When can organisations share/transfer/copy contracts?


Sharing, copying and transferring contracts requires that a trust relationship is created between the organisations. A trust relationship is added by Cloudia, and a request for sharing/transferring/copying contracts is always made by all those organisations between which a trust relationship is added.


Who is entitled to share/transfer/copy contracts?


Sharing a contract

  • No separate role is required for sharing a contract, the only prerequisite is that a trust relationship has been defined between the organisations (from where and to where will the sharing take place). Those entitled to share include administrators and the users who have been assigned edit access to the contract.


Copying and transferring a contract to another organisation


  • The privileges are assigned to the system administrator by default, and the feature may be assigned to the desired roles the user has created. The ‘Copying a contract’ role can be assigned to the desired user accounts. Click here for instructions on how to create own roles for the organisation.
  • In addition to a proper role, copying and transferring contracts require that a trust relationship has been added between all the organisations concerned (from where and to where will the copying/transferring take place) by Cloudia.




Sharing, copying and transferring a contract 


When a trust relationship has been added between the organisations, a separate tab is displayed in the edit contract view for sharing, copying or transferring. 




Sharing a contract 


Read access 


You may share individual contracts with other organisations and units (read access) or individual users (read access). If the contract is only shared at an organisation or unit level with read access, the shared contract will be displayed to the users of the organisation under Shared contracts and the users may read the contract. If the contract is shared at the read access level with individual users, the users concerned will be able to read the contract under ‘Shared contracts’. 



Edit access 


The contract may be shared with individual users for editing. When the contract has been shared, the users concerned will find the contract under ‘Shared contracts’ and will be able to edit the basic information of the contract (contract name, contract description, contract number, contract period, contract attachments, other attachments and links) as well as individual contract terms and conditions. Additionally, the user may download the contract document. After saving their changes, the user who edited the contract may send the edited contract back to the organisation that shared it for editing. 




Share with external units (read access) 

  • Click ‘Share with external units’ 

  • Select the units with which you want share the contact. 

  • Click ‘Share with external units'




Share with external users (reading or edit access)


  • Click ‘Share with external users’ 

    • Enter the e-mail address (the user concerned must have a Cloudia Contract user account) 

    • Select the appropriate option for ‘User may edit the contract’. 

      • Select ‘No’ to only show the contract in the read view where it cannot be edited. 

      • Select ‘Yes’ to open the contract for editing with regard to basic information (contract name, contract description, contract  number, contract period, contract attachments, other attachments and links) and individual contract terms and conditions. After completing the necessary edits, the user may save the changes and send the edited contract back to the organisation that shared the contract for editing.  See ‘Shared contracts’ for more detailed instructions.



The ‘Sharing, copying and transfer’ tab of the contract displays the organisation and the user the contract has been shared with, both at the unit level and to an accuracy of an individual user. 



Copying and transferring a contract 



The ‘Copy or transfer contract’ feature can be used for copying or transferring the contract to an external user.


Copying 


The copying feature creates a copy of the contract and transfers it to an external user to be managed in the environment of the organisation concerned. The external user to whom the contract is copied becomes the person in charge of the contract, who will have edit access to the contract. The entire organisation will have read access to the contract. The copied contract will be found under ‘Contracts’, and the copying details will be shown on the ‘History’ tab. 


Transfer 


The transfer functionality transfers the contract in its entirety to another user.The external user to whom the contract is transferred becomes the person in charge of the contract, who will have edit access to the contract. The entire organisation will have read access to the contract. The copied contract will be found under ‘Contracts’, and the copying details will be shown on the ‘History’ tab. 


Note! If a contract is transferred to an external user, the contract will no longer be found under the contracts of the organisation concerned. 



Copy or transfer to external users 

  • To copy, click ‘Copy contract to an external user’ 

  • To transfer, click ‘Transfer contract to an external user’ 

    • Enter the e-mail address (the user concerned must have a Cloudia Contract user account) 

                Note! The ‘Copy/transfer to an external user’ button will not activate if the user account cannot be found or it is not in the correct format. 


Copying and transferring a contract using the contract cart feature 


Contracts can be transferred to a contract cart one by one, or the entire contract listing can be transferred to a contract cart using the ‘Add all to contract cart’ feature. 




From the top navigation, select a contract cart. 

  • Select the contracts you want to copy or transfer. 

  • Click ‘Edit selected’ 

    • Transfer contracts to an external user

      • The transfer functionality transfers the contract in its entirety to another user.The external user to whom the contract is transferred becomes the person in charge of the contract, who will have edit access to the contract. The entire organisation will have read access to the contract. The copied contract will be found under ‘Contracts’, and the copying details will be shown on the ‘History’ tab. 

    • Copy contract to an external user 

      • The copying feature creates a copy of the contract and transfers it to an external user to be managed in the environment of the organisation concerned. The external user to whom the contract is copied becomes the person in charge of the contract, who will have edit access to the contract. The entire organisation will have read access to the contract. The copied contract will be found under ‘Contracts’, and the copying details will be shown on the ‘History’ tab. 



Copy or transfer to external users 

  • To copy, click ‘Copy contracts for an external user’ 

  • To transfer , click ‘Transfer contracts for an external user’ 

    • Enter the e-mail address (the user concerned must have a Cloudia Contract user account)

                  Note! The ‘Copy/transfer to an external user’ button will not activate if the user account cannot be found or it is not in the correct format. 

  • Click ‘Remove successful contracts from the collection after the operation’ to remove successfully copied and transferred contracts from the contract cart. 

  • Click ‘Copy’ or ‘Transfer’. A confirmation will be shown when the contracts have been successfully transferred.