Alerts can be created either for a specific Contract milestone such as Quarterly Reviews, Renewals or Cancellation requests or to prompt for a action to be performed for a Party for example to remind Suppliers to send in their latest contact information.  Created Alerts trigger an email notification message to nominated people to action.


Creating a Alert


Alerts a be created via the option within the Navigation bar:

  • Navigate to Alerts
  • Press [New], you will be presented with the Create Alert form

Fig 1 - Completed Alert Form


Complete the Alert details, linking it to either a existing or new Contract or Party and assign the relevant people to be notified.  The date that the Alert is to be triggered can either be a specific date or one relative to a date captured within the contract form.  A document can be attached to the Alert if required, for example a copy of existing contract agreement for review, a copy of this document will be attached to the email notification.  


Use the Recur Rule section to set if the Alert should recur on a regular basis, such as Annually or Quarterly until the Alert end specified has been reached.


TIP: Alerts can be created in relation to Custom fields created for specific milestone dates, once the custom date field is created and placed on the Contract form then it will appear as an option within the Alert Date Setting drop down list.


Creating an Alert within a Contract record


If you are updating an existing Contract:

  • Navigate to Contracts
  • Find the specific Contract record and open
  • Scroll to the bottom of the form to the sub tabs, select the Alert tab
  • Press [New], you will be presented with the Create Alert form with the Contract link already present
  • Complete as detailed above


Creating an Alert within a Party record


If you are creating a new alert for a specific Party:

  • Navigate to Parties
  • Find the specific party record and open
  • Scroll to the bottom of the form to the sub tabs, select the Alert tab
  • Press [New], you will be presented with the Create Alert form with the Party link already present
  • Complete as detailed above

TIP: For further details on all the fields within the Alert record, please refer to the article 'Working with the Alert Form'


Processing an Alert

Each person linked to the Alert will receive and email on the date of trigger with the Alert information for them to action, the notified person then has 3 options within the email.  People added to the Alert do not need to be Users of intelligentcontract, the can be sent out to external people if required.

Fig 2 - Alert emails

  • Complete - click to complete the Alert
  • Review - click to opon up intelligentcontract and review the Alert and Contract details and process
  • Snooze - click to close the Alert for a pre-nominated number of days before triggering again 

TIP: Alert Snooze days are set within the Manage Account Configuration page, click here for more details


Whilst within a Contract you can view all the Alerts associated to it via the sub tab 'Alerts', the Alert can be processed using the [...] Action button.



Fig 3 - Alerts within a contract

  • Navigate to the Contract option and open up the relevant Contract record
  • Scroll to the bottom of the form and select the Alert tab
  • Either, open up the Alert record to review and action
  • Or, use the [...]  Action button 
  • Choose a relevant option


Additionally you can view and process all Alerts across the whole of your Contracts via the Alert Summary screen.


Fig 4 - Alert summary screen view

  • Navigate to the Alerts option and find the relevant Alert record
  • Either, open up the Alert record to review and action
  • Or, use the [...] Action button
  • Choose a relevant option


Any Alert that is past its due date will be highlighted in red.  The Navigation panel will display if there are any Alerts that require the logged in Users attention, by clicking on the red circle the Alert summary screen will open up displaying the view for 'Alerts requiring attention'.


Fig 5 - Alerts on the Navigation bar



Fig 6 - Alerts requiring action view


Recurring Alerts

The Recurr Rule section on the Alert form allows you to set up a rule when a regular Alert should trigger next, for example you may wish to have an Alert for a Quarterly meeting that must take place.  You can create the Alert and then set it to trigger Quarterly, this means that you only have to create the Alert once and then the system will automatically create the rest until it reaches a specified date to stop.


Create the Alert first and set when the first Alert should trigger, then set the Recur rule to stipulate when the next and ongoing Alerts should generate.  You can either leave the Alerts to trigger Indefinitley or to stop on a specific or relative date


Fig 7 - Recurring Alerts


If an Alert has been Snoozed prior to completion, when you try to then complete the Alert, the next scheduled alert trigger will be out of sync - the system will give the user the option to schedule the next Alert either from the date the Alert should have been completed or from the Actual date the Alert was completed.


The example below is an Alert scheduled to trigger 05-June, this has been snoozed until the 12-June, when completing this Alert the user now has the ability to set the next Alert to either trigger one month after the last Alert Date (05-July) or to trigger one month from the actual completion date (12-July).


Fig 8 - Recurring Alert options