Getting Started with the Conga Contracts Business Intelligence (BI) Toolbox
The Conga Contracts Business Intelligence (BI) Toolbox helps surface meaningful insights from the data within your contracts system. BI Toolbox reports can be shared with other Conga Contracts users and can even be scheduled for distribution. Plus, with the BI Toolbox portlet, users can access this data right from their dashboard. In this video we’ll walk through the process of enabling the BI Toolbox, take a look at the navigational elements, and explore a few features of the tool. Let’s get started! The BI Toolbox is enabled at the system level and the role level. To enable this feature at the system level, reach out to your account manager and they can help you. To enable the BI Toolbox at the role level, go to Admin, Roles, and click into the appropriate Role. Next, click Edit and look for BI Toolbox in the Permission Types. Make sure the checkbox is filled and click Save. Then, refresh the page and click Reports. You should see a new option called BI Toolbox. Let’s open the BI Toolbox and take a look at the navigation. In the center of the page we see two folders: My Items and Shared with Me. A great place to start is with the sample reports in the Shared With Me folder. If you click into that link you will see the sample reports that have been pre-built for you. These reports only contain standard fields and information that is available in all systems across the board. To customize a sample report, open the report, find the save button, and save it to your system. When the report is saved to your system you will be able to customize it to meet your needs. On the left side of the page we see five navigation buttons. If you hover over each one you’ll see what it is. Starting from the top the Home button takes you back to the landing page, Visual Analysis will let you create visualizations of your data (this is better for creating charts and graphs), Analysis will allow you to get down into the data itself (this is better for creating data tables), Author Dashboard will allow you to create dashboards which can be placed onto your own Contracts dashboard, and Author Reports which will allow you to create reports that you can have scheduled to be sent out whenever you would like. Now let’s build an analysis! The first thing we’ll do is click into Analysis. From here we’ll select the first table from which we will pull data. We strongly recommend starting with one of the base tables: Company, Contract, or Request. Now that we’ve selected our first table we are able to select more tables that are related to the first, for example: Company then down to Contract. We can keep going down until we’ve selected all of the tables that contain the data we need. Within each table we see the fields we can interact with. We’ll pick out the fields that we either want to see on the report or fields that we want to use to build a filter or chart. If you are not sure you have all the tables and fields you want, don’t worry! You can always come back and add or remove data elements. When finished, we’ll click OK. Scrolling down, we see the data from the system. Also, notice these tabs at the top.. These tabs will help you craft the type of analysis grid you want. The formula tab will let you create custom fields within the report. A common use of this feature is to create duration fields that calculate the number of days between two dates (see how to do this in our best practices document on the support site). The filter tab will allow you to filter down the data that you would like. Add Chart lets you build a chart based on the data returned. And Add Crosstab will let you create a crosstab visualization that acts something like a pivot table. You can also interact with the columns directly. You can drag and drop the columns by clicking and holding the left part of the column title. You can resize the columns by doing the same thing on the right part of the column title. Finally you can click on the name of the column and a drop down of other options will show up. Here you can: sort, filter, group, aggregate, format, chart, crosstab, and hide the data elements in this column. (one other area of note is that you can add color to your grid by clicking Format and then Cell Colors). Now that our data is neatly organized we can click the cog wheel at the top and name our analysis grid. There is one final thing we need to do before we can add our grid to a dashboard or report. Click on the middle icon to the right of the word Table. This will add the grid to the Visual Gallery. Name the panel and click Done. After that, click on the Home button in the top left. Next we’ll add the grid we just made to the dashboard. To do so we’ll click on Author Dashboard. On the next screen we see the analysis grid that we just built. Click Add to add the report to the dashboard. You can add multiple grids onto a dashboard or report. After selecting our grids we’ll clic
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