Contract Types Table
The Contract Types table is a background table used to populate the Contract Type field of a Contract record. Each Contract Type record holds a value displayed as a choice in the Contract Type field. The Contract Type also determines the default approval workflow for the Contract record, the default document template for auto-generation of draft contract documents, the default question set for supplier evaluation, the risk conditions used for risk analysis, and the Task creation method.
Contract Types can be created and edited by admins and Contract Managers. The Contract Type, Contract Type ID, Has Document Template(s), Default Document Template ID, and Contract Type Default Workflow ID, Extra Fields to Show are pulled into the Contracts table as a link to selected fields from the Contract Type table.
The Default Workflow Title field is used to set the value for the linked field in a Contract that pulls in the Workflow Title from the Workflow table. Selecting a Default Workflow Title in the Contract Type record creates a link to the workflow. The choices available in this field are tied to the Available Workflows field in the Document Templates and Workflows tab.
The Default Question Set for Supplier Evaluation field is used to set the value for the linked field in a Contract that pulls in the Question Set Title from the SP Question Sets table. The list of available default question sets is determined by the 'Available for Contract Types' field in SP Question Set records.
If the Has Document Template(s) field value is Yes, additional fields in the Contract record are visible: Document Template to Generate and Create and Attach (an action button). The Default Document Template ID field is used to determine the default value in the Document Template to Generate field. Selecting a Default Document Template Title in a Contract Type record creates a link to the document template and updates the Available for Contract Types field in the associated Document Template record.
You can view all associated document templates, workflows, and risk conditions on the Related Records tab of a Contract Type record.
From here, you can use the related table action bar to Unlink a document template, workflow, or risk condition from the contract type record if necessary.
The availability of the Task tab and Task fields within the Contract record are controlled by the Uses Tasks field on the Contract Type tab. When Uses Tasks is set to Yes, the Tasks tab appears after the Document Templates and Workflows tab of the Contract Type record. The Contract Manager or Admin should then define the Task Generation Method and define if Ad Hoc Tasks can be added on the Contract.
The Task Generation Method field has three options:
- Predefined Task Workflow
- User Selected Tasks
- User Generated Ad-Hoc Tasks
The following sections describe how to use each of the Task Generation Method options:
Predefined Task Workflow
This method should be used when the tasks that need to be completed are standard for the current contract type. Enable Ad Hoc Tasks can be set to yes to allow the creation of unique tasks from the Contract record. To create a predefined task workflow:
- Ensure that Uses Tasks is set to Yes on the Contract Type tab.
- On the Tasks tab, click Create New Task Workflow. Refer to Task Workflow for more information. The new workflow appears.
- Define the Default Task Workflow Title.
- Once the Default Task Workflow Title is defined, the Task Templates for the selected workflow appear below. To edit these task templates, refer to the Task Template section.
User Selected Tasks
This Task Generation Method allows for the user to select the appropriate tasks from a multiple choice check box on the Contract before generating the tasks.
- Click Create New Task Template to create the associated tasks.
- Define the User selectable for Contract Types field if it has not been set. Refer to the Task Template section for more information on creating task templates.
User Generated Ad Hoc Tasks
Select this Task Generation Method if there are no standard tasks associated with a contract type, and the user should be able to create tasks manually.
A Contract Type can have one or more default Obligations associated with it. Setting the 'Has Default Obligations' choice field to 'Yes' allows the user to create or select default Obligations. Clicking the 'Create New Default Obligation' creates a new Task Template with Task Type set to Obligation. Most of the options are the same as we saw above with Tasks. There are a few additional fields:
User Selectable for Contract Types: Select all the Contract Types for which this Obligation can be made one of the defaults. The Contract Type from which the user creates the Obligation is automatically added here. Note that after selecting additional Contract Types, the user must go into each one and select the Obligation as a default.
Obligation Type: The party that is responsible for the Obligation - Customer, Internal, Customer and Internal, Partner, or External.
Obligation Output: The expected output for this Obligation, such as report, payment, document, etc.
The lookup icon on the Action Bar allows the user to select Obligation templates that are available for the current Contract Type.