This guide will walk a Contract Administrator through the process of creating an Ad Hoc Document.
Contract Administrators create ad hoc documents for non-monetary purposes (statement of work, non-disclosure, media release, etc.). The document is built by answering questions in a document wizard. Ad hoc documents are routed for collaboration with colleagues to get their feedback. If edits are made, they may be reviewed by central offices and Internal Collaborators. Alternatively, a supplier-supplied document may be used (when needed). For the purchase of goods and services, use a transactional contract
Step 1: Add a Document
Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management

Tip: Click 3 Bar Action List icon > Add to Favorites > OK
- Do not change Source Transaction, SetID, or Ad Hoc ID.
- Add a meaningful Description (60 characters max.). Consult with your department for Ad Hoc naming conventions to use.
- Select Contract Style as Adhoc Document.
- Select a Document Type. For a description of Document Types, see Supplier Contract Management. If you are using a supplier supplied document, select the Document Type “UNIV supplier Paper w/Executive Summary”
- Click Add a Document. This takes you to the Create Document
Step 2: Answer Questions in Document Selection Wizard (if applicable)
Some document types may be selected based on answers to a series of questions in the form of a “Configurator Selection Wizard”. If no wizard box appears, proceed to step 4.
- Answer all Questions in the Question Your answers will be used to populate the applicable document.
- Click Finish after completing the Question Group.
- Skip to Step 4.

Step 3: Create Document
The Ad Hoc ID (contract number) appears on the right.
- Enter the NetID of the Contract Administrator/Buyer (yourself or another user).
- Enter the NetID of the document’s Sponsor (proponent/negotiator, yourself or another user). They will be assigned as a collaborator on this document.
- Enter the Department ID (from chart string) to be associated with this document.
- Enter the document’s Begin Date. This defaults to today and may be changed to a future date or a date within the past 2 weeks.
- Enter the document’s Expire Date. This should be the event’s date or later.
- Click Create Document. This opens the document wizard questions.
Step 4: Wizard Execute – Document Creator
- Answer all Questions in the Question Groups. Your answers will be used to populate the document with pre-approved clauses.
- Click Next after completing a Question Group.
- When all questions have been answered, click Finish. This takes you to the Document Management page. If you receive a “Generation Error Log” message, contact PPS for assistance.

Step 5: Document Management
- Click View Document (read only) or Edit Document (make changes).
- Open the XML document in Word.
- To edit the document, create a Document folder on your desktop and save the file there. Do not change the file name!
- After editing, click Check In (or Cancel Check Out if you have not made edits).
- Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
- Enter Check In Comments.
- Click OK.
- Browse and Upload your saved file.
- The file name must exactly match the document you downloaded for editing.
- “Checking In” a document does not automatically delete the file you saved to your computer.
- Manually delete an old file before saving a new version.
- Click Route Internally (as needed). This takes you to the Internal Contacts / Collaborators page.
- These documents are support for the transactional document and would not require collaboration on their own but will be part of the Transactional document's routing, if attached.

- Enter User NetID of the NUFinancials user you want to collaborate on this document. The Sponsor will automatically be included as a Collaborator.
- Select which users can be a Collaborator (view only) and Can Edit During Collaboration (as needed).
- Click + (plus sign) to add additional users (as needed).
- Enter Collaboration Instructions.
- Click Route Internally. Collaborators are notified via system email and their NUFinancials Worklist.
Alternative: Create an Ad Hoc Document Using Supplier- Supplied Documentation
Alternatively, use this process to create an Ad Hoc document using supplier-supplied documentation (supplier paper).
Step 1: Add a Document
Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management

Tip: Click 3 Bar Action List icon > Add to Favorites > OK
- Do not change Source Transaction, SetID, or Ad Hoc ID.
- Add a meaningful Description (60 characters max.). Consult with your department for Ad Hoc naming conventions to use.
- Select Contract Style as Adhoc Document.
- Select Document Type: Supplier Doc Upload. For a description of Document Types, see Supplier Contract Management.
- Click Import Document. This takes you to the Create Document page.

Step 2: Import Document
- Enter the NetID of the document’s Sponsor (proponent/negotiator, yourself or another user), if applicable. They will be assigned as a collaborator on this document.
- Enter the Department ID (from chart string) to be associated with this document.
- Enter the document’s Begin Date. This defaults to today and may be changed to a future date or a date within the past 2 weeks.
- Enter the document’s Expire Date (if applicable). This should be the event’s date or later.
- Leave selection on default Current Contract/Document for Import Option.
- Enter Version as 1, Enter Status as Draft, Enter Status Date same as Begin Date, and Upload and Browse for your saved file.
- Click Done with Import.
Step 3: Document Management

- Click View Document (read only) or Edit Document (make changes).
- After editing, click Check In (or Cancel Check Out if you have not made edits).
- Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
- Enter Check In Comments.
- Click OK.
- Browse and Upload your saved file.
- The file name must exactly match the document you downloaded for editing.
- “Checking In” a document does not automatically delete the file you saved to your computer.
- Manually delete an old file before saving a new version.
- Click Route Internally (as needed). This takes you to the Internal Contacts / Collaborators page.
- These documents are support for the transactional document and would not require collaboration on their own but will be part of the Transactional document's routing, if attached.
- Follow Internal Contacts / Collaborators as shown under Document Management.
For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email servicedesk@northwestern.edu.