Getting started for users

Find out more about the workdesk in this in-depth video.
Find out more about the flows in this in-depth video.

This is a basic guide for all users to get started with Contractify.

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

→ Click on the names to see how to configure 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

  Determine the document type for all documents you upload. There are different document types such as permits, NDAs, notarial deeds, invoices, … Again, you can filter your documents on document type.

  

• flow templates

  Flow templates can be used to start approval flows.

  

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. 

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.

• prepare documents to be signed,

• start approval flows

• …