---
title: "Contracts + FAQs"
canonical: "https://kb.uconn.edu/space/FPB/28058484772/Contracts%20%2B%20FAQs"
format: markdown
---
This FAQ is intended to provide guidance on common questions that both the Buying Teams and Contracting Teams may have while working on the contracting process within Contracts+.  These are based on the most frequent questions we have seen throughout the implementation and go-live of the tool.

## Frequently Asked Questions:

<u>** BUYING TEAM**</u>

1. **Question: **I tried to issue a PO using a contract recently executed in Contracts+.  The PO is failing.  Why is this happening and how can this be corrected?
  1. **Answer:** A common cause of this issue is the buyer entering a contract name that exceeds 60 characters in length in the request form.  KFS cannot accept any contract names above 60 characters in length.  When this happens, the CoE will reach out to the buyer to shorten the contract name to 60 characters or less.  This can be done by checking the contract out, editing the name, and checking it back in.  When submitting contract requests, please be aware of this limitation and use a character counter if you are unsure of the length of the name before submitting: [https://wordcounter.net/character-count](https://wordcounter.net/character-count)
2. **Question: **My contract request is stuck in a step called “Administrative Validation”.  Why is the request there and how can it be advanced?
  1. This step occurs when the buying team requestor chooses “UConn Contracts” or “UConn Sourcing” for their procurement category.  These should not be selected.  Please select the category in which you are a team member for appropriate routing.  Those stuck in the Administrative Validation step will be returned to the buyer to re-submit under the appropriate category.
3. **Question:** When I submit an amendment, why does the contracting team need more information from me to continue with drafting the contract?
  1. **Answer:** Legacy contracts in Contracts+ do not have information completed from the typical contract request process.  As such, when an amendment is drafted, the system will ask for the information that it would normally have from the original version of the contract, which is not in HuskyBuy currently.  You can check out the amendment to help complete the missing information.  If the information is unknown, you can add a “-” to the field. **This issue will not exist for contracts were requested and authored in Contracts+**
4. **Question: **Why can’t I, a Buyer 1, edit contracts for other Buyers on my team?
  1. **Answer: **Contracts+ is permissioned to allow the Category Manager to edit their entire team’s contracts.  If a Buyer 1 or Buyer 2 want to edit each other’s contracts, they must add them as Contract Managers under Users and Contacts in the Contract Record.
5. **Question:** I just received an executed agreement back from contracting on an authored contract from prior to the CLM launch (8/25/25).  How does this get put into the CLM?
  1. **Answer:** The buyer can load this by using the “Create Contract” Feature.  The buyer will need to fill in required fields to the best of their ability but can turn off all workflow and config options prior to submitting for approval to get the contract into the system.
6. **Question**: How do I submit a request for a software license being purchased from a reseller?
  1. **Answer: **This can be done through the **“Software Subscriptions/Licenses v2” **request form.  When filling out the form, choose the software licensor as the vendor name.  D**O NOT** add the reseller as an additional second party.  Later on in the form you can answer that the license is being purchased through a reseller and provide the reseller’s name and the contract number used to source the transaction.  Once executed, this requested contract will not be used to track spend in HuskyBuy, and only serves as a record for the software license itself.   This can also be add as a child contract under the reseller contract to associate the two- this can be done in the “Contract Families” tab.
7. **Question: **How do I submit a simple extension to contracting?
  1. **Answer:** Read the agreement to determine if the extension can be done via an extension letter or if it must be done by formal amendment.  If it can be done via extension letter, follow the process outlined in [https://kb.uconn.edu/space/FPB/27776679943/New+Extension+Request](https://kb.uconn.edu/space/FPB/27776679943/New+Extension+Request).  If it must be done by amendment, follow the process outlined in [https://kb.uconn.edu/space/FPB/27773075547/New+Amendment+Request](https://kb.uconn.edu/space/FPB/27773075547/New+Amendment+Request).
8. **Question: **Why am I getting multiple notifications regarding contract communications?  How do I fix this?
  1. **Answer:** The Contract Specialist can remove Buyer as a stakeholder on a given contract if they prefer not to be notified with every email communication posted. This will prevent them from being automatically looped into all correspondence.  Additionally, if the Buyer (or any individual in that role) would rather receive direct emails only when their input is specifically required—and not be notified of every communication via email—they can adjust their profile settings accordingly.  In their profile, the “New Contract Communication” setting can be turned off or set to “notification only”, which will generate a notification within HuskyBuy but will not send an email for each communication.
9. **Question: **The Supplier we are doing a software license agreement is not in the system.  How do we add them into the system so we can do a contract?
  1. **Answer: **Fill out a Supplier Request form in HuskyBuy with the Supplier’s legal name (or your best educated guess of their legal name).  This can sometimes be found in their contract documentation.  Choose the business purpose as “Other” and type into the free-form text box “CLM Supplier ONLY”.  Submit the request.  Once an invite has been sent to the Supplier, they are under no requirement to complete the invite unless they desire.  This creates a shell profile that allows contracting to attach the contract to a Supplier so we can use the CLM repository to track contracts with licensors that we aren’t paying.
10. **Question: **The Supplier we are doing a hotel and events agreement (T-card only payments) for is not in the system.  How do we add them into the system so we can do a contract?
  1. See the answer to question 9.  The same process applies.

<u>**CONTRACTING**</u>

1. **Question: **When we receive edits back from OGC via e-mail outside the CLM, do we upload them to the CLM as the new Main Document? Or do we make the requested changes in the current CLM version?
  1. Answer: Navigate to the attachments tab and choose “Actions” for the main document.  Select “Upload New Version”.  This will allow you to accept edits and continue your work from the latest version they provided.
2. **Question:** OGC has required we make edits on a signed document after final review.  How do I do this and then upload the edited final document as a replacement to the original in the system?
  1. **Answer: **Return the contract record to draft by going to “Contract Actions” and selecting “Withdraw and Return to Draft”.  You can then re-submit the contract record for approval.  Approve it to the e-signature setup stage.  From here, you can go to “Contract Actions” and select “Upload Fully Executed Contract”.  This will replace the prior executed agreement with the new final executed copy.  Make sure to approve through the remaining steps to complete the process and ensure the agreement is executed in the system.  See [https://kb.uconn.edu/space/FPB/27712979042](https://kb.uconn.edu/space/FPB/27712979042) for more information.
3. **Question:** I’ve approved a contract request but now I don’t know where to find it.  What do I do now?
  1. **Answer: **Approving a contract request does not automatically create a contract record.  If you have approved the request, you will need to navigate to the contracts ribbon on the left menu of the screen and navigate to “**Requests-> Requests Ready For Contract Creation”**.  This will provide a list of all contracts that have been approved but not created as drafts. From here, you can click into the contract you want to create and then go to **“Request Actions”** in the upper right corner and click it.  From here, click **“Create Contract”.  **Please see** **[https://uconn.atlassian.net/wiki/spaces/FPB/pages/27771404409](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27771404409)  for more information.
4. **Question: **I’ve created the amendment but it still appears to have the same contract number as the original contract in Contracts+.  Did I do something wrong?
  1. **Answer: **The contract will continue to have the same contract number designation, but if you look in the upper left corner of the screen, you will see that it is an amendment based on the amendment # counter which will be above 0 (i.e. 1, 2, 3).  When the amendment contract record is executed, it will become “executed: in effect” or “executed: future” and the original contract will become “superseded”.
5. **Question: **The amendment numbering in Contracts+ does not match the actual amendment number of the agreement.  Why is there a discrepancy?
  1. **Answer: **Upon launch there were over 2,000 already active contracts in Contracts+ imported from the prior contracting module in HuskyBuy.  These contracts were added by the Buying team and the amendment feature was not available at that time.  Please be aware when working on these older contracts, the amendment number in the system may not match the contract’s actual amendment number for this reason.
6. **Question: **I only see the option to skip an external review round.  Is that the right way to end the round?
  1. **Answer: **Skipping the external review round should be done only when someone doesn’t need to give you feedback after the round has been begun and the e-mail sent out to them.  To end the round and complete it for those individual’s you can click actions next to a specific reviewer and choose “done with review”.  You can then add any comments you want for tracking purposes.  Additionally, their correspondence will appear in the communication center.
7. **Question: **Can I add additional reviewers during an external review round?
  1. **Answer: **While you can’t add additional reviewers until the round is ended, during the round, you can use the communication center to send an external message so that another person can review a document.
8. **Question: **I have set the signatories and placed the fields in DocuSign to send out the envelope.  Why does the system still show as “pending e-signature setup”?
  1. The system takes time to receive information back from DocuSign that an envelope has been sent, viewed, or signed (up to ~2 hours).  For more real-time tracking of envelopes, you can check the shared inbox in Outlook for [procurementcontracts@uconn.edu](mailto:procurementcontracts@uconn.edu).  We have designated folders that automatically sort all “viewed envelopes” “completed envelopes” and “voided envelopes”.
9. **Question:** My e-mail to the Supplier bounced back with a failed delivery message.  How can I ensure they get the message from the system?
  1. **Answer: **Please review the communication in the communication center and make sure the e-mail for the supplier is entered correctly.  E-mail addresses that don’t exist will bounce back.  There may also be an issue with the Supplier’s e-mail security not allowing the e-mail to be received.  If you receive this message, you can contact the Supplier outside of the system and ask them (or their IT department) to whitelist or add as a trusted e-mail sender “notifications@network.jaggaer.com”.  This will allow messages to be received on their end.
10. **Question: **The Supplier we are contracting with has a message in the contract record stating it is “inactive”?  Is this okay?  Does this have any bearing on the contract?
  1. **Answer: **In some cases, the Supplier we are contracting was not added in the system for a purchase, and they will be indicated as inactive.  They are available in the system for a contract.  Active/Inactive for shopping has no bearing on our ability to do a contract.  You will see this most often with software licensors and hotels.  For contracts in which we will issue a PO, the contract can be executed, but the Supplier will need to become “Active” prior to the PO being issued.
11. **Question**: Why have I not received redlines back from the supplier despite the supplier claiming to have sent them?
  1. **Answer**: Please make sure the Supplier is replying directly to the e-mail thread generated by the system. If the Supplier is sending emails directly to [notifications@network.jaggaer.com](mailto:notifications@network.jaggaer.com), we will not receive them.
12. Question: Why am I unable to open the latest version of a contract using the Word plugin?/I am receiving an error stating “This document is not supported in Word”.
  1. **Answer: **The Main Document should be downloaded from the contract record in HuskyBuy and re-uploaded as a new version manually. This is a technical issue on Jaggaer’s side that needs investigation.