How to make a contract template and create tasks.

1. Use this button in “Home” or in “Contracts”

2. Choose a name for the contract template. 

Tip: (1) name co-contractor(s) - (2) essence of the content - (3) reference number of the contract

+ select the folder

+ select the subfolder

(+ drop the document(s) or link it in a minute via documents)

See how the contract template you created is now on top of the list under “Contracts” with an unique contract number.

Let's go back to complete the contract template by clicking the number or name of the contract.

Contractdetails: 

Go to the right site of the page and notice -by scrolling down- there are different blocks with a possibility to edit each block

Let’s zoom in on the four blocks that are crucial for an efficient follow-up of your       contract.

1. Relations

By typing a few letters you can check if the counterparty has already been created. If not, you can easily create it yourself. Afterwards you link your own legal entity.

It is also possible to link multiple relations and legal entities to a contract.

2. Metadata

→ Folder has already been selected but can be changed here

→ Phase is ongoing for a new contract, but can be edited

→ Start date: fill in the date on which the contract starts

Tip: If the initial contract period you want to register is in the past,  you need to register the current ongoing phase. E.g. Your contract started on 1/1/2019 and ended 31/12/2019 and was tacitly renewed for 1 extra year for 2 times in a row. You need to register 1/1/2021 as the starting date because today is before 31/12/2021. Now you can manage your contract.

If you want to be able to look up the initial contract period in a quick way, you can take note of it in ‘contract summary’ and/or in your ‘task’ (cf. infra).

→ Duration:

• Tick the box if it is an open-ended contract. (end date will disappear) 

OR 

• Register the duration. (end date automatically appears)

→ Extension period: 

Tick the box if there is an automatic (tacid) renewal. 

→Second question will appear: 

• is the renewal period open-ended 

OR 

• fixed (default)?

If it is fixed, register the renewal period.

By default the contract will renew for an undetermined number of times. 

Tip: A fixed number of times can be used for commercial rental contracts in        

Belgium 

       → Termination period: 

• Tick the box if the contract is terminable at any time 

OR 

• register the termination period

      → Owner: register the owner of the contract by the dropdown list that is made up by the colleagues with reading rights on this folder. 

     → If the contract details are registered without ambiguities you need to check, you can use the approve-button.

Don’t forget to save!

If you click you will get a summary of the Metadata.

3. Departments

Determine where the contract has to be located based upon your company’s structure

4. Offices

Link it to the territorial scope of the contract

Feel free to customize with Value,  Tags,...