Image: Navigate to 'Settings>Terms and Conditions'

Image: Terms and Conditions Tab in the Main Module Page

1. Add Terms and Conditions: You can configure multiple Terms and Conditions for different Solutions, etc., by clicking 'Add Terms and Conditions' and configuring the set up following these steps.

2. No.: This is the Terms and Conditions Programme number and is provided automatically by the system.

3. Created: This is the date that the Terms and Conditions Programme has been created.

4. Terms and Conditions: If at any stage you need to access the Terms & Conditions to view or make changes, click on the blue hyperlink under the 'Terms and Conditions' tab and make changes as described above via the 'Actions>Edit' buttons.

5. Document: Clicking on the blue hyperlink under the 'Document' column will bring you directly to the main page of the Document (in the Documents module) selected in the Terms and Conditions.

6. Document Version: This is the Document version of the Document selected within the Terms and Conditions Porgramme.

7. Folder: This is the folder in which the Document is selected within the Terms and Conditions Programme has been places in the Documents module.

8. Solution: This is the Solution for which this Terms and Conditions Programme has been create for, as configured in the Terms and Conditions set up.

The 'Users' tab in the Terms and Conditions module will provide you a list of all Users who have accepted or rejected your provided Terms and Conditions, including the Terms and Conditions they accepted to, the Solution that the User using, and the Date that they accepted the Terms and Conditions.

Image: Users Tab in Terms and Conditions

1. User: This is the name of the User who has received the Terms and Conditions.

2. Terms and Conditions: This is the name of the Terms and Conditions Programme. It is a blue clickable hyperlink and will bring you directly to the Terms and Conditions Programme when you click it.

3. Solution: This is the Solution that the User is using, and hence the Terms and Conditions have been created for this Solution.

4. Document: This is the Document selected in the Terms and Conditions Programme.

5. Document Version: This is the version of the Document selected in the Terms and Conditions Programme.

6. Date: This is the date that the Terms and Conditions have been 'Accepted' or 'Rejected' the Terms and Conditions.

7. Accepted: In this column, 'Yes' represents all of the Terms and Conditions that have been accepted, and 'No' represents all of the Terms and Conditions that have been Rejected.

Image: Navigate to the Documents Module and Click 'Add Document'

Image: Configure Document Details

1. Name: Enter the Name of the 'Terms and Condition' Document so it will be easy to distinguish when selecting it in the 'Terms and Conditions' set up stage. [Mandatory]

2. Description: Provide a brief description of the Document, if required.

3. Identifier: Using the open text field, enter the internal ID or code for this Document. If you do not have an ID or code for your Document, this field can be left blank and the system will automatically assign a number to the Document. The system identifier numbering starts from 1 and moves up in chronological order.

4. Version: Set the starting version of the Document. You will not be able to change this once the Document has been saved. [Mandatory]

5. Select File: To upload a file, click the three dots to access the files on your device. Locate the file you wish to upload and click 'Open'. Your file will then appear within the 'Select File' field. [Mandatory]

6. Folder: The Terms and Conditions Document must be added to the correct Folder structure. There is a system default Terms and Conditions folder, under which you should add a sub-folder to ensure that the system pulls the correct Document in the Terms & Conditions set up. To add a sub-folder, click on the main Terms and Conditions folder and then click ‘New Folder’ and give your folder a name. Once the new folder has been created, ensure you select that sub-folder by clicking on it until a grey background appears.  [Mandatory]

7. Responsible: If the User adding the Document is Contact Associated with an Employee, their Employee name will appear here automatically, otherwise this will be blank. However, this can be edited by clicking into the Master Data Employee dropdown. [Mandatory]

8. Approval Workflow: If you would like for this Document to go through an approval workflow, use the dropdown arrow to select the required person and define if they should be responsible for Reviewing, Approving or being Notified of Change when a new Document version is uploaded by ticking the relevant boxes.

9. Enable Periodic Review: If you would like to review this Document on a scheduled basis, you can enable the Periodic Review and set up the details as described here.

Image: Save the Document

10. Save: Click 'Save' to save the Document.

11. Cancel: Click 'Cancel' to cancel your progress and return to the main Documents module page.

Image: Navigate to 'Settings>Terms and Conditions'

Image: Click 'Add Terms and Conditions'

Image: Blank Terms and Conditions Setup Page

1. Title: Give your 'Terms and Conditions' a Title. [Mandatory]

2. Document: Click on the dropdown arrow to select a Document previously uploaded to the 'Terms and Conditions' folder in the Documents module. Click on the required Document until a grey background appears and click 'Select' to add it to the Terms and Conditions. [Mandatory]

Image: Selecting the Terms and Conditions Document

3. Version: This is the current Document version and it appears automatically once you have selected the Document.

4. Status: This is the Approval Status of the Document as defined in the Documents module and it appears automatically once you have selected the Document.

5. View: Clicking on the blue 'View' hyperlink allows you to preview the Document in a pop-up window to ensure you are attaching the correct Terms and Conditions Document. This appears automatically once you have selected the Document.

Image: Terms and Conditions Document Selected - Version, Status, Link and View are Automatically Populated

Link: When you select a Terms and Conditions Document, clicking on the ''Link'' icon will bring you directly to the Document in the Documents Module where you can make changes if required, for example, if this is the incorrect version of the Document and needs to be updated, or review the approval workflow of this Document, etc.

6. Solution: Click on the dropdown arrow to select the Solution for which these Terms and Conditions should be applied to. To select a Solution, expand the 'Solution' folder and tick the box next to the name of the Solution. You can add more than one Solution at a time. Once you have selected the Solution(s), click 'Select' to add it to the Terms and Conditions setup. [Mandatory]

Image: Selecting the Solution

7.  Add Line: You can apply these Terms and Conditions to multiple solutions by clicking 'Add Line' and selecting the required solutions.

8. Remove Line: Click the red 'X' button to delete a Solution line. You will be asked to confirm your choice in a pop-up window.

Image: Deleting a Solution Line

9. Show Terms & Conditions link in Header: You should tick this box if you would like for the Users to be able to view the Terms and Conditions Document at any time once they have initially accepted them. Enabling this option will add a permanent link (or until you decide to remove this option) to the header of the Solution that the User is logged into.

Image: Site With 'Terms & Conditions' in Header Disabled

Image: Site With 'Terms and Conditions' in Header Enabled

Image: Save the Terms and Conditions

10. Save: Click 'Save' to save the Terms and Conditions and add it to the Terms and Conditions tab.

11. Cancel: Click 'Cancel' to save your progress and return to the main Terms and Conditions page.

Image: Saved Terms and Conditions

If you wish to make any changes to the Terms and Conditions after they have been saved, you will have to access them via 'Actions>Edit', make your required changes, and click 'Save' to apply the changes. You will be asked to provide a 'Reason for Change' which will be added to the Audit Log of the Terms and Conditions Programme.

Image: Click on the Terms and Conditions to Access it for Making Changes

Image: Access the Programme via 'Actions>Edit' to Make Any Changes

Image: Reason for Change Popup Prompted When 'Save' is Clicked

Once you have made your changes, click 'Save' and provide a reason for change. This will be added to the Terms and Conditions Audit Log.

Image: Reason for Change in the Audit Log

Image: Navigate to 'Settings>Plant Settings'

Scroll Down to the Very Bottom of the Plant Settings and Click 'Enable Terms and Conditions' to expand the setup.

Image: Click the box to 'Enable Terms and Conditions'

Click on the dropdown arrow to select the 'Terms and Conditions' Programme for this Site. Tick the box next to the name of the Programme and click 'Select' to add it to your Plant Settings. More than one Terms and Conditions Programme can be added by ticking multiple boxes.

Image: Select the Terms and Conditions for the Site

Although it is not common, you can set up multiple Terms and Conditions for your Site if needed by clicking the 'Add Line' button. If you wish to delete a Terms and Conditions line, click the red 'X' button and confirm your choice in a pop-up window.

Image: 'Add Line' and 'Delete Line' Options

Image: Enabling Terms and Conditions for a Main Business Group Site

If you are enabling Terms and Conditions from a Main Business Group Site, you will see the 'Apply Terms & Conditions to all Sites' option. If you enable this, the Terms and Conditions selected here will be enabled for all of the Business Units & Sites under the Main Business Group Site.

Image: Save Your Changes

Save: Click 'Save' to save your changes and enable the Terms and Conditions for your Site. Once you apply these changes, the Users of your Site(s) will be prompted to accept the Terms and Conditions to continue using the System. If the Users are currently using the Site, they will be requested to accept to the Terms right away, or if they are not using the Site, they will be requested to accept the Terms the next time they log in.

Cancel: Click 'Cancel' to discard your progress and return to the 'Settings' page.

Image: Accept/Reject Terms and Conditions (PDF Document in Edge vs Chrome)