The EraCLM MS Word Add-in is a downloadable plug-in from the Microsoft Store that lets you work and edit agreements during the negotiation process outside of our EraCLM Contract Editor. This Add-in feature can synchronize versions between the EraCLM Add-in and EraCLM core application automatically so as to send and preserve the latest changes updated in both environments. In this way, EraCLM keeps a record of all content changes and user activity whether you choose to work within the online editor or offline in your MS Word tool. This provides great flexibility for our user community while keeping real-time agreement details throughout the negotiation and contracting process.

General Assumptions

The document drafting will still take place in the EraCLM online editor, and therein leveraging the platform’s conditional drafting capabilities to assemble the document for a specific transaction.
The collaborators on the drafter’s team will have the option and opportunity to review and edit the draft using EraCLM’s new Word add-in capabilities.
The counterparty can also work with a Word file that is downloaded for offline review. They will also be allowed to install the EraCLM Word add-in to seamlessly upload their changes, but most likely opt-out and work offline without add-in capabilities.

What You Can Do with the EraCLM Add-in?

Depending on your role, you can perform the following actions:

Edit the agreement.
Add comments.
Accept or reject changes to the agreement.
Upload your changes for review by the rest of the team.

What You Can’t Do with the EraCLM Add-in?

The EraCLM add-in currently doesn’t support the following actions:

Draft an agreement.
Accept or sign an agreement.
Text Alternatives usage: Text Alternative is not supported from EraCLM MS Word Add-in currently, as we’re in the process of upgrading these capabilities in the online version.
The Agreement file that you receive via email or download will be tied to your user account and therefore, it only has items pending on you. Important - since this file is tied to your user account, you should not share it with other users.

How is the Online and Offline Editing Experience Enhanced?

Ability to synchronize and see redlines for edits made in Word with the EraCLM online editor and vice versa.
Team collaboration settings (i.e. negotiator and viewer permissions) will be applied to work performed on Word add-in
Ability to maintain synchronization of unique section identifiers between Word add-in and EraCLM Core, throughout the negotiation process.
A Changes Tracker that tracks and lists the changes you've made to the document, but are still waiting for you to upload, to update the document with your latest changes.

Graphical user interface, application, Word

Description automatically generated

How to Install the EraCLM Add-in

With Windows

Install the EraCLM add-in:

Open Word and go to Ribbon > Insert > Get Add-Ins.
Search for the EraCLM app and hit Enter.
Click Add.

With macOS

Install the EraCLM add-in:

Open Word and go to the menu > Insert > Get Add-Ins.
Search EraCLM and hit Enter.
Click Add.

How to Log Into the Add-in

Ability to log into EraCLM system via MS Word add-in to Simplify the user experience:

SSO to be pre-configured on EraCLM Core Application to accelerate process for users
Standard login via email and password will also be available

The EraCLM ribbon has the following options for controllers and other user roles.

EraCLM ribbon for the controller

EraCLM ribbon for other roles

The following table describes EraCLM ribbon functionality.

Button	Functionality
Upload Changes	Use this button when your document is ready to be sent to the next negotiator. This action assumes that you completed all your changes and that the next negotiator can start working on the agreement. First you must check the items that you want to upload on Taskpane > Pending on me on the right panel.
Update Agreement	Use this button to download the latest version of the agreement from EraCLM. It is recommended to update the agreement before you start working on it. Note: To better keep track of the latest changes and avoid working on an old copy of the agreement, get the latest copy from EraCLM before starting to work on the agreement.
Upload on behalf of the counterparty	This option is only available for the controller. Use this option to upload the counterparty’s changes when the counterparty doesn’t use EraCLM Editor or the MS Word Add-in.
Show Taskpane	Opens the EraCLM right panel for Login, Agreement listing or Items pending on you.

User Instructions

How to Start Using the Add-in

After enabling the agreement to use the EraCLM add-in and installing it in Word, perform the following instructions to work on your agreement.

Open Word and enable the EraCLM add-in. Go to Ribbon >Insert > Add-Ins > My Add-Ins > EraCLM. Click Add.
Click Get Started.
On the right panel, enter your company domain, email address and password and click Login or log in using SSO. The option you choose depends on the type of authentication configured to access your EraCLM solution.

Note: The company domain and email must be lowercase.

Open the agreement in DOCX format that you downloaded or select an agreement from the Agreement List.

Action	Procedure
Open the agreement in DOCX format	- Open the agreement as a DOCX document. - Click Update Agreement to ensure that you work with the latest copy of the agreement.
Select the agreement from the Agreement List	On the Agreement List, select the agreement to work on. Only the agreements in the negotiation phase are listed.

On the right panel, see actions pending on you.
Go to the Review ribbon and enable Track Changes.
Edit the agreement.
Add comments by using the menu in the Review ribbon.
Edit tags by clicking on them and then entering data.

When you are ready with your agreement, upload the agreement to EraCLM.

Select Ribbon > EraCLM > Show Taskpane.
On the Taskpane, select Pending on me, which shows the changes made by other members of your team or the counterparty that need your review.
Under Pending on me, the Changes Tracker lists all the changes that you have made. Select the changes that you want to upload.
Use Upload Changes when you are ready to share your version of the agreement with the rest of the team.

How to Use the Agreement List in the Add-in

Ability to pull and display the current list of agreements from EraCLM
*Users will be able to see any document being negotiated offline, in draft and negotiating status
Access and permissions will be aligned with pre-configured Customer rules on EraCLM Core
Ability to search by Agreement Name and Agreement ID
Color depending on the status of the document and who’s pending on.
"Last updated date” on the bottom right

*Only Documents being worked offline with the MS Word add-in will be visible in the Agreement list.

Documents being worked online in the EraCLM core system will not be displayed in the agreement listing at MS Word Add-in to keep a protection of data integrity.

Real-time Agreement details

Agreement details:
- Document title
- Status
- Agreement ID
- Start Date
- Last Updated Date
- Controller name
- Team Details:
  - Name
  - User Role
- Counterparty name
- Counterparty company name

Pending items:
- Ability to list the sections and tags assigned to the specific user.
- The user will select which sections are ready to upload to EraCLM
- Last update date, as well as, the Author of last changes for Sections and Tags.

Step by Step User Instructions

How to Enable an Agreement to Use the Add-in

Follow these instructions to use the EraCLM add-in instead of EraCLM’s online editor.

Users will be able to start using the Negotiation from EraCLM MS Word add-in just right after the controller has sent an agreement to internal or external negotiation , and that the framework has been configured to use the EraCLM add-in.

For Controller:

After agreement draft is sent to Negotiation, refresh the document or
Go to Agreements > open your document you want to negotiate with the EraCLM MS word add-in
On the Contract Editor, Got to: Document > Review using MS Word add-in.

And the System will download the Document in a MS Word document format to be supported by the EraCLM MS word Add-in
Once downloaded the document, open the MS Word document, and Go To: EraCLM Ms word add-in > Show Taskpane for login

To switch back to using EraCLM Contract Editor:

Click on “Cancel Offline Review”
And you will be taken to the EraCLM Contract Editor as usual to continue working online.

How team collaborators can choose to work offline with the Add-in

Once the Controller has sent the agreement to internal negotiation, collaborators of Team 0 will be able to choose to review the document with the EraCLM Ms Word add-in

Once a collaborator receives an email invite to collaborate in a document, access to the document, and the first time the collaborator access to the document, the system will show two buttons:
Review Online: This option will take the collaborator to the EraCLM Contract Editor to continue negotiation online.
Review Using MS Word add-in: This option will download the document in a MS Word version to negotiate this document with the Ms Word Add-in.
Once the collaborator clicks on “Review Using MS Word add-in” a pop-up modal will show up to let the user know that the document is being downloaded for offline review using the MS Word Add-in .
Once downloaded the document, open the Ms word document, and Go To: EraCLM Ms word add-in > Show Taskpane for login in:
After Login in , the collaborator will be able to see the items pending on its side, and will be ready to negotiate this document with the Ms Word add-in.

To switch back to using EraCLM Contract Editor:

Click on “Cancel Offline Review”

And you will be taken to the EraCLM Contract Editor as usual to continue working online.

How to Edit an Agreement with the Add-in

Use your MS Word software as you normally do. The content is divided into sections, but bear in mind that this file version has properties associated with it, therefore there may be some sections that cannot be edited. Important: do not adjust the text format/style.

Use the Review ribbon to perform the following actions.

Review Ribbon button	Description
Track Changes	You must enable Track Changes to keep track of your changes and upload them later to EraCLM.
Accept	Accept changes to the agreement.
Reject	Reject changes to the agreement.
New Comment	Add comments.

You must check the items on Pending on me and Changes Tracker that you want to upload to EraCLM. The items that remain unchecked will be discarded.

The following table describes the buttons under the Pending on me list.

Button	Action
Upload Changes > Upload my changes	Use this button when your document is ready to be sent to the next negotiator. This action assumes that you completed all your changes and that the next negotiator can start working on the agreement.
Upload Changes > Upload on behalf of the counterparty	This option is only available to the controller. Use this button to upload the counterparty’s version of the agreement when the counterparty doesn’t use EraCLM or the EraCLM add-in.
Update Agreement	Use this button to download the latest version from EraCLM. When you update the agreement, any previous changes done to the agreement in Word will be discarded.

User Troubleshooting

How to Resolve Version Conflicts

If two negotiators edit the same copy of the agreement and upload their changes at different times, a version conflict occurs.

If you see the following screen on the right panel.

Perform one of the following actions.

Option	Result
Upload my changes	It uploads your version and loses the other negotiator’s changes.
Update the sections	It keeps the version of the other negotiator and loses your changes.

To manually review changes and keep both versions:

Click Cancel and save the agreement using Word.
Log into EraCLM and go to Agreements > your agreement.
Click Review Online.
Copy-paste your changes manually.

Admin Configuration

How to configure EraCLM Add-in at Framework Level?

To enable the EraCLM MS Word Add-in at framework Level, go to: Framework > Framework settings > Settings > Allow negotiation using EraCLM Microsoft Word add-in = Yes

And also ensure to set: Allow offline edits = Yes