| Contract Insight® Features | Enterprise Edition (Cloud/SaaS or Deployed)
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Express Edition (Cloud/SaaS)
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Workgroup Edition (Deployed)
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 Contract Software Features |
| Web based access for contract management |  |
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| Software as a Service (cloud contract management software) | |
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| On-Premise (deployed contract management software) | |
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| Central Contract Repository |
| Central repository for all your contracts & agreements | |
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| Store an unlimited number of contracts | |
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| Link related contracts | |
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| Easily search, sort, and filter your repository | |
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| Permission based security access | |
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| Share contract documents securely between transacting parties | |
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| Contracts & Committals Management |
| Data Flexibility |
| Manage any type of contract, committal, or agreement (sales and/or spend) | |
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| Contract requests & intake forms | |
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| Manage federal, state, and regulatory contracts & obligations | |
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| Create custom contract data fields | |
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| Track important custom data fields | |
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| Quickly rename fields and help descriptions | |
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| Customize data collection by type for easy data entry | |
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| Contract Data |
| Assign classifications (department, type, status, etc.) | |
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| Identify all assigned users/employees | |
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| Identify all assigned vendors/customers (third parties) | |
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| Identify associated locations | |
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| Track milestone dates | |
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| Manage checklist/to-do items | |
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| Link to related contracts, committals, and agreements | |
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| Maintain price/cost schedules | |
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| Delegate and manage tasks, deliverables and receivables | |
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| Complete audit trail tracking (who, what, where, when) | |
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| Relation & Linking |
| Create unlimited links between contracts and agreements | |
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| Link contract terms and renewals together | |
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| Link sub-contracts and agreements to a master services agreement | |
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| Link contracts together for any desired reason | |
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| Copy Contracts |
| Allows users to copy contract information | |
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| Allows for copying of attachments and files | |
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| Contract Requests |
| Allow users to submit requests for contracts | |
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| Assign users to groups to receive requests for contracts | |
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| Members of review groups can accept, reject, or cancel pending requests | |
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| Create a new contract right from information from an accepted request | |
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| Contract Collaboration & Negotiation |
| Multi-Party Collaboration |
| Email documents and task alerts to recipients | |
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| Vendor/Client contract negotiation portal module | |
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| Secured and permission based collaboration access | |
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| IntelliSign eSign & Document Collaboration | |
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| Third-Party E-Signature Connector | |
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| Adobe Acrobat Sign Connector |  |
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| Docusign e-Sign Connector | |
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| SignNow Connector | |
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| Manage the negotiation process |
| Word-for-word (online red line) comparison of merged template versions | |
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| Use pre-defined tasks to track process flow | |
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| Use workflows to track process flow | |
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| Automated email alerts of next steps | |
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| Use one-off task/email alerts | |
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| Contract Writing and Authoring |
| Basic Document Template Creator |
| Friendly UI for managing templates and versions | |
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| MS Word export capabilities | |
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| PDF export capabilities | |
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| PDF watermarks on export | |
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| Create and manage using MS Word-like editor | |
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| Insert data-merge placeholders for all contract related fields | |
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| Insert page break placeholders to customize contract page layout | |
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| Advanced Document Template Creator |
| Enhanced contract document writing software and utilize your templates to merge fields and clauses | |
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| Leverage document assembly: draft documents for sell & buy-side contracts, solicitations, clients/vendors, and employees (such as agreements, policies/procedures, form letters, & more) | |
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| Specify merging fields for Word, HTML, and/or PDF documents | |
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| Specify merging clauses for Word, HTML, and/or PDF documents | |
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| Create and reorder sections for each document template | |
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| Define rule-based sections & clauses for each document template | |
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| Clause Library |
| Centralized storage of approved legal language | |
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| Secured and permissible access | |
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| Quickly copy language into templates and/or versions | |
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| Designate alternative language clauses with friendly names | |
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| FAR & DFARS Clause Library Integration | |
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| Contract Versions |
| Quickly create contract documents & versions from templates | |
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| Automatic data merge of contract data into template's place-holders | |
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| Version tracking for document changes | |
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| Secured and permissible access to managing versions | |
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| Contract Document Management |
| Document Organization |
| Attached Documents & files to contract records | |
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| Centrally organize all documentation related to a contract or agreement | |
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| Quickly access files and documents through friendly names | |
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| Quickly search text based contracts | |
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| OCR text-based PDF files | |
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| Compare documents for differences | |
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| Attach/Upload virtually any file type | |
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| Easily draft contracts and documents from templates | |
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| Document retention & contract archiving | |
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| Document & contract permissions | |
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| Document Searching |
| Full text search capabilities for all text-based documents (word, pdf, excel, etc.) | |
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| Use OCR scanning for paper documents to attach full-text searchable documents | |
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| Auto extract text, clauses, dates, vendor/customer data, and auto map to fields | |
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| Auto compare extracted clauses, text, field data, and send compliance alerts based on rules. | |
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| Document Security |
| Secure document storage - control access to documents | |
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| Version control on all attachments and documents | |
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| Optional check-in/check-out tools | |
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| Full audit trail capabilities for your documents | |
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| Contract Files & Document Tracking |
| Add contract/agreement attachments, files & documents | |
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| Track vendor/customer/etc. attachments | |
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| Track user/employee attachments | |
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| Unlimited contract type attachments | |
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| Contract Budgeting, Pricing & Financial Spend Management |
| Line item pricing and budgeting | |
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| Create quotes, orders & pricing documents | |
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| Financial transactions | |
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| Spend management/cost control | |
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| Track purchase orders, PO line items, & PO allocations against contract amounts with the CobbleStone Purchase Order Management Add-On Module | |
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| Enable vendors to submit invoices against purchase orders online with the CobbleStone Purchase Order Management Software & Vendor Collaboration Gateway Add-On Module | |
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| Integrate general ledger receivables & payables to track actuals versus contract amounts with the Database Integration Manager Add-On Module | |
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| Contract Alerts & Notifications |
| Configure Alerts |
| Email alert for each contract/agreement | |
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| Email alert for each task | |
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| Email alert for each task escalation | |
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| Send alerts to contacts (internal or external, employees and counterparties) | |
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| Send Notifications |
| Customize schedule for alerts to be sent | |
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| Email alerts compatible with all major email programs | |
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| Specify statuses for contracts and tasks to prevent email alerts from being sent | |
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| Contract Tasks Management |
| Create and Manage Tasks |
| Track all important data fields | |
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| Create custom data fields | |
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| Assign unlimited users to a task | |
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| Task Notification |
| Define task time-frame (start and end) | |
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| Define alert date for task chart icon | |
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| Task Escalation |
| Define task escalation rule | |
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| Define escalation alert date | |
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| Pre-Defined Tasks |
| Unlimited for contract types | |
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| Unlimited for contract statuses | |
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| Unlimited for departments/divisions | |
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| Contract Workflow Software Features |
| Manage Contract Approval Workflows |
| Create flexible custom work-flow processes | |
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| Specify field based criteria to initiate each workflow step | |
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| Assign unlimited tasks at each step in the workflow process | |
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| Define escalation procedures for each task | |
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| Define recurrences for each task | |
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| Create hierarchical and/or parallel workflow processes | |
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| Initiate Contract Workflows |
| Specify workflow to auto-initiate on contract creation if criteria is met | |
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| Set workflow to only be checked if the contract is updated | |
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| Contract Workflow Execution |
| Customize workflow steps to track compliance according to your business rules/ requirements | |
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| Workflow tasks to route documents and action items to appropriate parties | |
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| Auto-notify responsible parties by email | |
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| Application Configuration |
| Manage Contract Configuration Settings |
| Configure e-mail notification settings | |
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| Built-in Schedule Manager to manage all alerts within the application | |
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| Provides step-by-step assistance for administrators to setup, configure, and manage the application | |
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| Contract - Document Text Searching / Full Text Indexing |
| Enable/ disable full-text indexing for entire application | |
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| Activate/ deactivate full-text catalogs | |
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| Searching on indexed files | |
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| Detailed reporting on all indexed files | |
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| Customizable Navigation Menu |
| Configurable main menu navigation links | |
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| Assign icons to main menu navigation links | |
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| Set order and hierarchy of links | |
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| Activate/deactivate links | |
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| Able to link to external and internal pages | |
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| Application Security & Maintenance |
| Employee Management |
| Add an unlimited number of employees | |
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| Employee-level designation of localization for the display of dates and numbers | |
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| Ability to create user-defined user groups/roles | |
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| User/Employee Permissions |
| Action based contract permissions and security | |
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| Provide contract access as a whole, by department or assigned user | |
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| Assign level of access for users (admin, read-only) | |
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| Assign one-off admin rights to users, if needed | |
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| Active user override - switch to disable a user without removing them | |
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| Bulk Importing |
| Bulk upload contract attachments/files and assign them to contracts | |
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| Bulk upload application set-up data from Excel.csv files | |
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| Contract Field Mapping |
| Mapping of field relationships for auto-creation of contracts from a contract request | |
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| Mapping of field relationships for auto-creation of contracts from a solicitation record | |
| Contract Record Sub-tables |
| Create user-defined sub-tables/grids for contract records, vendors/clients, employees, and solicitations | |
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| Each sub-table can have configured user-defined fields | |
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| Sub-tables are reportable within the application | |
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| Optional SSL encryption (HTTPS) of all data | |
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| Security Groups |
| Create and manage contract permissions by security groups | |
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| Secure employee access based on assigned security group | |
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| Segregation of delete, edit, and add permissions | |
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| Contract - Vendor Compliance Tracking |
| Maintain Contract & Compliance Standards |
| Maintain contract history log for auditing | |
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| Maintain compliance standards via reporting metrics | |
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| Contract Record Audit Tracking and Logging |
| Full system audit trail for compliance with Sarbanes Oxley (SOX) | |
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| Quick reporting capabilities on all audit history logs | |
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| Contract Searching & Reporting Metrics |
| Contract Record Reporting/Searching Data Grids |
| Dynamically add/remove columns from grid displays | |
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| In-line sorting by multiple columns | |
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| In-line filtering of each column | |
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| Standard Contract Reporting/Searching |
| Quick search bar on every screen to search all contract fields | |
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| Find/search contracts screen to search by specific contract field | |
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| In-line grid drill-down of attached documents for each contract | |
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| Text-based files search from Find/Search Contracts screen | |
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| Export results to MS Word, MS Excel or PDF | |
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| Configurable - Ad-Hoc Contract Reporting/Searching |
| Create and save configurable ad-hoc reports | |
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| Report on contract record data fields | |
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| Provide conditions for contract record fields | |
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| Easy-to-use interface for design and re-running reports | |
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| Share your created reports with other users | |
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| Schedule a report to be automatically run and e-mailed | |
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| Restrict access to creating ad-hoc reports (user permission) | |
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| Export results to MS Word, MS Excel or PDF | |
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| On-line Report Designer |
| Create flexible reports with Contract Insight® Report Designer | |
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| Design report on important contract data fields | |
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| Customize look and feel of report layout | |
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| Customize data relationships | |
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| Create calculated display values | |
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| Create and display barcodes from stored data | |
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| Advanced designer for in-depth and custom reports | |
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| Export to dozens of file formats including MS Word, MS Excel, PDF, JPG, etc. | |
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| User Configurable Landing Page |
| Dashboards |
| Configurable dashboards for each user | |
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| Fully customizable for each user | |
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| Quickly switch between user dashboards | |
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| Specify a dashboard as a user's default page | |
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| Drag and drop docks (calendar, reports, web pages) | |
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| Add user's calendar to their dashboard(s) | |
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| Add configurable report grids visible to the user's dashboard(s) | |
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| Add a favorite website to the user's dashboard | |
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| User's Calendar |
| Display all contracts and tasks on their due dates for the user | |
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| Quick links to contracts and/or tasks from the calendar | |
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| Export calendar to 'VCAL' format (used in client programs like MS Outlook) | |
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| Vendor Management System / Client Management |
| Configure & Track Counter-parties - Vendors and Clients |
| Flexible field management via our Field Manager | |
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| Full reporting on all fields | |
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| File attachments for each vendor/client | |
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| Unlimited contacts for each vendor, customer & counter-party | |
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| Review and monitor vendor/client news alerts | |
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| Track and manage service codes (ex: NIGP Codes) | |
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| Aid in compliance with regulatory standards | |
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| Vendor/Client Contract Ratings |
| Create user-defined scorecard for each vendor by contract | |
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| Compare vendor scorecards | |
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| Manage vendor/client ratings and performance | |
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| Field Manager & Configuration |
| Field Creation and Management |
| Add & configure custom contract data fields | |
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| Define default values for fields | |
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| Define required fields | |
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| Set field order | |
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| Quickly rename fields and help descriptions | |
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| Assign Fields by Contract Type |
| Customize data collected by contract type for easy data entry | |
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| Set unique field order by each type | |
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| Contract Document & PDF Processing Tools |
| Merge contract field data & clauses to MS Word (PC app & in system) | |
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| OCR PDF Files with click | |
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| Bulk OCR (PC helper app) | |
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| PDF Merge OCR Tool (PC Helper App) | |
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| PDF Electronic Signature & e-sign (PC Helper app) | |
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| Convert PDF to Word Converter (PC helper app) | |
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| Merge clauses based on rules |
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| Upload contract templates |
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| Field merging with contracts |
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| Field merging with documents |
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| Clause merging in contract templates |
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| Clause merging in documents & letters |
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| Merge rich-text into document sections |
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| Field merging in Clause & provisions |
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| Configurable rules for clause inclusion |
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| Configurable rules for template selection |
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| Configurable rules for document approvals | |
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| Configurable rules for IntelliSign electronic signature routing | |
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| Obtain bulk signatures & mass amendments (add-on) | |
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| Bulk contract file upload tool (PC helper app) | |
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| Language Support |
| Pre-loaded language packs for core screens | |
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| Included screen translations for English, Spanish, German, French, Arabic, Chinese (PRC) | |
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| Additional languages are configurable | |
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| System Integration |
| Single Sign-On (SSO) - SAML 2.0 |
| Ties system login to SAML 2.0 identity provider | |
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| Optional Just-In-Time employee provisioning | |
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| Single Sign-On (SSO) - ADFS |
| Ties system login to ADFS identity provider | |
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| Available for SaaS or deployed systems | |
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| Web Parts Plugins |
| Plug data components into your web applications | |
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| Leverage components in your MS SharePoint or Internal portal site | |
| Data Direct (Client Deployments Only) |
| Directly connect external databases to and from our system's database | |
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|---|---|---|---|
| Create/develop direct connections for client deployments | |
| Web Services |
| Synchronize data to and from our system | |
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|---|---|---|---|
| Integrate data synchronization code with existing applications | |
| Vendor / Client Management & Collaboration Gateway (option) |
| Vendor / Client Management Software Features |
| Track important vendor & client data (core) | |
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|---|---|---|---|
| Report & search vendor & client data (core) | |
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| Monitor vendor & clients with alerts | |
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| OFAC Compliance Screening | |
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| Dun & Bradstreet Connector | |
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| Interact with vendors & clients online | |
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| Collect data from vendors & clients online | |
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| Negotiate contracts online | |
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| Capture contract data, files, and notes | |
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| Provide vendors & clients with read-only access to their contracts | |
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| Vendor/Client online registration | |
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| Portal for vendors & clients to register with the system | |
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| Collect vendors & clients important information | |
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| Allow vendors & clients to register automatically or through requests | |
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| Plug-ins to collect vendor/client data on external sites and applications | |
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| Action-based e-mails for entire registration process | |
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| Assigned user(s) can review/manage registration requests | |
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| Release & advertise bids & RFx online | |
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| Obtain bid & opportunity responses online | |
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| Collect, track, & response to vendor/client questions online | |
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| Public Access Portal Option |
| Provide external access to public contracts | |
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|---|---|---|---|
| Provide transparency of contracts to meet public, government and state regulations/ requirements | |
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| Manage & provide public transparency for Federal, State Contracts, GSA, Healthcare, Financial, Pharmaceutical, and regulated industry contracts | |
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| IntelliSign Electronic Signatures & Document Processing (option) |
| Integrated IntelliSign® Electronic Signatures | |
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|---|---|---|---|
| Easily obtain electronic signatures, electronic approvals, and digital signatures on contracts & documents | |
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| Set placeholder fields for IntelliSign signatures | |
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| Allow click & sign anywhere | |
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| Merge clauses based on rules | |
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| Version tracking | |
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| Upload contract templates | |
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| Field merging with contracts | |
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| Field merging with documents | |
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| Field merging with Excel | |
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| Field merging with PDF | |
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| Clause merging in contract templates | |
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| Clause merging in documents & letters | |
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| Merge rich-text into document sections | |
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| Field merging in Clause & provisions | |
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| Configurable rules for clause inclusion | |
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| Configurable rules for template selection | |
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| Configurable rules & alerts for document approvals | |
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| Configurable rules & alerts for electronic signature routing | |
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| Brand-able signing portal | |
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| e-Sourcing / e-Procurement Management Software (module) |
| Create and manage solicitations, RFPs, RFIs, grants, contracts, and more | |
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|---|---|---|---|
| Collect information, documents/files, notes and feedback for solicitations online | |
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| Rank & score vendor/respondent responses | |
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| Track vendor qualifications | |
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| Track vendor performance | |
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| Track bids online and have vendors compete in online bids (invite/ open/ public/ auction/ reverse auctions) | |
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| Create custom data fields | |
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| Create custom workflow approvals | |
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| Award solicitation to specified respondents | |
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| Mapping field data between solicitations & contract records | |
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| Complete audit trail tracking (who, what, where, when) | |
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| Link awarded solicitations to contracts | |
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| Manage and create tasks for solicitations and the RFx process | |
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| Award management software tracking | |
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| Merging procurement & sourcing data on document templates | |
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| Purchase Order Management Features (module) |
| Track requisition & request for purchases | |
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|---|---|---|---|
| Limit products & services by user, department, and budget (spend management) | |
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| Track spend management by department, user, and fiscal year | |
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| Track important documents for purchases | |
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| Configuration requisition (request) approval workflows | |
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| Manage products, items, services, and catalogs | |
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| Manage inventory ordered, available, and on-hand | |
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| Track fulfillment from purchase order or stock | |
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| Convert requisitions to contract and/or purchase orders | |
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| Track important purchase order data | |
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| Send purchase orders online for signatures (add-on) | |
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| Capture purchase order data, files, & notes | |
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| Track proof of delivery | |
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| Track quantity ordered, quantity received, quantity on hand | |
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| Track purchase order budget vs. actual spend | |
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| Consolidate multiple requisitions to single purchase order | |
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| Track purchase order line items | |
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| Track line item details - item, SKU, description, quantity, amount, tax, discounts | |
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| Track line items at the account, general ledger, cost center, & budget line item | |
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| Enable vendors to submit invoices online with CobbleStone Vendor Collaboration Portal | |
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| Assigned user(s) can review/manage purchase requests | |
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| User Licensing Models |
| Named user licensing | |
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|---|---|---|---|
| Concurrent user licensing | |
| SLA (SaaS Only) |
| Uptime | 99.9% | 99.5% | ~ |
|---|---|---|---|
| Backups & DR | High Availability SQL Server cluster instances for automatic failover of zonal datacenter disaster and structured warm standby for regional datacenter disaster. Rolling 30-day backup Disaster Recovery with 24-72 hours (commensurate with the level of disaster) |
~ | |
| Database Platform(s) |
| Microsoft SQL Server Database 2022 (or later) | |
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|---|
| VISDOM® Artificial Intelligence |
| VISDOM as a Service (VaaS) | |
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|---|---|---|---|
| Artificial Intelligence and Machine Learning | |
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| Smarter Contracts with Machine Analysis | |
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| Intelligent Data Extract | |
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| Risk Assessment Mapping | |
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| Predictive Analytics and Trend Analysis | |
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Contract Auto-Redlining
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ConfigAI® Clause Field Recommendations
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IntelliDraft.AI℠ Clause Generative AI
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VISDOM+
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*This chart is for informational purposes only and is intended as an aid in understanding CobbleStone’s typical offerings. Actual features included are subject to change.