Getting started for admins

Getting started for admins

Dernière mise à jour :  lundi 23 octobre 2023

This is a basic guide for all admins to get started with Contractify. (find out more about the difference between users, managers and admins here).

Account set-up

In order to classify, follow-up and manage all of your documents and contracts in Contractify, the first step is to:

Set-up your company’s structure in your account

Contractify’s structure is composed of the following parts:

→ Click on the names to find out how to create them.

  • Departments: these are the teams or divisions within your company for which you will register contracts. It is best to follow the existing structure in your company. If you have e.g. a sales department, HR department, logistics department, … You can add them here.

  • Offices: These are the physical locations of your company.

  • Legal entities: These are the different legal entities of your company.

  • Folders: This level serves as a way to categorize your documents and contracts according to content such as Insurances, HR, R&D, …

Once you have added your departments, offices and legal entities and customized your folder list, the next step is to add users to your account.

Adding users


When adding a new user, you will have to determine which user role (admin, user, manager) to assign to each user, what departments and offices they will have access to, and lastly, what  folders can be accessed. You have to repeat these steps for every user you add.

To add more structure to your environment, you can use different tools:

→ Click on the names to find out how to create them.

  • Tags

    Tags can be used to add an extra layer of organization to your contractify environment. You can label your relations as well as your documents and contracts, which allows for a fast search.

    TIP: Anyone can add tags. It’s best to agree on what tags are necessary with other users.

  • Relations

    Relations or counter parties can be added to each contract. You can filter your contracts on relations so you can easily find contracts attached to a certain supplier for example.

  • Document types

    You can create/manage/select all sorts of document types such as permits, NDAs, notarial deeds, invoices, … Again, you can filter your documents on document type.

  • Create flow templates

    Flow templates can be used to automate your approval flows.

  • Marketplace

    In the Contractify marketplace you can find extra modules such as the e-signing module, integrations, …

Document upload

There are two ways to upload your documents into your Contractify environment. 

  • First of all you can go to documents where you can choose to upload them in bulk.

  • On the other hand you can go to email. You’ll find your unique Contractify email address ([email protected]) on the top of your screen. You can use this address to email documents directly to your Contractify environment. The attached documents will directly be added to your documents in Contractify.

Relations

You can systematically create relations one-by-one when you are e.g. adding contracts. 

Another option is to import all of your relations at once using import templates. This can be a list from e.g. a CRM package or accounting tool. Importing a list is of course very time efficient, yet you might have a lot of relations with whom you don’t have any pending contracts, in which case adding them one-by-one might be a better option.

Contract registration

!New way of registering contracts: via de workdesk. This new feature makes registrering contracts way easier and faster! Watch here how you use the workdesk.

To register new contracts, go to contracts > + add new contract.

The first step is giving your contract a name, selecting the folder and subfolder and adding the documents that are relevant for this contract.

TIP: it is useful to instore a naming convention for naming your contracts.. 

e.g. NDA_Volvo Cars_20220412. → First you say what kind of contract it is, secondly with whom and thirdly the creation date. This is only an example of a system that can be used. Feel free to do whatever works best for you and your company.
After creating a contract in your environment, it is key to fill out the metadata as completely as possible. The metadata can be found in the column on the right hand side of your screen and relate to all the information found in your contract. (Start date, end date, term, renewal, …). Tasks will be created based on these data.

You can link contracts to multiple relations, to multiple entities, different tags, … and you can create all sorts of tasks that apply to your contract. (read more here).

Now that your account is completely set up, you can proceed to:

- start managing your contracts. 

- set-up the e-signing module

- prepare documents to be signed, 

- start approval flows

- …







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