Quick Reference Guide

Edit a Contract Document

July 7, 2017

Edit a Contract Document

After creating the contract document using SWIFT’s Document Configurator, you can edit it. You can edit a contract document multiple times until you execute it. To edit a fully executed contract document, create a contract amendment.

After creating the contract document, you may wish to update the document. You can edit it in the template by checking it out in SWIFT.

  • Contract templates use the XML document format. Edit them in Microsoft Word.
  • Edit a contract document on the Document Management page.
  • To edit a contract document, check it out in SWIFT. After you edit the contract document, check it back into SWIFT and upload the new version.
  • After your agency fully executes a contract and you wish to update it, you must make a contract amendment in the contract shell and the contract document.

This guide provides the steps to edit a contract document in SWIFT. These process steps assume that there is already a contract shell and contract document created in SWIFT.

For more information about supplier contracts, refer to the SWIFT Reference Guides.

Steps to update an existing contract document from a contract shell in SWIFT

  • Step 1: Access the Contract and Document Management page.
  • Step 2: Process the Contract Document within SWIFT.

Step 1: Access the Contract Document Management page.

  • Navigation: Supplier Contracts, Create Contracts and Documents, Contract Entry, Find an Existing Value
  • On the Find an Existing Value page, enter the Contract ID of the contract with a contract document for the attachment. Click Search.
  • SWIFT opens up the Search Results section. Click the Contract ID.

SWIFT opens up the Contract Entry page.

  • Make sure that the Status is “Open”.
  • Scroll to the right and click the Maintain Document button.

SWIFT displays the Document Management page.

Step 2: Process the Contract Document within SWIFT.

Scroll to the bottom it the page and click the Edit Document link.

  • SWIFT opens up the Word document,which could include a cover letter, the contract document or attachments. Essentially, you have checked out the document for you to edit.

  1. Edit the contract document.
  • Edit the contract document with the contract requirements following your agency procedures. Save it on your computer.
  • DO NOT change the file name. SWIFT will only accept the same file to be checked-in.
  • As a best practice,use the Track Changes in Word. It should default. Make sure to turn on this feature before editing the document. When editing is complete, go back and accept all changes before saving the file.

The Document Management page shows that the document is checked out, when, and by whom. As long as the document is checked-out, only that person can make or save changes. Other users can view the document. While you check out the document, SWIFT disables other functions on the page (e.g., routing for approvals).

  1. Check in the contract document.
  • When you are ready to upload the revised version into SWIFT, return to the Document Management page for the specific contract document. Click the Check In button at the bottom of the page.
  • If you need to back out of editing the document, click the Cancel Check Out button. This uploads the document back to SWIFT in its original format, and discards any changes you might have made.

SWIFT brings you to the Check In Document page.

  • Indicate the changes made and whether they constitute a minor or major change to the existing version of the document. Follow your agency’s policies.
  • A minor change might be something cosmetic
  • A major change is a content change, such as a change in vendors. The distinction is at your (or the agency’s) discretion. You must also provide a comment documenting the changes made.
  • Add a comment documenting the changes.
  • Click OK.

SWIFT displays the Check In Document message. Click Choose File.

On your desktop, select the contract document, Click Open.

SWIFT updates the Check In Document message. Click Upload.

SWIFT returns to the Document Management page.

You have successfully edited a Contract Document.

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