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Fields that are required when creating Contract records are marked with an asterisk in the image above. Required fields include:

• Record Type
• Internal Contract OwnerManager
• Contract Type
• Days in advance to notify for renewal
• Contract Title
• Contract Description
• Contract Start Date
• Contract End Date

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Contract records can be created by members of the Admin, Admin Import, Business Admin, Contract Creator, Contract Requester, Contract Manager, Contract OwnerManager, Project Manager, and Sales groups. Contracts may be created in one of two ways:

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Below the Record Type are fields that store the Internal Contract Owner Manager and the Assigned Team. The default Assigned Team is the Contract Management Team. The Internal Contract Owner Contract Manager is the person responsible for overseeing the contract and ensuring timely renewals and approvals. The list of available owners managers is filtered to users who are in the Contract Owner Team or the Contract Manager TeamContract Manager Team. The default Internal Contract Owner Contract Manager is the user who creates the Contract record, provided that user is in the Contract Manager or Contract Owner Team. Users in the Contract Manager or Admin group can manually change the Assigned Team and Internal Contract Owner Contract Manager if needed. Information about the contract requester, external company involved, and locations related to the contract may be added by clicking the lookup icon next to those fields. If a desired Requester, Company, or Location does not exist, a record must first be created in order to link it to the Contract.

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Attachments can be automatically generated from inbound emails that contain attached files. Files from inbound emails are mapped to the Transitional Contract Files field in the Contract record, assigned a predetermined Attachment Title and Attachment Type value of 'Document Provided by Outside Party,' and then converted into a new Attachment record. The file is mapped into the Attached File field in the Attachment record. If multiple files are attached to an inbound email, each one is converted into a separate Attachment record for that contract.

Attachments Tab

Contract Confidentiality Management

Contracts can be made confidential and made available only to certain people or roles. Confidentiality can be managed by Contract Managers and members of the Legal group. In addition to the people/roles selected, the Requester of the Contract and any Approvers assigned the Contract for approval will also be able to view the Contract.

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Attachments Tab

The Attachments tab shows all attached files related to the Contract record, and provides the user with options to create and edit related attachments.The Attachments tab shows all attached files related to the Contract record, and provides the user with options to create and edit related attachments. 

File Upload

To add files from a local source, drag and drop the file(s) from your computer onto the "Drag&Drop files" square.  Alternatively, click the "Attach/Manage" text and choose "Local Source" to navigate to the file(s) to upload.

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When an attached .docx file is edited using Edit and Checkout, the revised file automatically creates a revision record. The revision is then immediately compared to its baseline, which is the  template attachment that was originally generated. A redlined markup document can be located within the attachment record. Redlines Markup on Contract Clauses appear appears automatically. 

Contract Clauses

This table stores all the Clauses used in a Contract. Contract Clauses are populated automatically when the Print Template is created. When revisions are compared against the baseline, the Contract Clauses update to show the redlines markup against the source text.  The Contract Clauses are sorted in the order they appear in the print template when the source is Print Template. If the Contract Clause is changed from the source, Modified from Default changes to Yes. For more information on Contract Clauses, see the Contract Clause Table.

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If this method makes the most sense for your particular business, you can remove the default Insurance Certificates field from the Contract record's layout. Then, go to the Attachment Type table and edit the record called Insurance Certificate. By default, this record's Status is Inactive; change the Status to Active to make it visible in the Attachments table.

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Tracking Changes

When an attachment record is edited using 'Edit and Checkout', a new attachment is created, and the prior attachment is set to Superseded. The Attachment record can be compared against the previous version, or against a baseline, within the attachment.

By editing the attachment and navigating to the 'Comparison Against Previous Version' heading, the user can select the Previous Attachment Type they want to evaluate the current attachment against, as well as the Previous Attached File. Clicking the Compare Documents button generates a redlined markup file that can be opened in word for comparison. 

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As individual Tasks and Obligations are completed, the Contract Owner Contract Manager is notified if the individual task is configured to notify the Contract OwnerManager. Once all individual Tasks and Obligations on the Contract are completed, the Contract Owner Contract Manager is notified regardless of how individual task notifications are configured.

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The visibility of the Budgeting sections is dependent upon the Cost Type being Payable.

Risk Analysis Tab

A Contract Manager can perform Risk Analysis on Contract records. Risk Conditions are pre-defined on the Risk Conditions table based on criteria within the contract or modifications made to standard clauses. To run a Risk Analysis:

1. Navigate to the Risk Analysis tab.
2. Click Trigger Risk Conditions. The current contract is evaluated and assigned a Total of Weighted Risk Condition Assessment and Overall Risk Percentage based on the highest potential risk for the current contract. on the highest potential risk for the current contract. 

See the Risk Conditions Table and Contract Risk Conditions Table articles for more detail.

Performance Management Tab

This tab appears only when the primary role of the contract party is Supplier.

Performance Evaluation Setup

Performance evaluation is off by default, but can be changed by the Contract Manager or Contract Requester to one of the three options:

• Launch Manually (One Time): On the Date of Next Evaluation a reminder to manually launch the evaluation is sent to the Performance Manager.
• Launch Manually (Scheduled): On the Date of Next Evaluation a reminder to manually launch the evaluation is sent to the Performance Manager. Then the Date of Next Evaluation is set to a selected amount of time in the future.
• Launch Automatically: On the Date of Next Evaluation the evaluation process is launched automatically if at least one evaluator has been selected. Otherwise the Performance Manager is notified of a failed launched and reminded to select at least one evaluator. After the evaluation is successfully launched, the Date of Next Evaluation is set to a selected amount of time in the future.

Other setup fields include:

• Performance Manager: By default, this field is set as the same person as the Contract Manager, but can be manually changed to any other Contract Manager or this contract's Requester.
• Evaluation Frequency (months): Only visible if Launch Manually (Scheduled) or Launch Automatically are selected in Performance Evaluations. Determines when the Date of Next Evaluation will be set to after the evaluation is launched.
• Date of Next Evaluation: When the contract enters Active or Signed status, it is automatically set to Contract End Date (for Manual (One Time) Evaluations) or Contract Start Date plus Evaluation Frequency (months) unless it was already filled in manually. For evaluations launched automatically, or manually on schedule, the Date of Next Evaluation is set to a future date after each successful launch until it is past the Contract End Date.

Add Evaluators

In this section, the Evaluator and Question Set are selected and added to the list of evaluators. Each record in the list becomes an evaluation when it is launched. For example, a person from the Finance Department can be set to evaluate the financial qualities of the supplier using a question set with price-related questions, while a person from Procurement Department evaluates the delivery timeliness and product quality of the supplier.

If no evaluators are selected, the Evaluation cannot be launched.

Evaluations

This section contains the list of Evaluations created for this contract, the Launch Evaluations button, and information about the latest evaluation (Date Launched and Performance Score).

Launch Evaluation button creates new evaluations (one per selected Evaluator), notifies the Evaluators, and resets the Date of Next Evaluation to the next scheduled date (if applicable)See the Risk Conditions Table and Contract Risk Conditions Table articles for more detail.

Use Case for Portal Users

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• Edit: Validate that end date is after start date (web): This rule ensures that when a Contract record is edited, the start date is before the end date. If this is not the case, a Validation action warning the user about this conflict is triggered.
• Edit: Update Renewal Notification Date if underlying fields change (web,api): This rule ensures that when a Contract record is edited, the Renewal Notification Date gets updated. This rule can update auto-renewing contracts or set a renewal notification date for non auto-renewing contracts. It also can set the Alert Color to red for Contract records that have a past Renewal Notification Date.
• TB: (DISABLED) Daily check for start date: This rule uses a saved search to check for Contract records that start on the present day, or earlier, with a Status of Signed, and changes their Status to Active. It also sets the Status of any previous contracts to Renewed.
• Edit: Handle Status Changes (rule should always be lowest priority): This rule runs any time a record's Status changes. It creates a new Status Time record and also updates the Previous Status field to reflect what the record's Status was before the change was made. This rule runs from edits made by users, rules, or emails.
• TB: (DISABLED) Notify of upcoming expirations: This rule sends emails to contract owners managers of records that have a renewal date of one day in the future, as long as those records can be renewed more than once. It runs every two days, early in the morning.
• Edit: Update Alert Color if Renewal Notification Date Changed (web, api): This rule ensures that a record's Alert Color is still accurate whenever a record's Renewal Notification Date is changed by either a user or another rule.
• Edit: Updates by Party: This rule ensures that if an outside party makes an update to a Contract record, the owner manager of the contract and the Contract Manager team are notified. It also creates an Attachment Type and a Title for any files that may have been added.
• Create/Edit: If Transitional Contract Files field has value, convert to Attachment: This rule runs on new Contract records, or records that have had their Transitional Contract Files field changed. It converts the newly added file to an Attachment record, and then clears the Transitional Contract Files field for future uploads.
• TB Demo Data Update: Update date fields by one month each month so reports have data: This time-based rule runs once every month, updates Demo Date fields, and deletes the History associated with the Demo Date fields being updated.
• Edit: Most edit actions by web or api: This rule runs whenever a Contract record is edited by a user or another rule, and ensures that all the data in the record remains unified and consistent with the current stage of the contract lifecycle.
• Create: All New Contract Actions: This rule runs whenever a Contract record is created by a user or another rule, and ensures that all the data in the record is unified and consistent with the beginning of the contract lifecycle. For example, some of the things this rule ensures are that the contract end date isn't before the contract start date, and that if the new Contract record is a renewed version of a previous Contract record, the records are linked.
• TB: (DISABLED) Daily check for expiration date: This rule runs daily on Active records with an End Date on the present day or before. It ensures that the renewable contracts get renewed and resets their end date. If contracts cannot be renewed, it sets their Status to Expired. Either way, the rule also notifies the contract owner manager of the End Date.

Workflow

The Contracts table has the following default workflow:

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Records in this table are owned by the Contract Requester. Specifically, a record is owned by the user whose ID matches the number in the Requester ID field. By default, the Contract Requester is the user who created the Contract record.  For this reason, the owner of a Contract record is often the requester, rather than a power user Internal Contract Owner, despite the field nameContract Manager.

Reports

The Contracts table contains the following default Charts and Reports:

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