Accurately registering contract file information allows you to more easily search and organize documents in LegalOn.
Adding a status to uploaded contracts also helps with version management.
Edit File Status or File Name
You can edit the file name or status from the [Versions] section.
Click the […] icon next to a file version
Select the edit option for either file name or status
See also: [How to change the file type]
Edit Basic Information or Attributes
Open the file detail screen and go to the [Contract information] tabs. The editable fields are grouped into two categories:
[Basic Information]
You can edit the basic information of a contract. This information applies only to each specific file.[Attributes]
You can edit the attributes of a contract. This information is shared across all versions linked to the file.
A. Basic Information
This includes file-specific data and can vary by version.
To edit:
Open the File detail page
Go to the [Basic information] tab
Click [Edit] next to each field
Field |
| Description |
Contract summary | Counterparty name | Free text; multiple entries allowed (*1)(*2) |
| Your company name | Free text (*1)(*2) |
| Contract title / Template title | Free text; max 150 characters (*1) |
| Contract type | Select from predefined types (*1)(*3) |
| Position | Select your company's role based on contract type (*1)(*3) |
Status | Status(*4) |
|
Language | Language(*5) | Select contract language (e.g., Japanese, English) (*1)(*54) |
(*1) Extracted automatically at upload if possible. Please edit as needed.
(*2) If you edit either "Counterparty name" or "Your company name," the other field will no longer be subject to automatic extraction.
(*3) If you edit "Contract Type", "Position" must be manually reselected.
(*4) If the status is set to “Executed copy,” it cannot be changed in the [Basic Information] tab. For instructions on how to change it, see “Change file type or status of executed contracts.”
(*5) For languages other than Japanese and English, some features are subject to limitations. For details, see “System Requirements for LegalOn.”
4. Click [Save] to save your changes.
⚠️ Notes
Information in the [Basic information] tab is relevant only to the specific file.
When a new version is added, the [Basic information] tab's content will be carried over to the new version, but it can be modified for each version.
B. Attributes
This applies across all versions of the file.
To edit:
Open the File detail page
Go to the [Attributes] tab
Click [Edit] next to each field
Field |
| Description | Comments |
Workspace | Workspace(*1) | You can change where the file is stored (*1) |
|
Attributes | Assignee(*2) | You can register the assignee. | Only one person can be registered.
To register a user as the assignee, all of the following conditions must be met:
The user must have a Contract Management license.
The user must have Viewer or higher permission.
You can search by selecting a user or by performing a partial match search using the user’s name or email address.
|
| Internal ID(*2) | Use this field if there is an internal ID. | You can register only 1 Internal ID.
You can enter up to 50 characters. |
| Voucher number(*2) | If there are related books or records for the transaction, such as journals, registering the same number used in those records will help meet the Electronic Bookkeeping Act requirements for cross-referencing with national tax-related books and records. | You can register up to 10 voucher numbers.
Each entry can contain up to 50 characters. |
Custom fields | Custom fields(*2) | You can register fields (*3) that were added on the [Contract custom fields] screen. | Each item is displayed in the order configured on the [Contract custom fields] screen. |
(*1) The save location can also be changed from the [Contracts] list or the [My templates] list screens. For details, see “How to change the workspace for uploaded contracts and my templates.”
(*2) This is displayed only for users in a contracted tenant.
(*3) For instructions on how to configure contract custom fields, see “Customize attributes for executed contracts.”
⚠️ Notes
Changing data here will update it across all versions of the file.