Collaborate Internally on a Supplier Contract in NUFinancials

This Job Aid discusses the Supplier Contracts, Contract Collaboration process.

You will receive an email notification when you have been asked to collaborate internally on a contract (sample below). Collaboration occurs internally and externally (with the supplier). There may be multiple rounds of “back and forth” collaboration.

 

Step 1: Access Document

You may access the document directly by clicking the link in the email you received or by accessing the NUFinancials worklist:

Log in to NUFinancials:  https:nufin.northwestern.edu

Navigation: NUFinancials > Navigator > Worklist 

1. Click the Link of the Contract ID you wish to review.

  

Step 2: Document Management

1. Click View Document (read only) or Edit Document (make changes). 

1. Open the XML document in Word (2007 or later, not IE plugin).
2. To edit the document, create a Contract folder on your desktop and save the file Do not change the file name!
3. After editing, click Check In (or Cancel Check Out if you have not made edits).
4. Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
5. Enter Check In Comments.
6. Click OK.
7. 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 desktop.
• Manually delete an old file before saving a new file version.

  

2. Click Modify Attachments/Related Documents to view any attachments. 

1. Click View to see an attachment. 
2. Click the Transfer to documents icon to view a Related Document. The related document will open in a new tab/window.
3. Click View (or Edit) Document on the related Document Management screen.  

3. View Previous Collaboration Comments and Add New Collaboration Comments. Previous collaborator's comments can be viewed and new collaboration comments are required to mark a document as reviewed.
4. Click Mark As Reviewed. Do not click Finalize Collaboration.  

 

Appendix A: Review Document Modifications and Versions

Use Document Modification Summary to review a summary of the latest changes between document versions. 

Navigation: NUFinancials > Navigator > Supplier Contracts > Create Contracts and Documents > Document Management 

1. Click Find an Existing Document.

   

2. Select a Source Transaction: Ad Hoc or Purchasing Contracts (Transactional). Enter additional search criteria as needed.
3. Click Search. 
4. From the Search Results, click on the Document Keys link of the Contract ID you wish to This takes you to the Document Management page.

  

A. Click Document Modification Summary to compare most recent and earliest document versions side by side. 

• Each time that a contract is edited and checked in, the system tracks and displays a summary of the changes on this page. When the changes pertain to clauses, you can use this page to help determine which clause changes in a document require workflow approval. 

  

B. Click Document Version History to review document versions, comments and answers to document wizard questions. 

  

• Click on a Version number to open that version of the document in Microsoft word. Open versions individually. 
• Click the Details icon  to view details such as collaboration comments and answers to document wizard questions. 
• Click the Comments tab to view document check-in comments (when a document has been edited).

  

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email servicedesk@northwestern.edu.