Applicable Plans: All
Intelligentcontract provides you with the ability to create, edit, view, delete and archive details of your organisations contracts. Contracts are at the heart of the Intelligentcontract solution. When a contract is created a User is able to specify details such as the title, value, type, category and end date as well then add reminders, documents, linked people and linked parties. During the lifecycle of a contract the User is able to add notes, amendments, manage tasks and track KPIs. More advanced features such as managing approvals and electronic signatures can also be added. 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 (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 up to the detail of the contract. See the article Working with the Contract form for an explanation of the fields on a contract record.
Views & Filtering
Click on the view selector to change the view for the contract summary. Changing the view will change both which records are displayed and which fields are shown on the contract summary.
Fig 2 Click on the [All Agreements] drop down to change Views
TIP: It is possible to change which fields appear on the contract summary page 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. Fill out each of the fields. The fields marked with a * are the fields that must to be completed. When you've filled out the fields then you can click the [Save] button to save your work. Click on the [Cancel] button will cancel the addition of the new contract and the data you entered will be disregarded.
Whilst in the Contract Summary screen you can click on the [...] more actions button, this will reveal options to Import, Export and Print. For more information on importing please refer to the article: Importing Contracts.
Printing a Contract List
Click on the [...] more actions button to reveal the [Print] button. When this button is pressed, a print preview will of the contracts currently being shown will be generated ready to be printed. See Printing Lists for more information.
Once the main part of the Contract has been saved, you are then able to build on the information but linking information such as People, Parties and Documents as well as adding any required Alerts, Risks and KPIs for example.
Fig 3 New Contract Screen
TIP: You are able to change which fields are marked as mandatory if required (see Changing Form Layouts [admin users only] )
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.
Fig 4 Click on the "..." button to reveal more actions
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 default 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 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.