To create contract folders, click ‘New contract’ from the top navigation and then ‘Create contract folder’.

A contract folder is created in four steps.

  • Basic information
  • Metadata
  • Users and access rights
  • Value
  • Summary and state



Saving a contract folder


In the system, you may save each step separately or click ‘Save'' proceed to the next step.

NOTE! When a contract folder has been saved for the first time, the system will proceed from creating a new contract folder to editing a contract folder.

When a contract folder has been saved for the first time, the following items will be available for filling out in contract folder editing:

  • Contracts
  • Milestones

Required information
* All required contract folder information has been marked with an asterisk.



Basic information

* Contract folder name:

  • Enter a name for the contract folder


Contract folder description:

  • Enter a contract folder description
    • You can copy the contract folder description for new contracts under the contrac folder by choosing "Copy description to new contracts"


Diary number:

  • You may enter a diary (reference) number for the contract folder


* Contract folder number

  • Enter an external number for the contract folder. The system will assign a number automatically, but it can be edited where necessary


Contract folder identifier:

  • The system generates an external number for the contract automatically



Contract type

The contract type will be inherited to the contracts as the default type. The contract type may be changes unless it has been locked for the contract.

  • Click ‘Select’
    • Select a contract type from the list displayed or filter the results
    • Click ‘Select’
  • If you want to lock the type for the contract, click ‘Locked for contract’



Contract folder period:

  • Select fixed period or open-ended
    • Enter the dates



Contract folder documents (instructions, additional info):


Add the necessary documents

  • Click ‘Add attachment’ to open the ‘File upload’ window
    • Click ‘Select files’ to select files from your computer
    • When the files are displayed in the ‘File upload’ window, click ‘Upload’ to list the files on the contract
    • You may also drag and drop the file to the upload window
  • You can also add a document from the document library by clicking ‘Add from library’ and selecting an attachment from the list



Save the contract folder and proceed to the next step if applicable:

  • When you have filled out all the required fields, you may save the contract folder. Click ‘Save’. ‘Contract folder created’ will be displayed in the bottom-right corner.
  • You can also click ‘Next’ to continue adding the necessary information to the contract folder


Metadata

Users may select any metadata they are entitled to use. If the user belongs to several units, any metadata saved for all these units the user is assigned to based on his or her role can be selected.


Add metadata:

Add metadata (additional information) to the contract folder.

  • Select the metadata from the list. You may search for metadata by filtering the field according to data type or using a keyword.
    • Click ‘Add’



  • You may edit the default metadata content unless this is prevented in the metadata settings
  • Click the red cross to delete the metadata if necessary


Save the changes or proceed to the next step.

  • Click ‘Next’. ‘Contract folder successfully saved’ will be displayed in the bottom-right corner.
  • You can also click ‘Next’ to continue adding the necessary information to the contract

Users and access rights


* Organisation unit:


Click ‘Choose organisation unit’ to change the unit if applicable.



Person in charge of contract folder:

The person in charge will be inherited to the contracts as the default type, and it can be also defined as mandatory for the contracts. By default, the user who creates the contract will be set as the person in charge of the contract folder.

  • Click ‘Select person in charge’
    • Select a person in charge from the list displayed or filter the results
    • Click ‘Select’

Click the red cross to delete the persons in charge if necessary.



Select deputy person(s) in charge of the contract folder:

  • Click ‘Select deputy person in charge’
    • Select a deputy person in charge from the list displayed or filter the results
    • Click ‘Select’


Click the red cross to delete the persons in charge if necessary.



Reading rights:

Reading rights define the visibility of the contract folder in lists and in the search feature. If the contract has been linked to a contract folder, reading rights will be inherited from the contract folder.

  • Choose the desired option from the list
    • Every user in the organisation
    • Only the persons in charge of contracts
    • The following users
      • Click ‘Add user’, ‘Add organisation unit’ or ‘Add user group’
      • Select the users, organisation or user groups from the list or filter the results
      • Click ‘Select’


Click the red cross to delete the reading privileges if necessary.


Editing rights:

If the contract has been linked to a contract folder, reading rights will be inherited from the contract folder.

  • Choose the desired option from the list
    • Every user in the organisation
    • Only the persons in charge of contracts
    • The following users
      • Click ‘Add user’, ‘Add organisation unit’ or ‘Add user group’
      • Select the users, organisation or user groups from the list or filter the results
      • Click ‘Select'

Click the red cross to delete the editing privileges if necessary.



Save the changes or proceed to the next step.

  • Click ‘Save’. ‘Contract folder successfully saved’ will be displayed in the bottom-right corner.
  • You can also click ‘Next’ to continue adding the necessary information to the contract


Value


You may define an estimated value for the contract folder.

  • Enter a value to the field
  • Select the currency to be used
    • EUR
    • USD



NOTE! A value for a contract is defined separately for each contract.


Contracts

When the contract folder has been saved, the ‘Contracts’ tab displays the contracts included in the contract folder as well as any sub-contracts included under the main contracts.


Milestones

Task lists are created as new for the contract object or chosen from the library.

  • Create new milestone
  • Add from library


  

NOTE! If any task lists have been defined for the contract folder, they will also be inherited for the contract by default. 

 

Create a new milestone:


First, create the basic information for the milestone, following which you may define task lists for it.

 

Name*: 

  • Enter a name for the milestone. 


Description*: 

  • Enter a description for milestone.

Reminders:

  • Enter reminders  



Click 'Save' or transfer to create a task.

   

Task list


Click ‘Add’

       


  

Name*:

  • Enter a name for the task. 


Description*:

  • Enter a description for the task.

 

Dates: 

  • Enter a date, you can choose ''Custom'' or ''Scheduled''

   


   

Click ‘Save’ to save the task. The task list will then be displayed on the 'Task lists’ tab of the contract folder.

 

When you have entered all the required task list details, click ‘Save’.


Save the changes or proceed to the next step: 

  • Click ‘Save’. ‘Contract folder successfully saved’ will be displayed in the bottom-right corner.
  • You can also click ‘Next’ to continue adding the necessary information to the contract


Summary and state

 

The ‘Summary and state’ tab summarises the details of the contract folder in a single view.


* Contract folder status: 


Change contract status to ‘Active’.

  • Click ‘Change contract folder status’ and choose ‘Active’



NOTE! The status will only change in the contract when the document is saved.

 

Changing the contract folder status to ‘In progress’. 

  • Once the contract status has been changed to ‘Active’, it can be changed to:
    • Terminated
    • Expired
    • Nullified
    • Closed
    • Archived


The other information in the ‘Summary and state’ tab is view only. The view lists the following contract details: 

  • Basic information
  • Metadata
  • Contracts
  • Value

 

Editing a contract folder

 

Contract folders may be edited subject to certain restrictions. The contract folder status (‘In progress’ or ‘Active’) determines which editing actions are permitted.


The user's editing privileges (the user privileges assigned to the user account) and organisation-level privileges determine which functions are be enabled and what kind of changes the user is allowed to make.