When creating or editing contract agreements in OfficeRnD Flex, you can:
Set limitations on length, deposit, discount, and notice periods.
Define which Teammates can or cannot approve a contract.
If a user without approval permissions exceeds these limits while setting up a contract, they can only send the contract for approval to a preselected group of users. They will not have the option to add and approve the contract themselves.
Require approval for signing contracts
To activate the approval process and require each contract that meets the specified criteria to be approved by an admin before it can be signed, follow these steps:
Go to Settings > Operations > Contracts.
Select Approval Process.
Select the admin users who are authorized to approve contracts (see below ↓).
Define the approval rules (see below ↓).
Click Update.
Note: Approval rules may behave differently depending on the type of contract being created or edited (see below ↓).
Define who can approve contracts
You can select the admin users who are authorized to approve contracts before they are signed. To do that:
Go to Settings > Operations > Contracts.
Click the Approvers field and select the admin users with permission to approve contracts.
Click Update.
You can later review the details of any approver's actions by filtering and exporting contract data into a CSV file. The file includes:
Approver's name
Approver's role
Approver's stamp
Set the approval rules
Several rules can trigger the need for contract approval. To set these rules:
Go to Settings > Operations > Contracts.
Select the checkboxes next to Approval Rules.
Click Update.
You can set the following rules:
Rule 1: Approval for discounts
This rule requires approval when a discount exceeds a specified percentage of the total contract amount.
You can also select the following two additional options:
Respect all kinds of resources and plans for triggering Approval Process: Select this option to make the rule apply to every resource and plan.
Respect each contract line item separately when triggering Approval Process: Select this option to make the rule check each line item to see if it exceeds the specified percentage discount. If a contract has a single line item that exceeds the amount, the entire contract must be approved before it can be signed.
Behavior by contract type
License and lease agreements:
Applies if the resource price is:
Discounted below the list price by more than XX%.
Set using a discount option exceeding XX%.
Applies if the resource price is 0.
Does not apply to Billing Plan prices. Applies only to resource prices.
Membership agreements:
Applies to Billing Plans in the same way as resources in other agreements.
If the agreement lacks an End Date, the rule will not apply, regardless of the price.
How contract end dates affect discount approval rules
The discount approval logic is based on the total value of the contract. This means the system must be able to calculate the full contract amount to evaluate whether the discount exceeds the allowed percentage.
If a contract does not have an End Date, the system cannot determine its total value. As a result:
The discount percentage rule is not applied.
No approval is triggered, even if the discount exceeds the specified threshold.
This behavior applies to both License and Lease Agreements when the End Date is missing.
For License Agreements, OfficeRnD requires an End Date by default. However, if your organization changes the default contract settings and removes the End Date requirement, the discount percentage rule will no longer function as expected.
Rule 2: Approval for short notice periods
This rule requires approval if the notice period is less than the defined duration.
Behavior:
Applies equally to all contract types.
Unlike Rule 1, Membership Agreement rules are unaffected by the presence or absence of an End Date.
Rule 3: Approval for contract length
Approval is required if the contract length exceeds or falls short of the specified durations.
Behavior by contract type:
License and lease agreements:
Applies when the contract duration does not comply with specified limits.
Example:
A 12-month contract starting on September 20, 2020, will end on September 19, 2021.
If the minimum duration rule is active and the end date is adjusted to September 18, 2021, the rule is triggered.
Similarly, if the maximum duration rule is active and the end date is set to September 20, 2022, the rule is triggered.
Membership agreements:
Rules apply as with License and Lease Agreements.
If no End Date is present, these rules are not triggered.
Rule 4: Approval for insufficient deposits
This rule requires approval if the deposit is less than a multiple (for example, 2 times) of the highest step price for an office.
Behavior by contract type:
License and lease agreements:
Applies only to resource step prices.
Evaluates whether the deposit meets the multiple of the highest step price.
Does not apply to Billing Plan prices.
Examples:
If the highest step price for an office is $550/month and the deposit is less than twice that amount ($1,100), approval is required.
If a step price changes to $600/month, the deposit must now be at least $1,200.
Membership agreements:
The only difference is that the rule applies to Billing Plans rather than offices.
The rule applies even if the agreement lacks an End Date.
Note: If the user setting up or amending a contract is an Approver, applied rules will display warnings but still allow the user to proceed with Add and Approve.
Rule 5: Approval for contract addenda
This rule requires approval for contracts with addenda. This ensures any deal-specific terms are reviewed before being finalized.
Read next
For more detailed information, refer to the following resources:
To set up eSignatures, refer to: