Contract Usage

This section describes workflows for managing the contract lifecycle.

Creating a New Contract

1. Go to the Contracts menu.
2. Click Create Contract.
3. Fill in basic details:
   • Name: Identification of the contract subject.
   • Account: Contracting partner (Organization).
   • Term:
     • Fixed - requires End Date.
     • Indefinite - valid until terminated.
     • Auto Renew - requires Renewal Period.
   • Storage Type: Where the original is located (physical/electronic).
4. Upload the scan to the Attachments field.
5. Save and change the status to Valid if signed.

Deadline Tracking and Termination

For fixed-term or auto-renewing contracts, the Notice Period Days field is critical.

• Example: Contract ends on Dec 31st, notice period is 60 days.
• The system calculates the Notice Period Date as Nov 1st.
• If the contract is not terminated by this date, it automatically renews (if configured).

Alerts

The system generates Alerts for responsible users before this deadline expires so they can react in time.

Creating an Amendment

An amendment is technically a new Contract entity linked to the original contract.

1. Open the detail of the original contract.
2. In the Amendments panel, click +.
3. A new card is created with links to the parent contract filled in.
4. Name it e.g., "Amendment No. 1".
5. Record changes in this amendment (e.g., new price, term extension).

Archiving

Contracts that are no longer valid should be moved to the archive.

1. In the contract detail, change the status to Archived.
2. The system automatically fills the Archived At date.
3. The contract remains readable in the system but is hidden from default filters.