Using Different Action Keys Post Contract Initiation
After initiating a contract, a contract home page opens with various action keys that users can access to manage and finalize contracts efficiently. Here’s a detailed guide on the use cases of each tool:
Details:
The Details section on the contract home screen provides a comprehensive overview of all pertinent contract information. It is divided into various subsections, each identifying different aspects of the contract. Here’s an in-depth look at each part:
Template Details
Display Meta Fields: Shows all the meta fields entered by the user during contract initiation. It includes the details filled out in the form.
Editing Options: Users can click the "Edit" button within the template details box to modify any details. Note: Changes made here will not be reflected in the contract document itself once approved; users must manually update the contract.
Note - Approval Workflow: If an contract creation approval workflow is set on the template, the approver can will get the option to approve in this section.
Contract Stage
Current Stage: Displays the current stage of the contract on the right-hand side.
Stage Overview: Helps users easily identify the contract stage, such as requested, internal review, negotiation, third-party approval, sent for e-sign, executed, and expired. Stages update automatically based on user actions.
Manual Stage Change: Users can manually change the contract stage. Note: Once a stage is changed, it cannot be reverted to a previous stage.
Timeline Tracking: Shows the timeline for each stage, indicating the duration taken to complete each phase.
Contract Details
Information Display: View key contract details like titles, IDs, unique IDs, etc., providing comprehensive information.
Actions: Users can delete or archive the contract from this section.
Post-Expiry Activities: Initiates actions required after the contract expires.
Labels
View and Add Labels: Users can see and add labels assigned to the contract on this page. Labels can be added here if not previously assigned.
Followers
View and Manage Followers: Displays followers assigned to the contract. Users can add or remove followers as needed.
Linked Contracts
Link Contracts: Users can link other contracts to the current contract from this section, facilitating easier management of related agreements.
By utilizing the Details section, users can efficiently manage and track their contracts, ensuring all critical information is readily accessible and up to date.
Ancillary:
The Ancillary section on the contract home screen provides a customizable space for adding supplementary information related to the contract. Here’s an in-depth look at its features and functionality:
Overview of the Ancillary Section
Additional Details: Allows the inclusion of additional ancillary details related to the contract, enhancing the contract's comprehensiveness.
Customizable Fields: Fully customizable, enabling users to create new fields by clicking "Create New Section" to suit specific requirements.
Relevant Information: Users can add any relevant ancillary information pertinent to the contract, ensuring all necessary details are captured and organized.
Documents:
The Documents section on the contract home screen is a centralized repository for all documents related to a contract. This section facilitates document management and access, ensuring users can efficiently handle all document-related tasks. Here's a detailed breakdown of its features and functions:
Key Features -
Document Repository: All documents attached to the contract are stored here, providing a single location for easy access.
Final Contract Download: Once the contract is approved, the final version can be downloaded in both Word and PDF formats. Users can click the "Download" button to obtain the final contract.
E-Signing: After downloading the final contract, users can initiate the e-signing process directly from the Documents page. By clicking on the "E-sign" button and filling in the required details, the contract can be sent for electronic signatures.
Post-Signing Audit Trail: After the contract is signed, the audit trail documenting the signing process will be available here. This includes the signed copy of the contract for record-keeping and verification purposes.
Document Merging: Users can merge two or more documents within this section. By clicking on "Merge," selecting the desired documents, and confirming the action, users can consolidate documents as needed.
Filtering Documents: The filter functionality allows users to sort and find specific documents quickly. This feature helps users manage large volumes of documents efficiently by narrowing down the search to relevant files.
Upload Functionality: Users can upload any additional supporting documents related to the contract. This ensures all relevant information is consolidated in one place.
By leveraging the Documents section, users can maintain organized and accessible contract documentation, streamline their workflow, and ensure all necessary documents are readily available throughout the contract lifecycle.
Logs:
The Logs section on the contract home screen is essential for tracking and auditing all activities related to the contract. Here's a detailed explanation of its features and functionality:
Overview of the Logs Section
Activity Tracking: Tracks all activities conducted on the contract from the initiating stage, providing a comprehensive overview of the contract's history.
Edit Records: Displays all edits made to the contract, including the time, date, and point of contact (POC) responsible for each change.
Comprehensive Logs: Provides access to a complete log of all actions performed on the contract, ensuring transparency and accountability.
Tasks:
The Tasks section on the contract home screen is designed to help users manage and track all tasks related to a contract efficiently. Here's a detailed breakdown of its features and functions:
Overview of the Tasks Section
Task Overview: Displays all tasks linked to the contract, along with their current stages. This allows users to quickly assess the progress of each task.
Task Creation: Enables users to create new tasks related to the contract, facilitating better organization and delegation of responsibilities.
Add New Task: Users can create a task by clicking "Add New Task." This opens a form where users can fill in various fields to specify the task details.
Task Assignment: Tasks can be assigned to any followers of the contract, ensuring collaboration and accountability. This helps streamline workflow and ensures that all necessary actions are tracked and completed.
By utilizing the Tasks section, users can effectively manage all activities related to a contract, ensuring that nothing falls through the cracks and that the contract progresses smoothly through its stages.
Approvals:
The Approvals section is essential for managing and tracking the approval processes for contracts. It ensures that all necessary approvals are obtained before a contract is finalized or sent for e-signing. Here’s a detailed guide on the use cases of each approval workflow:
Editor Approval Workflow
The editor approval workflow ensures that a contract is formed only after it has been approved by the designated approver.
View Approvers and Approval Status: Users can view the editor approvers for the contract and check the current status of their approval.
Import Approval Workflows: If no approval workflow is present in the template, users can import one.
Approval Details: Displays key details such as the status of the approval, date, time, and the approver's identity.
Send Alerts: Users can send alerts to the approvers to expedite the approval process.
Audit Trail: The audit trail of the approval process is available for users to review all actions taken during the approval.
E-signing Approval Workflow
The e-signing approval workflow ensures that a contract is sent for e-signature only after it has been approved by the designated approver.
Start Approval Workflow
This is the primary action in this section. Once the contract is finalized and approved, the user can initiate the E-signing workflow by following these steps:
Navigate to the desired contract.
Select "Approvals".
Navigate to "E-signing Approval Workflow".
Click "Start Approval Workflow". The designated approvers will be notified to give their final approval for the contract to be sent for e-signature.
Additional Features
View Approvers and Approval Status: Users can view the e-signing approvers for the contract and check the current status of their approval.
Import Approval Workflows: If no approval workflow is present in the template, users can import one.
Approval Details: Displays key details such as the status of the approval, date, time, and the approver's identity.
Send Alerts: Users can send alerts to the approvers to expedite the approval process.
Audit Trail: The audit trail of the approval process is available for users to review all actions taken during the approval.
By utilizing these features, users can ensure a smooth and efficient e-signing approval process, maintaining high standards of compliance and governance.
Obligation:
The Obligations section is designed to help users manage specific contractual commitments and requirements. Here's how to effectively use this section:
Adding New Obligations
Users can easily add new obligations to a contract by following these steps:
Set Up Obligations: Click on "Add New Obligations" to create a new obligation related to the contract.
Fill in Details: A new page will open where users can input various details about the obligation. These details may include the nature of the obligation, deadlines, responsible parties, and any other relevant information.
Example Use Cases
Rent Agreement: Users can set up obligations such as quarterly rent payments, specifying due dates and payment amounts.
Service Contracts: Define obligations for regular service deliverables, such as monthly maintenance tasks or quarterly performance reviews.
Courier:
The Courier section allows users to efficiently track any courier deliveries related to the contract. Here's how to make the most of this feature:
Track Couriers: Users can track the status of couriers associated with the contract directly within the platform.
Input Details: Enter essential information such as the courier title, provider, and tracking number.
Monitor Status: Keep an eye on the courier status without needing to visit the courier provider’s website. This centralized tracking ensures that users can stay informed about the delivery progress at all times.
By utilizing these tools, users can manage every aspect of their contracts, from creation to finalization, in a streamlined and efficient manner.