- The search feature can be used for performing searches. Searches can be narrowed down using keywords or function-specific filters. Searches can be performed a one-off basis or saved for future use. To re-run a previously saved search, click ‘Use a saved search’.
- A general term referring to the combination of user roles, user groups and unit assignments defined for a user.
- Users may (rights permitting) create and manage the phrase library of their organisation. Phrase groups can be created in the library, and a desired number of contract phrases can be added to the groups Users working with contracts may use the content of these phrases in contracts as such or in edited form.
Metadata (additional information)
- Metadata (additional information) is unique, descriptive data created in contract records that can be used for supplementing the basic information of the contract and the contract segments displayed in the contract. Metadata (additional information) will not be displayed in the contract document. Additional information can be used in support of searching and monitoring, among other things.
- Users may (rights permitting) manage contract reminders. Reminders can be set for contracts belonging to selected units and selected contract cases, as well as for selected contracts. Users may specify which events will cause reminders to activate, as well as how far in advance of these events the reminders should activate. They can also specify who receives the reminder.
Other contractual documents
- Other contractual documents are documents that are assigned to the contract but are not actual contract attachments.
- Other contractual documents may also be added after the contract has been signed, meaning that they are not part of the actual contract. See also section ‘Contract attachments’ below.
- A complaint or reclamation that is delivered to the contract supplier and sent to the user for reference. The person in charge of the contract may file a claim either via an accepted claim proposal or directly without a proposal. A claim is always associated with a specific contract.
- Users may file a claim proposal with the person in charge of the contract, who may then accept or reject the proposal. A claim proposal is always associated with a specific contract.
- Users may (rights permitting) create and manage the organisation’s claim types, which enable claims to be categorised as desired, making it easier to monitor and search for claims.
Tasklists and tasks
- Users may set up a desired number of tasklists for a contract.
EXAMPLE: ‘Project planning’, ‘Project execution’). Users may set up a desired number of tasks for each tasklist (such as ‘Plan preparation’, ‘Plan approval’). Users may use this information to monitor and control contractual matters within the organisation or together with the counterparty.
- Contract users are people such as the client or invoice inspectors who need to be able to find and view the contract or file purchase orders or claim proposals in accordance with the contract.
Contract file import
- Contract file import means importing contractual documents to the system en masse. A desired number of contract cases/contracts complete with their basic information are entered on a fixed-form Excel file.
Contract information page
- Contracts can be found by browsing, searching or by other means. They can then be selected to show a contract information page containing a summary of all of the essential matters related to the contract, such as contract documents, contract metadata (additional information), the latest activities related to the contract and access to the functions available depending on the current status of the contract.
- Contracts are assigned a status corresponding to their life cycle phase. The status may be ‘In progress’, ‘Active’, ‘Expired’, Terminated’ or ‘Nullified’.
- The contract supplier is the counterparty selected as the supplier.
- An individual contract may be a contract imported to Contract Management, such as a contract document imported in PDF format,
- or a contract that was created structurally in Contract Management (in this case, a document in PDF format will also be automatically generated).
- Metadata can be populated to contracts automatically.
- One contract may belong to one contract case. An individual contract belong to one contract type. Additionally, contracts can be designated as internal contracts.
- A contract can be the main or parent contract of a contract case (such as a supplier contract).
- A contract case may include any number of main contracts. Each main contract may have any number of subcontracts (such as delivery contracts).
- A general term referring to the contract attachments and other contractual documents associated with a contract.
- The content of a structured contract consist of individual contract segments. Users may create contract segments for contracts or select a desired number of contract elements for the contract from existing contract records.
- Contractual cases are individual entities created during the contract management process to bring together contracts pertaining to a specific case.
- Contract cases have their own number and name and they can contain one or more contracts (main contracts). Each main contract may contain one or more subcontracts.
- Users may specify (rights permitting) common metadata (additional information) to be inherited by all contracts included in the contract case.
Contract case information page
- Contractual cases can be found by browsing, searching or by other means. They can then be selected to show a contract case information page containing a summary of the contract case metadata (additional information) and access to the individual contracts included in the contract case.
- Contract collections can be used for simultaneously editing the information of several contracts. Contracts collected in a contract collection can be (rights permitting) edited simultaneously.
- Contract attachments are actual contract appendix documents connected to a contract.
- Contracts can have any number of contract attachments. Contract attachments can be imported manually or they can be selected from the document archive.
- Contract attachments are part of the contract and must be included before the contract is signed. Contract attachments may no longer be edited, added or deleted when the contract has been signed. See also section ‘Other contractual documents’ above.
- A portal included as part of the system that enables Contract Management users to publish contracts so they are visible to users within the organisation or other contract users. All users in the organisation will be able to view the contracts published using the Dashboard. Where necessary, the persons in charge of contracts may restrict the visibility of contracts as desired.
- A new contract can be created using a contract template. Templates can be created for contracts and added to a specific contract type. Templates enable the desired contract segments to be inherited by contracts of a specific type.
- Users may (rights permitting) define contract records. Contract records are metadata (additional information) or contract segments.
- Individual contracts are assigned a suitable contract type. One contract may belong to one contract type at a time.
- Users may specify (rights permitting) common metadata (additional information) to be inherited by all contract cases and contracts that belong to the contract type concerned.
- Users may (rights permitting) create and manage the file library of their organisation. The library can be used to store contract attachments and other documents related to contracts. Users working with contracts may use these documents.