Many different projects that need management use the same information over and over. As some of this information changes over time, we often end up using the wrong version of such an item of information. This is the whole purpose of iSpec - to ensure that we are always using the most current version of an item of information in the correct format. The optimal method of managing this is to have a library of information snippets or items. As long as all the items in the library are up to date and accurate, then any documents or projects using them will automatically be up to date as long as we always refer to the master copy. Of course when we create a project it will contain a specific set of items as well as specific versions of those items. When we finalize that contract, that data should not change. For this reason iSpec maintains both our current standard items as well as specific versions as used in specific projects over time. This ensures that specific projects are maintained and managed per the standards and rules at their time of inception and cannot change, and that new projects are always created using the latest updated version of all items.
To go to the clause library navigate to Library > Clause Library from the main menu.
Selecting "My Items" will show only items assigned to you. To edit items you should select "All" if you would like to add or delete items from the library detail approvals will only list items that require low level approval (a specific language version needs approval). General approvals will only list items requiring high level approval - namely the item owner (all versions).
The library is arranged in four levels:
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The Library items (clauses/paragraphs) themselves.
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Each paragraph can have various language versions.
First of all we need to define groups of library items for use in the system. Library groups determine the main categories of library items you wish to store in the system. This all depends on the types of project templates you are managing within iSpec.
For example you might have the following categories:
- Legal
- Technical specification
- Commercial
- Contract
- Addresses
- Quality assurance, etc.
Categorizing paragraphs into groups firstly and then types, helps us in a number of ways. It makes it quicker to find the specific paragraph we are looking for if we can shorten the list. Secondly we can associate layouts with each paragraph in order to display it in a specific format with logos, fonts, etc. pre-defined. This way the person editing the content never has to worry about getting it right in terms of the company colors fonts etc., as this is defined in the layout template or style sheet.
