2020 September Release

Managing ContractsPermanent link for this heading

As a contract manager user, the following use cases support you in managing your contracts.

Creating ContractsPermanent link for this heading

To create a new contract, proceed as follows:

  1. Click the “Create Contract” action on the contract manager dashboard.
  2. On the “Contract” tab, you can select the contract folder, enter the signatory, the contract type and additional fields.
  3. On the “Dates” tab, you can enter all information regarding the contract dates and deadlines including reminders.
  4. On the “Assignments” tab, you can select assignment targets.
    Note: The tab is only shown if there are corresponding assignment targets.
  5. On the “Tasks” tab, you can specify tasks that should be performed on the defined dates.
  6. On the “Documents” tab, already existing contract documents can be added.
  7. Click “Next”.

A unique identifier is automatically generated for the new contract, consisting of the contract folder identification, the year of contract start, a sequential number and, if specified, the subject of the contract.

Note: You can also create a contract directly in the required contract folder.

Defining General Contract MetadataPermanent link for this heading

In the properties of a contract, you can define the following fields on the “Contract” tab:

  • Use Additional Contract Folders
    If this option is enabled, you can specify additional contract folders for the contract in the Additional Contract Folders field, where the contract is referenced. Users authorized in the additional contract lists are thereby authorized to the contract according to their role in the additional contract lists, but must also be authorized in the main contract list of the contract at least in the role “Restricted Access”. The field is only displayed if there are at least two contract lists.
    Note: The contract is shown in the contract folders listed in the Additional Contract Folders field in the Referenced Contracts area.
  • Additional Contract Folders
    In this field, you can specify additional contract folders in which the contract is thus displayed in the “Referenced Contracts” area. Users who have a role in the referenced contract folders are granted access to the contract based on their role in the referenced contract folder. However, these users also need a role in the main contract folder of the contract (e.g. the “Restricted Access” role) such that the contract is shown in the referenced contract folders. This field is only shown if the Use Additional Contract Folders option is enabled.
  • State
    Defines the state of the contract. For example, to specify that a contract is still in the draft phase, set the state to the value “Draft”. When a contract elapses, the state is automatically set to “Inactive”.
    Note: Users with full control in the contract folder can define the default value to initialize the State field of new contracts in the Default Contract State field on the “Administration” tab.
  • Use Multiple Signatories
    Defines whether several signatories can be assigned to the contract. This field is only shown if Multiple Signatories is selected on the “Administration” tab of the contract’s contract folder.
  • Signatory/Signatory List
    Defines the signatory or signatories.
    Note: If an option (e.g. “Contact Person”) is selected in the Standard Signatories field on the “Administration” tab in the settings of the contract folder, a standard signatory (e.g. a “Contact Person” of contact management) must be selected in the Signatory field of the contract, or otherwise the signatory name must be entered.
  • Department
    Defines the responsible department of the signatory.
  • Signatory Contact
    Defines the contact person of the signatory. This can be a user or a contact person from contact management.
  • Contact information
    Defines additional contact information.
  • External reference
    Defines an external reference of the contract.
  • Street, ZIP Code, City, Country
    Defines the address of the signatory.
  • Telephone Numbers
    Defines the telephone numbers of the signatory.
  • Internal Editor
    Defines a user as internal editor for the contract. The internal editor is given change access to the contract and its documents. In addition, reminder e-mails are sent to the internal editor by default.
    Note: The user defined in the Internal Editor field must be assigned a role in the contract folder of the contract.
  • Internal Responsible
    Defines a user as the internal responsible person for the contract. The internal responsible person is granted read access to the contract and its documents. If no user has been defined in the Internal Editor field for the contract, reminder e-mails are sent to the internal responsible person by default.
    Note: The user defined in the Internal Responsible field must be assigned a role in the contract folder of the contract.
  • Internal Service Provision
    In this field, you can store information on internal service provision for the contract.
  • Internal Reference
    Defines an internal reference of the contract.
  • Subject
    Defines a subject of the contract.
  • Description
    Defines a description of the contract.
  • Terms
    Defines terms for indexing of the contract.
  • Contract Type
    Defines the contract type of the contract.
  • Contract Amount
    Defines the contract amount of the contract.
  • Payment Arrangements
    Defines the payment arrangements of the contract.
  • Legal Basis
    Defines the legal basis of the contract.
  • Applicable Law
    Defines the applicable law of the contract.
  • Jurisdiction
    Defines the jurisdiction of the contract.

Defining DatesPermanent link for this heading

In the properties of a contract, you can define the following fields on the “Dates” tab:

  • Signing Date
    Defines the signing date of the contract.
  • Signing Date Remarks
    Defines remarks on the signing date as free text.
  • Start
    Defines the start date of the contract.
  • Start Terms
    Defines terms for the start of the contract as free text.
  • Permanent Contract
    Defines whether the contract is concluded for an indefinite period.
  • Prolongation Terms
    Defines terms for contract prolongation as free text.
  • Cancellation Waiver/Minimum Duration Until
    Defines the date for the minimum contract period of the contract.
  • Cancellation Waiver Terms
    Defines terms for the cancellation waiver as free text.
  • End
    Defines the end date of the contract. The field is only displayed if the Permanent Contract option is not enabled.
  • End Terms
    Defines terms for the end of the contract as free text. The field is only displayed if the Permanent Contract option is not enabled.
  • Cancellation Mode
    Defines the cancellation mode of the contract.
  • Cancellation Terms
    Defines terms for the cancellation as free text.
  • Notice Period
    Defines the notice period of the contract.
  • Notice Period Terms
    Defines terms on the notice period as free text.
  • End of Notice Period
    Shows the next calculated end of the notice period, if a notice period has been defined.
  • Interval for End of Notice Period Reminder E-Mail
    Defines the time span for reminders regarding the end of the notice period.
    Example: If you select “2 Weeks” in this field, a reminder e-mail will be sent two weeks before the end of the contract notice period.
  • End of Contract Period
    Shows the next calculated end of the contract period, provided that a contract period can be derived for the contract from the cancellation mode selected in the Cancellation Mode field.
  • Interval for End of Contract Period Reminder E-Mail
    Defines the time span for reminders regarding the end of the contract period.
    Example: If you select “2 Weeks” in this field, a reminder e-mail is sent two weeks before the end of the contract period of the contract.
  • Special Termination Terms
    Defines the special termination terms for the contract. This field is only shown if in the contract manager configuration settings, on the “Administration” tab, special termination terms are defined.
  • Cancellation Date
    Defines the date on which the contract was cancelled.
  • Cancellation Date Remarks
    Defines remarks on the cancellation date as free text.
  • Effective Cancellation Date
    Defines the date on which the cancellation of the contract takes effect.
  • Effective Cancellation Date Remarks
    Defines remarks on the effective cancellation date as free text.
  • Additional Reminder Date
    Defines a date for an additional reminder.
  • Repetition
    Defines a time span for the periodic sending of additional reminders. This field is only shown if a date is defined in the Additional Reminder Date field.
  • Additional Contacts for Reminder E-Mails
    Defines additional recipients for reminder e-mails. This field is only shown if a date is defined in the Additional Reminder Date field.

Assigning Contracts to an Assignment TargetPermanent link for this heading

To assign a contract to an assignment target, proceed as follows:

  1. Navigate in the required contract and click the “Manage Assignments” action.
    Note: Alternatively, you can open the contract properties and switch to the “Assignments” tab.
  2. Select the desired assignment target. For example, to assign a contract to a supplier, select the supplier in the Supplier field.
  3. Click “Next”.

Keywording ContractsPermanent link for this heading

To keyword a contract with terms from a configured thesaurus, proceed as follows:

  1. Navigate in the required contract.
  2. Click the “Properties” action.
  3. On the “Contract” tab, select the desired terms in the Terms field or click the “Choose Terms” button to select them from a tree view of the configured thesauri.
  4. Click “Next”.

Note: Thesauri can be maintained by contract manager administrators in the contract manager configuration. As a contract manager administrator, you can also create a new term directly in the Terms field of a contract. To do this, enter the term in the Terms field and click “Click here to create the entered term”.

Adding DocumentsPermanent link for this heading

To add documents to a contract, proceed as follows:

  1. Navigate in the “Documents” area of the required contract.
  2. Add the documents by uploading the files to the list (e.g. drag-and-drop).

Adding RemarksPermanent link for this heading

To add remarks to a contract, proceed as follows:

  1. Navigate in the required contract.
  2. Click the “Add Remark” action.
  3. Enter the desired remark in the Enter Remark field.
  4. Add attachments to the remark in the Add Attachments field, if required.
  5. Click “Next”.

Note: If remarks exist for a contract, they will be displayed in the “Remarks” area.

Adding Internal RemarksPermanent link for this heading

Internal remarks are not visible to users in the “Restricted Access” role in the contract folder of the contract.

To add internal remarks to a contract, proceed as follows:

  1. Navigate in the required contract.
  2. Click the “Add Internal Remark” action.
  3. Enter the required internal remark in the Enter Internal Remark field.
  4. Add attachments to the internal remark in the Add Attachments field, if required.
  5. Click “Next”.

Note: If internal remarks exist for a contract, they will be displayed in the “Internal Remarks” area.

Adding TasksPermanent link for this heading

To add tasks to a contract, proceed as follows:

  1. Navigate in the required contract.
  2. Click the “Define Tasks” or “Manage Tasks” action. Alternatively, you can open the contract properties and switch to the “Tasks” tab.
  3. In the Open Tasks field, select the type and due date of the task.
  4. Click “Next”.

Note: Tasks are displayed on the calendar.

Creating Confidential RoomsPermanent link for this heading

Users with change access or full control in the contract folder can create confidential rooms in the list of documents of a contract. In this way confidential contract documents can be made accessible only to a selected group of users.

To create a confidential room in a contract, proceed as follows:

  1. Navigate on the “Documents” area of the required contract.
  2. Click the “Create Confidential Room” action.
  3. Enter a subject if applicable and click “Next”.
  4. Navigate in the created confidential room.
  5. Click the “Team” action and define the required access rights.
    Note: Users with full control in the contract folder automatically receive full control in the confidential room as well.

Creating External RoomsPermanent link for this heading

Users with change access or full control in the contract folder can create external rooms in the list of documents of a contract. In this way contract documents can be made accessible to a selected group of external users.

In particular, users can be defined for assignment targets and thus be given change or read access to external rooms.

For example, a contract can be assigned to a supplier and then an external room can be created for this supplier in the list of documents to grant selected users of the supplier access to certain contract documents.

External rooms can only be created in the documents of a contract if this contract has been previously assigned to at least one assignment target.

To create an external room in a contract, proceed as follows:

  1. Navigate in the “Documents” area of the required contract.
  2. Click the “Create External Room” action.
  3. In the Assignment field, select the assignment target for the external room (e.g. a supplier).
    Note: The Change Access for External Rooms in Assigned Contracts and Read Access for External Rooms in Assigned Contracts fields of an assignment target can be used to grant access.
  4. Enter a subject if applicable and click “Next”.
  5. Navigate in the created external room.
  6. Click the “Team” action and define the additional required access rights.
    Note: Users with full control in the contract folder automatically receive full control in the external room as well.

Creating Following ContractsPermanent link for this heading

For a contract, following contracts can be created. For following contracts, further following contracts can be created to represent contract chains.

To create a following contract for a contract, proceed as follows:

  1. Navigate in the required contract.
  2. Click the “Create Following Contract” action.
  3. On the “Contract” tab, you can enter the signatory, the contract type and additional fields.
  4. On the “Dates” tab, you can enter all information regarding the contract dates and deadlines including reminders.
  5. On the “Assignments” tab, you can select assignment targets.
    Note: The tab is only shown if there are corresponding assignment targets.
  6. On the “Tasks” tab, you can specify tasks that should be performed on the defined dates.
  7. On the “Documents” tab, already existing contract documents can be added.
  8. Click “Next”.

Note: The previous contracts of a following contracts, these are shown in the “Previous Contracts” area. The documents from the previous contracts are shown in the “Documents From Previous Contracts” area.

Creating Subordinate ContractsPermanent link for this heading

Subordinate contracts can be created for a contract, for example, to map outline agreements with subordinate contracts.

In the case of subordinate contracts, the signatory is taken over from the superordinate contract. Further subordinate contracts can be created for a subordinate contract to represent a multilevel contract hierarchy.

To create a subordinate contract for a contract, proceed as follows:

  1. Navigate in the required contract.
  2. Click the “Create Subordinate Contract” action.
  3. On the “Contract” tab, you can enter the signatory, the contract type and additional fields.
  4. On the “Dates” tab, you can enter all information regarding the contract dates and deadlines including reminders.
  5. On the “Assignments” tab, you can select assignment targets.
    Note: The tab is only shown if there are corresponding assignment targets.
  6. On the “Tasks” tab, you can specify tasks that should be performed on the defined dates.
  7. On the “Documents” tab, already existing contract documents can be added.
  8. Click “Next”.

Note:

  • If a contract has subordinate contracts, these are shown in the “Subordinate Contracts” area.
  • The superordinate contract’s identification extended by a sequential number is assigned to subordinate contracts.