Creating and working with contract templates
To view contract templates, click the ‘Contract settings’ section in the top navigation and then ‘Contract template’.
Create a new contract template
A new contract template is created in three steps.
The ‘Basic information’ section is for defining user settings for the contract template
The ‘Terms and conditions’ section is for defining content for the contract templates
The ‘Document’ section is for defining a header and footer for the contract template
Click ‘Create a new contract template’:
Contract template basic information
Create basic information for the contract template
Enter a name for the contract template
Enter a description for the contract template
Attachments to contracts and other attachments:
Add folder
New folder to attachments can be named
Add document
The file upload window is displayed
Select files from your computer by dragging file to window or click the box
Add document from library
The ‘Add document from library’ window is displayed
The list displays the documents saved in the library
Select the desired files and click ‘Select’
Click ‘Force to contract’ to define the attachment mandatory for the contract. In this case, when the contract template is used, the attachment will be added as mandatory to the contract and cannot be deleted in the edit view. Click the red cross to delete the attachment.
Choose the person who is in charge of the template:
Permissions:
User privileges to the contract template can be separately defined. This makes it possible to define who can view and use the contract template. If no restrictions are defined, the template will be available to all users in the organisation. Privileges can be added separately for a specific user/organisation/user group.
Add user:
Click ‘Add user’ to add individual users. Select the correct user from the resulting window and click 'Select’
Add organisation unit:
Click ‘Add organisation unit’ to add an organisation unit. Select the relevant organisation units from the list and click ‘Select’
Add user group:
Click ‘Add user group’ to add a user group. Select the relevant user groups and click ‘Select’
Click ‘Add organisation unit’ or ‘Add user group’ to add an organisation unit or a user group. Select the relevant organisation unit/group from the list and click ‘Add’
Permissions inherited to subunits
If this option is selected, permissions will be inherited to subunits
To delete user privileges from the contract template, click the red cross after the name
Click ‘Add contract type’ to select a contract type. Select the desired contract type from the resulting list and click ‘Select’
Terms and conditions
Add terms and conditions:
Use the view to select the desired terms and conditions for the contract
To select terms and conditions, activate them and click ‘Add’ to add your selections or ‘Cancel’ to exit the view
Use the data type or a keyword to filter the terms and conditions displayed in the view
Create new terms and conditions:
You may create a new terms and conditions in the view.
The added terms and conditions includes the following functionalities:
Edit content:
If the content was not locked when the terms and conditions was created, the content can be edited
Edit order
Click to activate the edit order view
Use drag and drop to edit the order, and then click ‘Edit content’ to exit the edit view
Inherit information
Inherit information from the terms and conditions
If this option is deselected, the content may be edited (if not locked)
Lock content
The terms and conditions may be locked for the contract template
If the contract template is used as the basis of a new contract, the locked terms and conditions cannot be edited in the edit contract window
Force to contract
The terms and conditions may be forced to the contract
If the contract template is used as the basis of a new contract, only the root admin can delete the forced terms and conditions in the edit contract window.
Document
The ‘Document’ section is used for defining settings for the document generated by the contract template.
Set additional fields
Add cover page
Add table of contents
Only show main headings
Contract attachments
Show contract attachments on the document
Contract period
Show the contract period defined in basic information in the contract document
Option period
Show the option periods defined in basic information in the contract document
Edit header and footer settings
Contract document header
Locked
Include date in header
Choose the date from calendar or select 'Use the contract creation date'
Include contract identifier to header
Footer
Locked
Edit signer information
Contract document parties
Party 1
Party 2
Signature text
Placement of signatures
View the created contract templates
The details are listed under ‘Contract settings” -> ‘Contract templates’. The sorting order may be changed under ‘Rearrange’.
Alphabetically (A-Z)
Alphabetically (Z-A)
Newest first
Oldest first
Last modified first
Preview contract template
Template can be downloaded to PDF format and save to desktop.
Editing a contract template
Select a contract template from the list of contract templates and click ‘Edit’ The edit contract template window is displayed. Make the edits you want and click ‘Save’.
Removing a contract template
Click ‘Remove’ from the menu.
Are you sure you want to remove the selected item?
Yes
No
Search for contract templates
Use the search feature to search for previously created contract templates.