Editing Contracts in MS Word

Transcription

1 Editing Cntracts in MS Wrd Nte: This prcess will be the same fr Originatrs using the Prjects tab and Cllabratrs using the Cllabratins tab n the Dashbard. Once in yur prject and the negtiatin has been selected: Click n Dwnlad t dwnlad the cntract t yur lcal hard drive fr editing. Yu will have a pull dwn ptin t dwnlad as Wrd fr editing, r PDF fr viewing nly. Originatrs can Enable accept/reject changes (befre dwnlading the dcument) using the green Mre buttn t the right f the cntract negtiatin listing. The dcument will be relcked upn uplad. The Originatr must Enable accept/reject changes at every versin level prir t dwnlad in rder t have that capability. The upladed dcuments will be saved nt the Prject Dashbard in whatever frmat they were saved n the lcal cmputer drive i.e. redlines will shw when sharing if that is the way the dcument was saved prir t uplad. Enabling accept/reject changes allws the Originatr t accept and reject changes in the redlined dcument. These accepted/rejected changes will be permanent fr the newly upladed versin f the cntract. A prir versin wuld have t be used if any f the edits during accept/reject changes were nt wanted. 1

2 Open the dwnladed cntract frm yur lcal cmputer and edit in MS Wrd, the save t yur lcal cmputer. The Draft watermark and fter are lcked thrughut editing and sharing until the finalizatin prcess. Click Uplad t bring the mdified cntract back nt the website fr sharing, cmparisn reprts, and string. Click Add File, and select the cntract frm yur lcal hard drive files fr uplading. Click Start Uplad. A redline Cmparisn Dcument f the new cntract versin and the Standard cntract (with it s the mst recently upladed versin if later in the negtiatin) will be autmatically generated by the system and psted under the Cmparisn Dcuments clumn. 2

3 Advanced Instructins fr Wrking with Cntracts in Micrsft Wrd Once the dcument is dwnladed t yur lcal cmputer, please nte the fllwing special instructins: a. GENERAL INSTRUCTIONS As a standard frm, CnsensusDcs cntracts have been designed t establish the relatinship f the parties in the standard situatin. Recgnizing that every prject is unique, mdificatins will be required. Text may be edited, excluded r added (except fr the lcked fter). When pened fr editing in Micrsft Wrd, the standard dcument will shw the editable text shaded in yellw. There will be a yellw banner at the tp f the dcument with an Enable Editing buttn that must be selected befre changes can be made t the dcuments. Gray bxes are inserted thrughut the dcument where infrmatin is necessary t prepare a cmplete dcument. Simply click n these gray bxes and type in yur prject infrmatin. Changes will be inserted with Track Changes activated. Nte: nly the Originatr f the dcument negtiatin can accept/reject changes t the dcument and finalize it. The yellw shading f editable text is prvided nly as a guide fr the editr and is nt a necessary part f the dcument editing prcess. T turn ff the shading, g t the Review menu and select Restrict Editing frm the Prtect Sectin f the tl bar and uncheck the Highlight the regins I can edit ptin. 3

4 b. EMBEDDED INSTRUCTIONS are prvided t help yu cmplete the dcument. Fllw these steps t display r hide instructins: 1. Wrd 2010: File, Optins, Display, check the Hidden Text check bx r yu can select Shw all Frmatting Marks which will include hidden text. A shrtcut ptin is t select the buttn under the Hme tab t shw all frmatting marks. 2. Wrd 2007: Office buttn, Wrd Optins buttn, Display Hidden Text check bx. 3. Wrd 2003: Tls, Optins, View, Frmatting Marks, Hidden Text check bx. Fllw these steps t print with instructins: 1. Wrd 2010: File, Optins, Display, Printing Optins, print with hidden text check bx. 2. Wrd 2007: Office buttn, Wrd Optins buttn, Printing Optins sectin, Print Hidden Text check bx. 3. Wrd 2003: Tls, Optins, Print tab, Include with Dcument, Hidden Text check bx. 4

5 There will be three types f embedded instructins within the dcuments: Red Bxes: Instructins within red bxes refer t fields that are typically required t be filled in fr a cmplete cntract dcument. Blue Bxes: Instructins within blue bxes refer t fields that may r may nt be required t be filled in fr a cmplete cntract dcument. Green Bxes: Instructins within green bxes refer t prvisins that have General Instructins r CnsensusDcs Calitin Guidebk Cmments. The cmplimentary Guidebk is available at c. CROSS REFERENCES Crss-referencing is included in the cntracts fr yur cnvenience. Please knw that crss-reference links are easily brken, such as in Cmparisn Dcuments generated by the platfrm. As with any legal dcument, yu shuld always duble-check all crssreferences and nt rely slely upn MS Wrd functinality. CnsensusDcs are set up t autmatically renumber when sectins f text are added, deleted, r mved. There are tw imprtant steps t ensuring that crssreference links within the Standard Cntract text are updated t accurately reflect the changes made during editing. 1. Be careful where yu insert text t make sure yur crss-references update. Crss-references break if yu add a new paragraph t yur dcument by pressing Enter at the beginning f a referenced (usually numbered) heading. T prevent this, yu must add new paragraphs by pressing Enter at the end f the previus paragraph (nting the indentatin necessary t accurately reflect the apprpriate hierarchical level fr the sectin f test). Fr example, if yu have a sectin numbered and it's already referenced earlier in yur dcument, DO NOT press Enter where the x is lcated in the fllwing example: xHeading Title --- Instead, press Enter at the end f the line befre this sectin. If the sectin befre the ne being mved is a lwer r higher level in sectin hierarchy yu will need t take care t decrease the indentatin t keep the inserted new sectin at the desired level. (example: when adding Sectin 5.3 when it will fall just after Subsectin the inserted return will create a new Subsectin in pattern with the aut-numbering rather than a new Sectin 5.3). Editrs can crrect the list level by selecting the decrease indent arrw in the Paragraph sectin n the tl bar r by selecting the new sectin and hitting Shift+Tab t bring the new sectin t a higher list level. 5

6 2. CnsensusDcs cntracts are lcked t allw editing nly in certain sectins, and t limit the editing capacity f Cllabratrs. Sectin changes and deletins will affect crss reference links in the cntracts. Changes will be shwn in redline frmat by pressing Ctrl + A (t select all) then F9 r by printing the dcument, but will nt autmatically updated. Crss references t mved sectins will adjust t the new sectin number. Crss references fr deleted sectins will prduce an errr message prmpting the editr t crrect the missing crss reference. Only the Originatr can accept/reject changes which is required t update the crss reference links r identifying missing links. T update crss-references, the Originatr will first have t accept r reject changes, then press Ctrl + A (t select all) then F9. It is imprtant t nte that the crss-references will nt be updated until this step is cmpleted. System Cmpatibility T Uplad and Finalize edited dcuments they must be saved with a.dcx extensin this is autmatic with Windws MS Wrd 2007 and 2010, and Macintsh MS Wrd 2008 and Fr lder versins, Micrsft ffers a free cmpatibility pack that will allw users f lder versins f Wrd t save files with the.dcx extensin. Windws Wrd cmpatibility pack Macintsh Wrd cmpatibility pack 6