This article covers the following:
Using Tags in CLM
Tags allow you to categorize, organize, and retrieve contracts more efficiently. You can apply tags to:
New contracts
In-Progress Contracts
Executed Contracts
The Tags field is an open alphanumeric field, allowing you to enter any words, numbers, or characters.
Your organization may have tagging standards. If not, consider tagging contracts based on:
Line of business (e.g., Manufacturing, Equipment Rental, Business Services)
Contract characteristics (e.g., Renewal, High Risk, Strategic Vendor)
Internal classifications or special tracking needs
Adding Tags to a New Contract
- Open Contract Information.
- Type keywords into the Tags field under the Standard Details section.
-
If a suggested tag appears in the dropdown, select it.
- Press Enter or Tab.
Adding Tags to an In-Progress Contract
- Navigate to the In-Progress Contracts page.
- Click the Contract Info icon.
-
Enter one or more tags in the Tags field under the Standard Details section.
- Click Save.
Adding Tags to an Executed Contract
- Navigate to the Executed Contracts page.
- Scroll to the Tags field on the Summary tab.
-
Add one or more tags in the Tags field.
- Click Save.
Viewing and Retrieving Contracts By Tag
The Legacy Dashboard includes a visual panel called Number of Contracts by Tag.
The panel displays tags used across in-progress and executed contracts.
Data is color-coded.
Click a tag to filter contracts containing that tag.
You can only see contracts available to your role or document-level sharing.
Using the Legacy Dashboard to Find Tagged Contracts
-
Click the small square in the upper-right corner of the panel.
- Click a keyword tag to display only contracts containing that tag.
Using Search to Find Tagged Contracts
Type the tag in the search field.
Using Advanced Search
Advanced Search helps you locate contracts using detailed criteria.
-
Click the down arrow to the right of the search bar on the In-progress or Executed contracts page. The Advanced Search options display.
- Enter your search term.
- Apply filters (e.g., Region, Department, Category).
- Click Search.
Boolean Operators
By default, all terms are optional, as long as one term matches. A search for foo bar baz will find any document that contains one or more of foo or bar or baz. This default_operator allows you to force all terms to be required, but there are also Boolean operators that can be used in the search bar to provide more control.
The preferred operators are + (this term must be present) and - (this term must not be present). All other terms are optional.
For example, this query:
quick brown +fox -news
states that:
· fox must be present
· news must not be present
· quick and brown are optional — their presence increases the relevance
The familiar operators AND, OR, and NOT (also written &&, || and !) are also supported. However, they do not honor the usual precedence rules, so parentheses should be used whenever multiple operators are used together.
For instance, the previous query could be rewritten as:
((quick AND fox) OR (brown AND fox) OR fox) AND NOT news
This form now replicates the logic from the original query correctly, but the relevance scoring bears little resemblance to the original.
Multiple terms or clauses can be grouped together with parentheses, to form sub-queries:
(quick OR brown) AND fox
Fuzziness
We can search for terms that are similar to, but not exactly like our search terms, using the “fuzzy” operator:
quikc~ brwn~ foks~
This uses the Damerau-Levenshtein distance to find all terms with a maximum of two changes, where a change is the insertion, deletion, or substitution of a single character, or transposition of two adjacent characters.
The default edit distance is 2, but an edit distance of 1 should be sufficient to catch 80% of all human misspellings. It can be specified as:
quikc~1
Proximity Searches
While a phrase query, e.g., "john smith", expects all of the terms in exactly the same order, a proximity query allows the specified words to be further apart or in a different order. In the same way that fuzzy queries can specify a maximum edit distance for characters in a word, a proximity search allows us to specify a maximum edit distance of words in a phrase:
"fox quick"~5
The closer the text in a field is to the original order specified in the query string, the more relevant that document is considered to be. When compared to the above example query, the phrase "quick fox" would be considered more relevant than "quick brown fox".
Wildcards
Wildcard searches can be run on individual terms, using ? to replace a single character, and * to replace zero or more characters:
qu?ck bro*
Be aware that wildcard queries can use an enormous amount of memory and perform very badly — just think how many terms need to be queried to match the query string "a* b* c*".