Contract manager Users Manual October 2005 - E
Contents
1. f View Document Dialog Adding and viewing a document bring up the same dialog the only difference being that the Title is blank when adding and the version table is also blank In the case of adding a new document Save will not proceed unless at least one version has been added and the title field filled in Adding versions requires a comment be added in order to provide later guidance as to how a specific version differed from others for example Added early termination provision If the user specifies no comment the file name of the added file is used Note however since a single Word document might be used as a working version this comment may not be very informative The file containing the version be selected using a java file dialog or by directly typing in the file path The dated field defaults to the current date but may be changed by the user either by typing directly in the field or by using a selection dialog invoked by clicking on the Dated button Once this has been completed clicking on the Add button towards the bottom right checks the supplied information and if no errors are found adds a new version To View a version select the version by clicking on its entry in the table and then clicking the View button Contract Manager will use the file extension associated with the version when it was entered to determine an appropriate viewing program and then It is important to use the sa2. When an Export is performed the entire contests of the database are exported into a directory in the user s home directory named with the database name In this directory a file index html is created Opening this file with a browser will then allow all the content to be examined through the browser Note that both these functions can take a long time for a large database Also note that exporting the database into a web viewable form removes any security protection User amp Group Administration Figure X Y shows the user and group administration panel There are three display areas the top table is for users the lower left is for groups and the lower right which is only visible when a user is selected in the user table shows the additional group membership for the selected user This process will reclaim storage that has been freed as a result of delete or update statements and will also re calculate statistics that are used during query optimization E insights LLC 13 www e insights com Contract Manager Test USer cmogrtest KD File Help Admin Contracts User amp Group Admin Unix Handlers Users ay ee anian nd Non Users lt ANY USER gt Uid _Gid_ _Mode B Entered __ Name 500 Normal rjo 2006 11 03 Test User 501 Guest rjo 2006 11 03 Larry 502 Legal riw 2006 11 03 Curyy 503 Legal rjo 2006 11 03 Moe Groups ima lenin Group Name Group I
3. check box then additional fields are shown as in the figure below The sunset date defaults to one year from the current date and can be modified by the user The Units and count fields control the dates upon which the event will recur For example selecting Week for the units and a Count of 3 would cause the first recurrence to occur 3 weeks after the initial date the next 6 weeks after etc The sunset date is the date after which recurrences will cease Modifications to an existing event or the addition of a new event occur when the Save button is clicked Clicking the Quit button instead discards any changes that might have been made E insights LLC 8 www e insights com Event for Acme Consulting Job a xj Contract Acme Consulting Job Check ifits a GO Descr Init Date 08 28 2005 Type other M Sunset 2 31 2006 Save Quit Viewing and Exporting Event Calendars On the Contract List screen the iCal and xCal buttons allow the event calendar to be viewed or exported respectively Viewing a calendar causes a ical Internet Calendar Format file to be generated sent to a server running phpicalendar and a browser launched to view this calendar Each time this button is selected the calendar is re created so any changes made are properly updated The figure below shows a calendar view generated in this way gt See http phpicalendar net E insights LLC 9 w
4. is viewed the file extension is used to try and find an appropriate program to view the file with On a Windows computer the Registry is queried to find an appropriate viewer On a Unix computer a set of default configurations search for normal viewers for a large collection of file types User specific configuration entries can E insights LLC 18 www e insights com be used to add additional handlers For example an mpeg file will likely launce a video display program such as Real Player or Windows Media Player depending on what is installed on the specific computer Since the local computer is used to determine an appropriate viewer there is no guarantee that a viewer will exist or that it will be the same viewer that will be used on other computers Dates signed date the date upon which a contract or agreement was signed is entered when the contract is entered into the system and can be updated by the contract owner effective date the effective date of a contract or agreement is entered when the contract is entered into the system and can be updated by the contract owner sunset date Specified for a recurring event and is the date beyond which no further occurrence of that event will occur entered date The date a contract or document version is entered into the system This date is set automatically can cannot be modified asof date Describes the date a specific document version was cu
5. Contract Manager V 1 0 3 E insights LLC October 2006 E insights LLC 1 www e insights com Revision History Initial Manual October 2005 1 Revision October 2006 Addition of administrative interface E insights LLC 2 www e insights com Contract Manager is a tool for managing the documents and dates around groups of contract While it was developed for managing contract related data it can be used to manage other kinds of data where there is a need to maintain multiple versions of documents in an un modifiable form with flexible access control in a distributed network based environment For example it can also be used effectively to maintain compliance related documentation in a fashion that tracks the entry dates and identifies the persons making entries and thereafter maintains individual versions in an un modifiable form Read only access can be granted to internal or external auditors for example to facilitate compliance testing or to external consultants for review of proposed contracts This document contains three sections User Manual Administration and implementation description User Manual Launch amp Login Depending on how Contract Manager is launched a separate login procedure may or may not be required Normally when it is launched by a user logged into the E insights web site www e insights com by selecting the Contract Manager link in the navigation bar no separate login is required How
6. D Guest ADMIN 0 Normal 10 Legal 101 pam Group _ Group_102 102 ADMIN Group_102 i User Agreement Text Update For use of authorized customers only Copyright E insights LLC 2005 In the usertable a user id uid of 1 is used to indicate that that any user can connect to the database This is further discussed in the main body of this manual To add a new user select the user from the drop down menu then select the group to be used as the user s default group from the group table and then click on the Add User Button the button with the symbol above the user table Al users are initially created with a read write mode of read only by default In order to change this or any other user s mode read only or read write simply click in that field in the user table and select the desired value from the drop down menu Changing the default group is accomplished in a similar fashion Note that these changes are immediate i e they are effected immediately upon selection of the drop down element there is no secondary save step To remove a user select the user in the user table and then click the Remove User Button button above the user table labeled A confirm window is used to avoid inadvertent deletions User deletions which would result in either contacts which no remaining user could read or the removal of the final administrator are not acce
7. Profile Chooser x Choose the Profile you wish to use cmgrProfile Chooser x Choose the Profile you wish to use Guestiprivate Guestishared To select a specific dialog click on the dialog list button the solid upside down pyramid and move the mouse until the desired profile is highlighted and click on this item Then click on the OK button Clicking the Cancel button will terminate Contract Manager E insights LLC 4 www e insights com Terms Acceptance Once a profile has been selected a terms acceptance dialog will be presented in cases where the database has a terms and conditions defined Clicking on No in this dialog will result in Contract Manager exiting A database may not have such a definition in which case this dialog is skipped Such a dialog is shown below Acceptance of Terms x Access is provided to this guest account as a means to demonstrate functionality The contents of this system or the system itself may from time to time be removed or modified at E insights sole discretion and without notice All users of this demonstration system have the ability to create or update documents versions and events All users can access and manipulate data entered by themselves or any other user This is a free demonstration account only E insights provides no assurance that this system will maintain data in a reliable or confidential fashion Nor does E insights warrant that
8. ayed This user interface has three tabs one being the normal contract information panel one being for the administration of users and groups and one being for the administration of handlers on Unix Linux clients Note that the contract display panel displays only the contracts accounting for read only privileges that are appropriate to the user irrespective to their role as administrator It is recommended that the default group membership not be set to the ADMIN group in order to avoid the need to grant membership in this group in order to view contracts since membership in this group also allows management of other users However no such restriction is enforced by the system The user s default group is the ADMIN gid 0 group or the user has an additional group membership in the ADMIN group The programs used to view documents of a given type which have been stored E insights LLC 12 www e insights com In addition to the tabbed interface when a user with administrative priviliges connects an Admin menu selection is also added The tabs and additional menu item can be seen below a Contract Manager Test User cmogrtest 3 File Help Admin Contracts User amp Group Admin Unix Handlers Admin Menu The additional Menu has two choices Vacuum which executes a database Vacuum Analyze cycle and Export which exports the entire database into a directory viewable using a web browser
9. e specified path In the case of an executable name Contract Manager will search the Upath directories in order attempting to find the specified executable and if found will execute the first one it finds In both cases the executed program is passed a temporary file with the documents contents in it for viewing This file is deleted automatically upon termination of the executed program F X Contract Manager Test User cmgrtest File Help Admin Contracts User amp Group Admin Unix Handlers User Field Value lt ANY USER gt dateformat MM dd lt ANY USER gt nulidate 00 00 0000 lt ANY USER gt currencyformat HHH HHH BH lt ANY USER gt docsavedir home contractmanager docs lt ANY USER gt doctempdir tempf lt ANY USER gt docname _doc_ d_ v Example Assume that the current user is 99 and that the user wants to view a document that was originally stored from a location whose file extension was htm Uwindowterm ANYUSER opt kde3 bin konsole e Upath ANYUSER bin usr bin Uhandler ANYUSER htm Mozilla c Uhandler USER99 htm FireFox Note that the entries in this table are dependent on the version of Unix Linux a user uses The items above are from a Suse installation E insights LLC 16 www e insights com Based on the file extension htm the Uhandler FireFox would be used note as part of the log on
10. ever in some cases such as when the user is accessing the Web via a proxy server automatic authentication may fail and a login dialog box will be presented The credentials are the same as those used for authenticating against the E insights web site Likewise if Contract Manager is launched by a mechanism other than from the E insights web site authentication is required Login Dialog E i Login Dialog x User Name Password Cancel Login Hint The login dialog box is shown above Users enter their credentials and click on the Login button or just hit Enter while the mouse is over the dialog box to attempt authentication If authentication succeeds the process moves on to the Profile Selection stage Otherwise if the email entered matches that of a registered user the Hint associated with that user is displayed on the Hint line and the user can re enter the password After three unsuccessful attempts the Login process terminates and Contract Manager exits Clicking the Cancel button at any time cause Contract Manager to exit E insights LLC 3 www e insights com Selecting a Profile The profile selection dialog is shown in the next two images This allows the user to select the specific database they wish to work on in cases where the user has access to multiple databases In cases where the user only has access to a single database then this dialog is skipped cmagr
11. g the logon process Contract Manager first loads all handler information for uid 1 ANYUSER Then handler information for the uid of the user logging on is loaded adding to or over riding the already loaded information Three types of information are loaded called Uwindowterm Upath and Uhandler respectively Not the machine note E insights LLC 15 www e insights com Uwindowterm This is a string that specifies how to launch a window On Unix Linux machines viewers need to have the windowing system context in order to operate and this gives it to them Upath In standard Unix notation a set of directory paths separated by colons denoting the sequence of directories which should be in searched in order for executable programs This avoids the need to specify all handler programs as absolute path names and allows for some portability across Unix Linux variants However handlers can be specified as absolute path names if needed Uhandler A set of colon separated pairs lt FileExtension ExecutableName gt FileExtension is the standard way to denote the type of file for example ppt for a Microsoft PowerPoint Presentation ExecutableName can either be an absolute path name first character is for example bin vi or an executable name for example vi In either case additional arguments can also be specified In the case of an absolute path Contract Manager will attempt to execute the program found at th
12. hile underlined items are entered by the user Items that are normal text are logical entities where a suffix of indicates zero or more instances of while a suffix of indicates one or zero instances of Contract A contract consists of name description signed date effective date entered date user id group id annual value status a set of events and a set of documents Event An event is a representation of a single date or recurring date sequence that is of significance to a contract Single events occur once on the specified date Recurring events occur on an initial date and then upon subsequent dates based on an integer multiple of time units days months quarters or years e Termination e Annual COLA Cost of Living Adjustment recurring yearly on the anniversary of the initial date until the contract termination date Document A document is comprised of a title entered date and last modified date and a non empty set of versions Version A version consists of a comment an asof date an entered date a last modified date and a document file and the original file name The system also maintains a version number for each version Document Files Contract Manager is completely agnostic with respect to types Document files can contain anything When document files are loaded into versions they are compressed and stored in the database along with the original filename used to access the file When a document
13. is inactive Contract Manager Michael Whelan guestcmgrshared rfen o xl File Help Owner _ Status ___ Signed __ Effective Name _ Annualvalue haa Michael Whelan Active 10 28 2004 11 01 2005 Acme Consulting Job 10 000 00 Michael Whelan Active 02 23 2004 02 01 2004 Big Corp Interim Management 50 000 00 view Michael Whelan Pending 07 28 2005 07 28 2005 Proposal Ultima Corp 25 000 00 Contract Screen Upon viewing the top contract we get the screen below The contract name and description may be altered by entering the new data and clicking the Save button New events and documents can be added using the associated Add buttons or existing ones may be viewed using the associated View button E insights LLC 6 www e insights com Contract Acme Consulting Job o x File Help Contract Acme Consulting Job Save Descr Create an RFP for new purchasing system and undertake process Quit Signed 0 28 2004 Effective 11 01 2005 Annual Value 25 000 00 Status Active v EventType Date Description Recurring Add Other 08 28 2005 Initial proposal non recurring Other 08 28 2005 Check if its a GO Recurs every 2 Weeks Vi Other 11 01 2005 Proposed start collect needs non recurring ail Entered Title versions Most Recent Add 10 27 2005 Pricing Proposal 2 10 28 2005 10 28 2005 Proposal Letter 1 10 28 2005 net
14. me date format as the default was displayed in since the date format can vary across databases and user preferences E insights LLC 7 www e insights com will launch the viewer with a temporary file containing the version This temporary file will be automatically removed when no longer used To export a copy of the version simply click the xPort button instead of the View button and use the File dialog to select the location to store the exported copy Unless a new extension is explicitly supplied by the user the file extension that was associated with the version when it was entered will automatically be appended to the file name where the copy is being stored Modifications to an existing document or the addition of a new event occur when the Save button is clicked Clicking the Quit button instead discards any changes that might have been made Contract Acme Consulting Job Document Dialog Title Pricing Proposal save Entered As of Comment View 10 27 2005 10 28 2005 Initial proposal 10 days 12 discount 10 27 2005 10 28 2005 Update to reflect 3rd site visit as requested Comment lt add cornment Dated 10 27 2005 Event Dialog Events operate in a similar fashion to documents in that the same dialog is used for both Add and View The initial date defaults to the current data and can be modified by the user The recurring flag defaults to false If the user selects the recurring
15. n the group table and type n the new name typing a carriage return or clicking outside that entry will finalize the change Group names have no other purpose than to display a meaningful text string rather than a number for groups Since the group number under which contracts are entered cannot be changed there is no provision for modifying the group number itself Unix Linux Handlers On Windows clients the appropriate program to display a particular document is determined by querying the Registry based on the file name extension of the file as originally imported This may not necessarily b the same program as would have been used on the computer form which the original entry was made For example a Microsoft Word doc document stored from a PC which has Microsoft Office installed might be viewed using Open Office on a PC without Office installed Nevertheless registry mappings can be relied upon to use an appropriate viewing program In the rare case where an appropriate viewer is not found in this way the document can be exported and an appropriate viewer chosen manually On Unix or Linux machines there is no Registry to rely upon The handlers allow the specification of sufficient information to perform the same function based on the user id Note if Contract Manager cannot determine a viable handler to display a particular the file can always be exported and the user can choose the handler manually as noted above for PCs Durin
16. ny version being stored If the version file being stored is a compressible E insights LLC 10 www e insights com file the evaluation is made after compression has been performed By default Contract Manager used a value of 10 i e files greater than 10MB after compression will not be stored Setting a negative number as the maxStoreSize has the effect of eliminating any limit e maxNumberOfltems specified as an integer This limits the sum total of version files that can be stored in the database across all contracts Note that since some contracts may be hidden from an individual this limit may be exceeded even when the user cannot see that number of versions By default Contract Manager sets this to 1 Note however that in demonstration database this is typically set to some limit Setting this to a negative number has the effect of eliminating any limit E insights LLC 11 www e insights com Administrative Interface Preamble Version 1 0 3 added the administrative interface While these facilities were present in Contract Manager since its initial release their usage required direct modification to the database tables themselves The group administration functions attempt to maintain consistency with respect to users groups and contracts and to ensure that contracts do not become inaccessible while avoiding the need to change any data associated with the contracts themselves The latter is a design philosophy in attem
17. onal group membership in order to view the contract and the associated read only flag is set to true E insights LLC 19 www e insights com In both the user table and the additional group membership tables an entry of 1 has special The signon process proceeds in three stages signon additional group association and user specific configuration If there is a usertable entry for the id use the associated groupid and read only flag else if there is a usertable entry with 1 as the user id use the associated read only flag if the associated groupid is gt 0 set this as the effective group id otherwise use the user id as the group id else signon fails If the signon process succeeds the additional user table is scanned for entries with a matching id and then for entries with a userid of 1 and these entries group id and read only flag are added to the user s record At this stage the configuration table is examined for configuration parameters associated with the user id Authentication is not handled directly by Contract manager validating a name and password and determining the unique id assigned to that user are handled by E insights Registration system E insights LLC 20 www e insights com Contract Structure A contracts consists of name description signed date effective date annual value status entered date ownerid event description initial date type recurrence unit
18. process the handlers associated with ANYUSER would have been loaded first and then those for USER99 effectively allowing entries to be over ridden for USER99 or added Consequently Contract Manager would search in order the bin and usr bin directories for the executable FireFox If it is found then it executes a Uwindowterm with the arguments necessary to start FireFox to view a temporarily saved version of the file Keep in mind that entries associated with ANYUSER will apply to each and every user unless specifically overridden for that user Handler information is only read during the database connection process Therefore it will be necessary for a user to logoff and log on again to see changes in handler data Add and delete entries similarly to groups and users The user field can be selected by clicking and choosing from the drop down menu while the name field Uhandler etc and value fields can be altered by selecting the field and typing in the appropriate value in the same fashion as used in modifying a group name E insights LLC 17 www e insights com Implementation Description This is preliminary Contract Manager manages a set of contracts in a single database Contract ownership and user group mechanisms can be used to control access including read only access on a contract by contract basis In the description below items that are italicized are items that are created by the system w
19. pted Additional Group Memberships When a user is selected in the User Table additional information including all additional group membership information concerning that user is displayed in the lower right of the E insights LLC 14 www e insights com panel Addition of an additional group membership is accomplished by first selecting the group in the group table and then clicking on the Add Additional Group membership button symbol By default such additional memberships are added with a read only r o mode However the default can be changed in the same fashion as was the case for the user table Similarly additional group memberships can be deleted by selecting the entry and then clicking on the remove button Again removals that would result in the removal of the last administrator will not be accepted Groups Groups can be added with the Add Group Button and deleted with the Delete Group Button Deletion of a group will also cause the removal of additional group memberships referencing this group The removal of a group that is used as the default group for a user is not allowed In this case either remove the user s first or reassign their default group Likewise removal of a group that has contracts associated with it is not permitted Group names can be changed at will there are no restrictions on group names they could even be duplicative To change a group name simply click on that field i
20. pting to ensure that data related to a contract is not altered after it has been created Consequently some actions such as deleting a group that is the group under which a contract was created is prohibited Security Note In order for the administrative interface to operate it needs to have a special group ADMIN with a group id gid of 0 created and furthermore it needs to have at least one user be a member of this group Upon startup of version 1 0 3 if the ADMIN group does not exist it is automatically created and the currently connecting user is added as a group member While convenient this does create the possibility that an inappropriate user is made the administrator simply because they logged on using the new version first This possibility should be avoided either by 1 adding the group entry 0 ADMIN to the group table and adding uid 0 in the addgu table with the administrator s uid in each Contract Manager database manually before the new version of the software is released for use or 2 having the correct administrator connect first possibly executing the software directly from the development environment before the new version is made available to general users General The administrative interface is composed of two tabs in a tabbed user interface When a user with Administrative Privileges logs into Contract Manager instead of a single pane displaying contract information a tabbed user interface is displ
21. rrent is entered when the contract is entered into the system and can be updated by the contract owner last modified date Describes the date the item was entered or the last date the item was modified e g the description on a contract changed Rights Contract Manager databases are implemented in Postgres and as such can be protected by using the Postgres s configuration control mechanisms Within the Contract Manager application contracts are associated with the user id and group id of the user who created the contract Users amp Groups Each user upon logging into Contract Manager for a specific database is associated with a user id and group id and a flag specifying whether this is a read only user User and group ids are positive integers This user and group id are associated with every contract created by this user in this database Read only users may view contracts to which their group privileges gives them access but may not create new items or modify existing ones In addition to their default group a user may also have privileges associated with other groups Such additional privileges have a read only flag A user can view contracts that Were created by the same group as the user s default group or Were created by a group for which the user has a group membership A user is blocked from adding elements to an existing contract if the user s read only flag is set to true or if the user is using an additi
22. s count sunset date document name description version title document file entered date version number j E insights LLC 21 www e insights com
23. the software will operate as documented or expected Contract List Screen After terms have been accepted the Contract List Screen is displayed An example of such a screen is shown below The table in the middle lists the current contracts in the database for which the current user has privileges The buttons to the right of the table allow a new contract to be added an existing contract to be viewed an event calendar to be viewed or an event calendar to be exported to the local machine in ical format All buttons have tool tips a brief textual description of the button s function associated with them moving the cursor over a button an leaving it stationary will cause the tip to be displayed at the cursor location To View a contract or anything else for that matter first select it by clicking on the entry in the table and then click on View To exit contract Manager click the window close icon in the top right corner the X symbol or by selecting the Exit item under the File menu This screen can be printed by selecting the Print item under the File menu These may be read only privileges E insights LLC 5 www e insights com In the case that the user s privileges for this database are read only the Add button will be shown in grey and will be inactive In general when a user s privileges do not allow a specific action the button is shown with the text in grey and the button
24. ww e insights com cmgr guestcmgrshared October 2005 Mozilla Firefox oj x File Edit View Go Bookmarks Tools Help lt a X gt X 3 x A http www e insights com phpicalendarfindex php cal cmar questcmars Go E _ Compaq e insights com JTable sample JNIRegistry Discount arc welder Plane Search ge ATP Flight School A A October 2005 E Be EER cmgr questcmgrshared Calendar Sunday Monday Tuesday Wednesday Thursday Friday Saturday 25 26 rag 28 29 30 1 3 00 Acme Consu 2 3 4 5 6 7 8 9 10 1 12 13 14 15 9 00 Acme Consu 16 1 18 19 20 21 22 9 00 Big Corp Ie 23 24 25 26 27 28 29 9 00 Acme 9 00 Big Corp Consus Le 30 31 al 2 3 4 5 9 00 Big Corp 9 00 Acme Le Consu The xCal button allows the ical file to be saved to the local machine in a file Some mail calendar programs allow ical files to be imported This has not been tested so should be done with care and tested by the user on their particular system Specifically can the entries be easily removed after they have been imported and what happens if multiple versions of calendars from the same contract set are imported Limits The database default or user s own configuration settings may impose limits on various items These are not modifiable by the user unless the user has administration privileges e maxStoreSize specified as a floating point number interpreted as the maximum size of a
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