The Contracts table holds all Contract records, and controls the associated automation and notifications that are related to them. Contract records are an integral part of the Standard System Demo, out-of-the-box system, and hold information the contracting party, approval information, renewal details, attached contract files, and supporting documents. Contracts can be created manually from the Contracts table or converted from Sourcing Events.
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The Select Files drop-down on the action bar can be used to add or remove a selected file in the Approval Packet, add or remove a selected file from the e-signature envelope, set status fields, convert from PDF to Word or Word to PDF, and compare a revised document to its baseline.
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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 the template attachment that was was originally generated. A markup document can be located within the attachment record. Markup on Contract Clauses appears automatically.
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When you add an insurance certificate to a Company record, it can be automatically linked to all pending or active contracts with that supplier by a time-based rule that runs daily. However, this time-based rule is disabled by default in the Standard System Demoout-of-the-box system.
The Insurance Certificate Owner, which defined in the related Company record, is notified fourteen days before an insurance certificate's Expiration Date. When an insurance certificate expires without being renewed, the Contract Managers of any related active contracts are notified on the date of the expiration.
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- Choose the type of Recipient(s), which can be Internal Contacts, External Party Contacts, or External Party and Internal Contacts.
- Select the Email Title, which can be used as a template. For more information see Email Texts.
- Click the lookup icon to select the contacts to email. Fill out the Email Subject and Email Text fields as needed.
- Select necessary files to send with the email, then click Send Email.
Turning Off Approvals
Contract Management tables have Approval handling set up by default. The associated processes may be turned off in order to use
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The Task Generation Method is established in the Contract Type record. In the Standard System Demothe out-of-the-box system, all contract types are set to show the Tasks tab and to allow the creation of ad hoc tasks. Depending on the Task Generation Method set on the Contract Type, the user will be able to choose from a task workflow, select from possible tasks, or create ad hoc tasks as needed. Refer to the Contract Types section for more information on setting the Task Generation Method.
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Some of these rules have been mentioned or quickly described in the use cases above. In the Standard System Demothe out-of-the-box system, the Contracts table contains twelve active rules. Most time-based rules, marked with a "TB," are disabled by default in the Standard System Demothe out-of-the-box system. These rules are accessed by expanding the Contracts table in the left pane, selecting Setup Attachments, and then selecting the Contracts tab:
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Terminated: Set by the "TB: Terminate Contracts on Termination Date" rule that evaluates the Terminate Early field. If the the Termination Date is today or in the past, the status is set to "Terminated."
Expired: Set Set by the "TB: (DISABLED) Daily check for expiration date" rule on Contracts. This rule should be enabled only when the system is ready to go live.
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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 Contract Manager.
Reports
The Contracts table contains the following default Charts and Reports:
