftware.com/company/free-trial

Requirements

-Contract Insight Version 22.1.1.0 or later

-Stable Internet Connection

-Requirements related to running add-ins inside of Word can be found here: https://learn.microsoft.com/en-us/office/dev/add-ins/concepts/requirements-for-running-office-add-ins

Features:

Upload:

This feature allows a user to send a file directly to one of the 6 main record types within Contract Insight. These include: Contracts, Solicitations, Purchase Orders, Requests, Vendor/Customers, and Employees. There are two options for uploading files. If the file is already linked to a record inside of Contract Insight, the user can simply select “Upload to Current Record.” If the record has not already been linked, the user can select a record they would like to upload to. Once uploaded, the document will be linked to that record in the case of further uploads or other features.

Open:

This feature allows a user to open a file directly from Contract Insight. Inside this functionality, a user will be given the option to open a file from an existing record. This record will be linked to the open document, so that when a user goes to upload to file after some modifications, they can simply select “Upload to Current Record.”

NOTE: Due to some limitations in Word Online, an opened record will not be linked to a record inside of Contract Insight when using Word Online. In this case, it is suggested that a user uses the “Link to Record” functionality to link the file to a selected record.

Link:

This feature allows a user to “Link” a file to a record inside Contract Insight. Much like the “Upload to CobbleStone” feature, a user will be able to select a record inside of Contract Insight to link the file to. This file will not be uploaded to Contract Insight until the user specifies via the “Upload to CobbleStone” feature.

View Record:

This functionality allows a user to view a linked record inside of Contract Insight. If the file is linked to a record inside Contract Insight and a user selects this feature, a popup will open directing a user to their Contract Insight page according to the entered Contract Insight URL on Sign In.

Record Details:

This feature allows a user to View/Edit record details of a linked record depending on their permissions. If the user has Edit permissions for a linked record, they will notice a switch on the top left corner of the taskpane. If clicked to “Edit,” the user will be able to modify the record details shown. Once the submit button at the bottom of the taskpane is clicked, these modifications will be saved.

Create Record:

Similar in layout to the Record Details feature, this feature allows a user to create a record inside of Contract Insight. The user can select a record type they would like to create and fill out the form provided. If all required fields are populated, the record will be successfully created.

Create Clause:

This feature involves a very simple form in which a user can enter a Clause Title and Clause Text. Upon submitting the form, a common clause will be created.

Clause Menu:

This feature allows a user to insert a common clause directly into the document.

Clause Search:

This feature searches the document for any Contract Insight clauses it can find. The user can click on a clause in the left table, and if a match is found, the right table will populate with the matching data. If a row in the right table is clicked, the user will be directed to the location in the document where that clause match was found.

Replace Clauses:

This feature utilizes Visdom as a Service to search through the document and return any clauses it finds with the associated clause type. This feature then compares these clauses with those of the same type stored in Contract Insight. If the two clauses do not reach a certain similarity coefficient, the clause in Contract Insight will be suggested as a replacement. If the user selects the replace button, the clauses will be switched out within the document.

Terms:

This feature includes 2 different functions. The first is a basic search function. Enter in the word you would like to search for in the document and if the word is found, the table below will populate with all the matching instances of that word. The second function involves a “Term” look-up. Terms are words or phrases that are capitalized and surrounded by quotation marks. For example, “Example” would be considered a term, but Example and “example” would not be considered terms. Like the search function, the table will populate with found terms and the user can use this table to navigate to the location of the term in the document.

Hints:

To use this feature, the user should select a word or phrase in the document. If the word or phrase has a matching hint found in Contract Insight, that hint text will be displayed to the user, so that they may copy the text.

Vendors:

On opening of this feature, the Add-In will search the document for any counterparties/customers/vendors found in the document. If any are found, the table will be populated with files linked to that record. If none are found, the user will be able to select a Vendor from the dropdown to see their associated files. If a row is clicked, a popup will open, redirecting a user to Contract Insight where they can view the file.