Applicable Plans: All
Intelligentcontract provides you with the ability to create, edit, view, delete and archive details of your organisations Contracts. When a contract is created a User is able to specify details such as the Title, Value, Type, Category and End Date as well add Alerts and Documents, you also have the ability to link People and Parties to your Contract record.
During the lifecycle of a Contract the User is able to add Notes, Amendments, manage Tasks and track KPI's. More advanced features such as managing Approvals and Electronic Signatures can also be added dependant on your subscription. Once created, Contract details can printed, exported to Excel, viewed through the Dashboard or added to a PDF report. Contracts are subject to Security & Visibility rules that are defined.
From the menu choose "Contracts". The Contract summary screen (example shown below) provides you with an overview of your contracts.
Fig 1 Contract Summary Form
The Contract summary allows you to locate the Contract you are interested in working with.Click on any of the Contracts to open it up and view the underlying details. See the article Working with the Contract form for an explanation of the fields on a Contract record.
Views & Filtering
The View drop down list allows you to change the View for the Contract summary screen, the default is set to 'All Contracts' but there are many default Views provided such as 'All Active Contracts'. Changing the View will update the records that are displayed and also which fields are displayed in the columns.
Fig 2 Click on the [All Agreements] drop down to change Views
TIP: It is possible to change which fields appear on the selected View see Views & Filtering for more details of how to change the fields that are displayed
Creating A New Contract
Click on the [New] button and the process of creating a new contract will begin, you will be provided with a blank form to complete, fill out each of the fields. The fields marked with a * are mandatory, these fields must be completed to save a new record. You are able to stipulate which fields are marked as mandatory on every form within the solution (see Changing Form Layouts [admin users only] ).
When you have completed the fields then you can click the [Save] button to create the new Contract record. Clicking on the [Cancel] button will cancel the screen and the data that you have entered will be disregarded.
Whilst in the Contract Summary screen you can click on the [...] more actions button on the top right of the screen, this will reveal options to Import, Export and Print. For more information on importing please refer to the article: Importing Contracts.
Fig 3 - More Actions options
Printing a Contract List
Click on the [...] more actions button to reveal the [Print] button. When this button is pressed, a print preview of the Contracts currently being shown in the selected View will be generated ready to be printed. See Printing Lists for more information.
Fig 34- Print Preview of a Summary screen
Once a Contract has been saved then you can use the Export function to extract all the underlying field data and any other associated data into a CSV file. Just tick the relevant box of the data you wish to export and then press [Export], a CSV file will be generated for each of the areas the you have ticked. Please refer to the Exporting to Excel article for more details.
Fig 4 - Exporting data
TIP: When a User clicks on the [New] button to create a new Contract, they must first fill out the Contract header information and save it before they are able to enter further information such as linked Parties, linked People, Alerts and Documents.
Each Contract can be optionally assigned a classification. A classification will help you to identify your Contracts for example Customer or Supplier and enable you to accurately report on your current Contracts. The values found in the drop down list are fully customisation to suit your organisations requirements, please refer to the Classification article for more details.
A Contracts Type can be named anything that is suitable to your organisation, the entire Contract form is controlled by its Type. There may be instances where certain information is only required for a specific Contract Type, for example a NDA Contract would need to have significantly different fields then Customer Contract. You can control what fields are displayed on what Type of Contract to keep your interface clean and manageable.
Please refer to the Contract Types article for more information on how to adjust existing and create new Contract Types.
Please refer to Changing Form Layouts article for more information on how control what fields are displayed on the Contract form based upon its Type.
Each Contract can go through an Approval process if required The User can specify a Approval Group or individual People to verify that the Contract is Approved before it will move to an 'Approved' status. Once the Contract is created and the relevant information is entered then the User can launch the Approval request via the [...] more actions button. Once an Approval request has been made, the Contract is frozen until either Approval is granted by all or the Approval request is cancelled.
Fig 5: Submitting a Contract for Approval
TIP: The Approval functionality is only available for Enterprise packages. Please refer to the Approvals Quick Start for full details on how to configure your Approval Process and how to use the Approvals feature.
You can link Parties to a Contract via the Party tab at the bottom of the Contract record. When a Party is linked to a contract you are then able to view that specific Party record and view all the contract that they currently have. Please refer to the Adding Parties to Contracts article for full details on how to do this.
Tip: You don't necessarily need add your own organisation as a linked Party to each contract. Add only the supplier or customer party and it is then implicit that your own company is the opposing party. The exception to this is when your company has more than one legal entity and you would like to record against which internal legal entity is party to the each contract.
You can link specific People to a Contract via the People tab at the bottom of the Contract record. The People linked here can be Internal and External and can have specific Roles to the Contract that can be identified.When a Person is linked to a Contract you are then able to view that specific Person record and view all the Contracts that they have been associated to. Please refer to the Adding People to Contracts article for full details on how to do this.
The value of a Contract is an important attribute of most financial agreements. Contract Values can be specified in a simple way - by typing the value of the Contract and having that value displayed as it has been entered - or advanced options can be used to calculate the value of a Contract based on a breakdown of a Contracts Value. Additional Advanced options also give you more ways to display the Contract Value. Please refer to the Contract Value article for full details on how the Contract Value feature can help your organisation in accurately record your Contracts value.
For Security and reporting purposes you may wish to split up your organisation into Departments or Business Units, these could be separate offices or regions or just internal departments. By allocating a Business Unit you will be able to monitor spend across all of your organisation and drill down into specific areas if required. Please refer to the Creating Organisation Departments for more information on how to achieve this.
If you have multiple Contracts that have to all be updated with information then there is an option to Bulk Update all your records instead of manually changing one by one. Please refer to the article Bulk Update for full details on how to use this feature.