The intelligentcontract List functionality allows you to manually or automatically add multiple predefined Alerts, Tasks, or People records to a new or existing Contract or Party record in one action.
You can create a List of Alerts, Tasks, Document or People that can be applied to either all or specific Types of Contract or Party records. Instead of manually adding these records one by one, the List functionality allows the system to create them all in one action.
Creating a List
There are 3 List options available:
Alert List: Create multiple Alert Templates in a List that can be applied to a Contract or Party record
Task List: Create multiple Task Templates in a List that can be applied to a Contract or Party record
Contract Person List: Create a List of People with specific Contract Roles that can be applied to a Contract record
Contract Document List: Create a List of Documents that can be applied to a Contract record
Navigate to: Configuration => Lists
Fig1 - Configuration Alert Lists
Select the option for the List that you wish to create. Please refer to the additional articles in this section for details on each option.
Manually applying a List
If you have the List Automation feature switched to 'Yes' and Automation Rules set in place, then the Lists you have created will automatically apply when a new Contract or Party record is created and saved. If you do not have the Automation feature, then you can manually apply Lists to a Contract or Party record after it has been created.
Note: Click here for more information regarding List Automation
When you create a new Contract or Party record, once the record is saved, the Alert, Task, Document and People tabs will be available at the bottom of the record. To manually apply a List to the record, click on the relevant tab and press the [...] button to the right of the screen. Here you will see an option to apply a List.
Fig 6 - Add List Option
When you select the option, a pop up will appear, allowing you to select the appropriate List to apply. You can select one or more Lists. Once you click [Apply] the system will generate the required records and populate them in the tab.
Fig 7 - Select List to apply
Fig 8 - Record Creation
Repeat this action for People, Alerts, Tasks and Documents until all your List records are generated. It is recommended that you create your Contract People List records first so they are in place when your Alert and Task List records are created.
If for any reason the system cannot create a record, an error will appear informing you of the reason why. In the below example, the system was trying to create an Alert set to trigger 3 months before the Contract End Date. However, the Contract did not have an End Date, so the record could not be created.
Fig 8 - Error creating List records
Manual creation of Alerts, Tasks, People and Documents from Lists are all created as above, and can be created at any time during the life cycle of a Contract and Party Record.